DRAFT #3

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DRAFT #3

  1. 1. Office of Purchasing and Contracts REQUEST FOR PROPOSAL RP-3236 MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION NOTICE Your firm is invited to submit a proposal for the project identified below. Proposal documents are attached. 1. PROJECT NO. AND DATE: RP-3236 Web site Design, Development, and Implementation dated February 9, 2006 2. PROJECT DESCRIPTION: St. Mary's College of Maryland intends to enter into a one (1) year Contract with a qualified firm able to provide Web site design, development, and implementation to replace the College’s existing site. 3. PRE-PROPOSAL CONFERENCE: There will be a pre-proposal conference for all prospective bidders on February 22, 2006 at 11:00am in the Campus Center Room 205. Point of contact for this conference will be Lee Capristo at (240) 895-4795. 4. CLOSING DATE FOR RECEIPT OF PROPOSALS: One (1) original and six (6) copies of both the technical and the price proposal must arrive at the Issuing Office no later than: 4:00 pm March 6, 2006 and must be mailed to: St. Mary's College of Maryland Attn: Tandy Harclerode, Buyer Office of Purchasing and Contracts 18952 E. Fisher Road St. Mary's City, MD 20686 If hand delivered: Deliver to Margaret Brent Hall 2nd floor. When traveling south on Rt. 5, Margaret Brent is the first building on the right as soon as you pass the St. Mary’s City Post Office on the right. No Faxed or E-mailed Proposals will be accepted. Because of the rural location of the College, UPS and Federal Express will not guarantee delivery to the College by any specific time; therefore, Offerors mailing proposals should allow sufficient mail delivery time to insure timely receipt by the Issuing Office. If your firm is unable to submit a proposal for this project please fill out the bottom of this page and fax or mail it to the College. *************************************************************************************************************** A Proposal will be not submitted for this project due to the following: ____ Too busy at this time ____ Location too distant ____ Project too large/small ____ Not engaged in this type of work _____ Other (specify) _____________________ Signed: __________________________________ Firm: ____________________________________ RFP for Web Site Design Page 1
  2. 2. INDEX SECTION I: GENERAL INFORMATION FOR OFFERORS 3 SECTION II: EVALUATION AND SELECTION PROCEDURES 6 SECTION III: FORMAT FOR SUBMISSION OF OFFEROR'S PROPOSAL 7 SECTION IV: SCOPE 7 SECTION V: BACKGROUND INFORMATION 8 SECTION VI: CURRENT SITUATION FOR OUR WEB SITE 9 SECTION VII: TECHNICAL SPECIFICATIONS 9 SECTION VIII: GOALS FOR THE NEW WEB SITE 9 SECTION IX: EVALUATION OF NEW WEB SITE 10 SECTION X: WHAT WE WANT IN A CONTENT MANAGEMENT SYSTEM 11 SECTION XI: DESIGNERS QUALIFICATIONS AND PERSONNEL 13 SECTION XII: BASIS FOR SELECTION 13 SECTION XIII: TECHNICAL PROPOSAL SHALL CONTAIN 14 SECTION XIV: PRICE PROPOSAL SHALL CONTAIN 15 SECTION XV: APPENDICES 16 RFP for Web Site Design Page 2
  3. 3. SECTION I: GENERAL INFORMATION FOR OFFERORS: 1. PREPARATION OF PROPOSAL: This will be a two-part proposal. Part 1 shall include all technical information. Part 2 shall include all cost information. One (1) original and six (6) copies of both the Technical Proposal and the Price Proposal will be required. Both the Technical Proposal and the Price Proposal must be in separate envelopes and marked in the lower left hand corner of the envelopes: Technical Proposal for Design Services due 3/6/2006 Price Proposal for Design Services due 3/6/2006 2. ISSUING OFFICE AND SOLE POINT OF CONTACT: Tandy Harclerode, Buyer 240-895-3312(voice) 240-895-4916 (fax) 3. CLOSING DATE FOR RECEIPT OF PROPOSALS: One (1) original and six (6) copies of both the technical and the price proposal must arrive at the Issuing Office no later than: 4:00 p.m. on March 6, 2006, and must be delivered to: St. Mary's College of Maryland Attn: Tandy Harclerode, Buyer Office of Purchasing and Contracts 18952 E. Fisher Road St. Mary's City, MD. 20686 No Faxed or E-mailed Proposals will be accepted. Because of the rural location of the College, UPS and Federal Express will not guarantee delivery to the College by any specific time; therefore, Offerors mailing proposals should allow sufficient mail delivery time to insure timely receipt by the Issuing Office. 4. DURATION OF PROPOSAL OFFER: Proposals, including price proposals, are irrevocable for sixty (60) days following the closing date of this RFP. This period may be extended by written mutual agreement between the Offeror and the College. Once a proposal is accepted all prices, terms and conditions shall remain unchanged throughout the contract period. 5. QUESTIONS AND INQUIRIES: Questions and inquiries shall be addressed to the purchasing buyer listed on the first page of the RFP and must be submitted in writing (they may be faxed to 240-895-4916). 6. ADDENDA TO THE RFP: If it becomes necessary to revise any part of this RFP, addenda will be provided to all Offerors who receive the initial RFP. Acknowledgment of the receipt of all amendments, addenda, and changes issued shall be required from all Offerors receiving the RFP. Oral explanations or instructions shall not be binding; only written addenda are binding. 7. CANCELLATION OF THE RFP: The College may cancel this RFP in whole or in part at any time before the opening of the proposals. 8. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS: Offerors may modify or withdraw their proposals by sending a written notice which must be received at the Issuing Office before the time and date set for receipt of proposals. FAXED modifications or withdrawals received before this date will also be accepted. 9. ALTERNATE OR MULTIPLE PROPOSALS: Offerors may submit alternate technical and/or cost proposals. Alternate solution proposals must be complete and will be subject to a full and independent evaluation. Alternate solution proposals must be marked as alternate solution proposals. 10. PROPOSAL ACCEPTANCE: This Request for Proposal (RFP) creates no obligation on the part of the College to award a contract or to compensate Offerors for proposal preparation expenses. The College reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP. RFP for Web Site Design Page 3
  4. 4. 11. ECONOMY OF PREPARATION: Proposals should be prepared simply and economically, providing a straight-forward, concise description of the Offeror's offer to meet the requirements of the RFP. It should respond to each requested item of information in the order that the items appear. It is not to exceed 25 pages. 12. ORAL PRESENTATION: Offerors whose proposals are reasonably susceptible of being selected for award may be required to make individual presentations to the Evaluation Committee. SMCM will advise Offerors as to the date, time and place for such presentations. 13. INCURRED EXPENSES: The College will not be responsible for any costs incurred by any Offeror in preparing and submitting a proposal. 14. TRANSFERS AND SUBCONTRACTING: The Offeror to whom this contract is awarded may not transfer or subcontract, in whole or in part, any portion of this contract without the written permission of the College. 15. COMPLIANCE WITH LAWS: By submitting a response to this solicitation, the Offeror, if selected for award, agrees that it will comply with all federal, state and local laws, rules, regulations, and ordinances applicable to its activities and obligations under the contract. By submitting a response to this solicitation the Offeror represents and warrants that it is not in arrears with respect to the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become in arrears during the term of the contract if selected for contract award. 16. PUBLIC INFORMATION ACT NOTICE: Offerors should give specific attention to the identification of those portions of their proposals which they deem to be confidential, proprietary information or trade secrets and provide any justification of why such materials should not be disclosed by the State under the Access to Public Records Act, State Government Article, Title 10, Subtitle 6, Annotated Code of Maryland. 17. BEST AND FINAL: The College has the right to accept the best proposal as submitted. Therefore, Offerors should not rely on having a chance to negotiate or adjust their proposals. However, should the Evaluation Committee determine that further negotiation on the proposals would be in the best interest of the College, the Purchasing Agent will advise all responsive and responsible Offerors to submit a best and final offer for consideration. 18. AWARD: After considering both the technical and financial factors set forth in this RFP, the Committee will make a recommendation that the contract be awarded to the responsible Offeror whose proposal is determined to be the most advantageous to the College. Should the successful Offeror to whom the contract is awarded fail or be unable to execute the contract, for any reason, within ten (10) calendar days after notification of award, then that Offeror shall be liable to the College for actual damages incurred by the College. The College reserves the right to cancel the award of any contract prior to execution by all parties without any liability on the part of the College. 19. REQUIRED INSURANCE: For service contracts to be performed on the campus the following insurance will be required of the vendor: 19.1 WORKMEN'S COMPENSATION INSURANCE: The Vendor and its subcontractors shall maintain such insurance as will protect him from claims under Workmen's Compensation Acts, U.S. Longshoremen's and Harbor Workers' Compensation Act, and the Federal Employers Liability Act by coverage with Insurance Companies or by methods acceptable to the State Insurance Commissioner and by no other method, for damages which may arise from operations under this contract, whether such operations be by himself or by any subcontractor or anyone directly or indirectly employed by either of them. The minimum limits of such coverage shall be as required by law. RFP for Web Site Design Page 4
  5. 5. 19.2. COMPREHENSIVE GENERAL LIABILITY INSURANCE: Third-party legal liability claims against the Vendor arising from the operations of the Vendor, subcontractors and suppliers with such protection extended to provide comprehensive coverage, including personal injury, completed operations, explosion and collapse hazard, and underground hazard. 19.3. COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE: Third-party legal liability claims arising from bodily injury and/or damage to property of others from the ownership, maintenance or use of any motor vehicle, both on-site and off-site. 19.4. Certificates of the Vendor's insurance containing evidence of the Hold Harmless Clause protecting St. Mary's College of Maryland and the State of Maryland shall be filed with the College and shall be subject to their approval for adequacy of protection. No contract will be awarded until appropriate certificates of insurance are filed with and approved by the Purchasing Agent. 19.5. The above insurance shall remain in full force and effect for the term of the contract. 20. SUBCONTRACTOR'S INSURANCE: If any of the work under this contract is subcontracted, the Designer shall require the subcontractors, or anyone directly or indirectly employed by any of them, to procure and maintain the same insurance coverage in the same amounts specified above. 21. PROTESTS: Any interested party may protest against the award of a contract. The protest shall be in writing and addressed to the purchasing agent whose name and address appear on the cover sheet of these documents. Protests based on alleged improprieties which are apparent before the proposal opening shall be filed before the proposal opening. Otherwise, protests shall be filed not later than three (3) working days after the basis for the protest is known, or should have been known, which ever is earlier. All protests must be received by the purchasing agent within this time limit. Protests may be faxed to (301) 862-0916. 22. ORDER OF PRECEDENCE: In case of conflict between the provisions of this RFP and any proposal submitted pursuant to it, the provisions of the RFP will prevail. 23. CONTRACT AFFIDAVIT: All respondents must truthfully complete the Contract Affidavit found in the Appendices of this RFP package and submit it with their technical proposal. 24. CONTRACT DOCUMENTS: Designers should become familiar with the contract documents listed below, all of which are incorporated by reference into the final contract. A) Request for Proposal prepared by St. Mary's College of Maryland B) Technical and Price Proposal prepared and submitted by the Designer; C) Contract Affidavit 25. LICENSES, REGISTRATION AND QUALIFICATIONS: All work performed by the Designer shall conform to all state and local codes and ordinances and such other statutory provisions that pertain to this class of work. Such codes, rules, regulations and local ordinances are to be considered part of these specifications. The College reserves the right to require that the Designer demonstrate that it has the skills, equipment and other resources to satisfactorily perform the nature and magnitude of work necessary to complete the project. The College has the option of requiring all personnel working on this contract to have copies of their license/registration forms on file with the purchasing agent at the College. 26. FINANCIAL DISCLOSURE AFFIRMATION: Designers providing materials, equipment, supplies or services to the College must comply with Section 13-221 of the State Finance and Procurement Article of the Annotated Code of Maryland which requires that every business that enters into contracts, leases or other agreements with the state and receives in the aggregate $100,000 or more during a calendar year shall, within 30 days of the time when the $100,000 is reached, file with the secretary of state a list containing the names and addresses of its resident agent, each of its officers, and any individual who is a beneficial owner of 5% or more of the contracting business. RFP for Web Site Design Page 5
  6. 6. 27. CONTRACT/BID AFFIDAVIT: All respondents must truthfully complete the Contract/Bid Affidavit found in the Appendices and submit it with their technical proposal. Any firm not a Maryland Resident Firm will be expected to qualify to do business in the State of Maryland prior to execution of a contract. The paperwork for qualifying to do business in Maryland will be found in the Appendices. 28. RESERVATION OF COLLEGE RIGHTS: The College reserves the right to accept or reject any and all proposals, in whole or in part, received as a result of this RFP, to not make an award, to waive minor irregularities, or to negotiate with all responsible Offerors in any manner necessary, in order to serve the best interests of the College. 29. EMARYLAND MARKETPLACE SOLICITATION FEE: 29.1 COMAR 21.02.03.06 requires that the successful bidder/offeror under this solicitation pay a fee to support the operation of eMaryland Marketplace. The applicable fee is based on total Contract value (including base Contract plus all options). A total Contract value that is other than an even dollar amount will be rounded to the nearest dollar to determine the appropriate fee level. For example, a total Contract value of $50,000.49 will be rounded to $50,000 and a Level 1 fee will apply. A total Contract value of $50,000.50 will be rounded to $50,001 and a Level 2 fee will apply. A copy of COMAR 21.02.03.06 can be found on the eMM website at www.eMarylandMarketplace.com 29.2 The fee amount must be included within the rate or price of the proposal/bid and may not be quoted as a separate add-on price. 29.3 In order to receive a Contract award, a vendor must be registered on eMaryland Marketplace. Contractors shall pay the fee as provided by COMAR 21.02.03.06 and in accordance with guidelines issued by the Maryland Department of General Services. These guidelines can be found on the eMaryland Marketplace website at www.eMarylandMarketplace.com. (End of Section) SECTION II: EVALUATION AND SELECTION PROCEDURES l. EVALUATION AND SELECTION COMMITTEE: All proposals received by the closing deadline will be evaluated by an Evaluation Committee established by the College. The College may request additional technical assistance from any source. The technical proposals will be evaluated before the price proposals are distributed to the Evaluation Committee. 2. EVALUATION PROCEDURE: The Committee shall first review each proposal for compliance with any mandatory feature requirements outlined herein, and with all other necessary requirements of this Request for Proposal. Failure to comply with any mandatory requirements will normally disqualify an Offeror's proposal. In addition, the Offeror must assume responsibility for addressing all necessary technical and operational issues in meeting the objectives of this RFP. Any alternate proposal submitted must be complete and must address all necessary technical and operational issues in meeting the objectives of this RFP. It must have a separate price proposal. Both will be subject to a full and independent evaluation. 3. TECHNICAL PROPOSAL: After determining compliance with the mandatory requirements in this RFP, the committee shall conduct its evaluation of each Offeror's capability to meet the specifications of this RFP and the technical merit of the proposals in accordance with the scoring listed below. All proposals meeting the College’s minimum acceptable score will have their Price Proposals reviewed. 4. PRICE PROPOSAL: When the technical evaluation has been completed, the Price Proposals will be distributed to the committee for review and scoring. The committee will determine total costs of the proposals in order to establish a financial ranking of the proposals, from lowest to highest total cost. RFP for Web Site Design Page 6
  7. 7. 5. FINAL RANKING AND SELECTION: The committee will make recommendations for the award of the contract to the responsive and responsible Offeror whose proposal is determined to be the most advantageous to the College considering both the technical and financial factors set forth in this RFP. This means that the technical proposal will be given greater value than the price proposal and the lowest costing price proposal may not necessarily be the one recommended for award. 6. SCORING: Qualified proposals will be evaluated on the basis of the criteria below and the ability of the respondent to satisfy the requirements of this request in a cost-effective manner. Bids are reviewed for technical proficiency first; only after technical merits are scored are sealed cost bids opened and reviewed. Specific criteria are: Technical 70% Price 30% Total Score 100% 7. DEBRIEFING: After the College has sent notification of “Intent to Award” to all Offerors, unsuccessful Offerors may schedule a debriefing conference to discuss their proposal by calling the Purchasing Buyer at (240)-895- 3312. (End of Section) SECTION III: FORMAT FOR SUBMISSION OF OFFEROR'S PROPOSAL: This will be a TWO PART submission. The selection procedure for this procurement requires that the technical evaluation of the proposal is to be conducted before the financial proposals are distributed to the Evaluation Committee. Consequently, each proposal must be submitted as two separate enclosures as indicated in Section I. TECHNICAL PROPOSAL: This volume should be prepared in a clear and precise manner. It should address all appropriate points of this RFP except the price information. Offerors are advised to supply all information in the sequence and format specified in the specifications. Unless the Offeror's proposal expressly states otherwise, the Offeror agrees to comply with every section, subsection and addendum, if any, of this RFP. Any proposal which does not follow the format of this RFP may be considered unacceptable. Offerors are to address each item in this RFP in the order in which it appears. Minor irregularities in proposals that are immaterial or inconsequential in nature may be cured or waived whenever it is determined to be in the best interest of the College. Your proposal is not to exceed 25 pages. (End of Section) SECTION IV: SCOPE St. Mary’s College of Maryland (SMCM) is seeking detailed proposals for developing a new Web site to replace the College’s existing site at www.smcm.edu. We would like the work to be completed in phases. We expect that the first phase of the project will include discovery/needs analysis on your part and will result in the development of a comprehensive framework for the Web site’s functionality as a whole. The framework will enable us from the Web to push and pull data from its primary content sources, be it the new content management system (CMS) we expect you to recommend and provide, our ERP (currently Jenzabar CX but upgrading on a parallel track with this effort to Jenzabar JICS), EMS calendar system, Blackboard, Integrated Library System (ILS), Active Directory, or Microsoft Exchange. Work done in phase one will be the groundwork from which all additional phases will come. RFP for Web Site Design Page 7
  8. 8. The second phase of the project will be the development (within the new CMS) of a new College Web site. We expect that the use of templates in the CMS will be part of the recommended plan for the site’s development. Specific parts of the new Web site that attract prospective students and their parents and inform them about a St. Mary’s education will be the first focus of this phase, with an August 1, 2006 launch date needed for these specific parts. We will provide branding messages for SMCM to the vendor as part of the design data. We anticipate needing content generation (copywriting) assistance with these specific parts of the new site. In our current site, there are about 50 pages in this area of “first focus.” We will provide details of the work for the follow-on phases to phase one and phase two as part of the discovery/needs analysis process, but from the start we expect all work to be complete within one year from contract award. We expect to see an early proof-of-concept of how the framework done in phase one will help us to achieve the additional phases we require. We welcome recommendations for additional functionality or features that will improve the Web experience for our visitors, students, faculty, and staff. We recognize the following as needs we have for a new site: • We need the Web site to be a gateway to new prospective students • We need the Web site to be a potent advertising tool • We need the Web site to better serve the campus community • We need the Web site to be easily updatable for all campus users • We need the Web site to interact seamlessly with the rest of our campus data infrastructure • We need the Web site to enhance learning and teaching at the college Simultaneous to this project, we will be implementing a portal system to separate our external Web site from our internal site. The portal system will be done through Jenzabar JICS, which is an upgrade from our current Jenzabar CX. The Web/ERP/Portal Architecture diagram in Appendix E illustrates what we expect our systems to be able to do once all implementation phases are complete. (End of Section) SECTION V: BACKGROUND INFORMATION St. Mary’s College of Maryland is a small, liberal arts college located along the St. Mary’s River in historic St. Mary’s City, the site of the first permanent English colony in the state and Maryland’s first capital. Though the character of the school has changed several times since its founding in 1840, key features have remained constant. St. Mary’s has always been a public, state-sponsored school, but one that is administered by an independent Board of Trustees, non-sectarian, and committed to providing a high quality liberal arts education. The College defines itself as a community that seeks to inspire in its students, faculty, and staff a shared devotion to tolerance, respect for individuals, the free, lifelong pursuit of knowledge, and service to society. Designed to give students an excellent general education, the St. Mary’s curriculum advances keen intellectual skills that serve its students throughout their lives. Its dedication to academic excellence was recognized in 1992 when St. Mary’s College was designated the state’s only public Honors College by action of the Maryland General Assembly. There are 1850 students, and 90% of them live on campus. St. Mary’s College shares the hallmarks of fine, private institutions: an outstanding faculty, talented students, high academic standards, a challenging curriculum, small classes, a sense of community, and a spirit of intellectual inquiry. A variety of student activities are available beyond the classroom. These include student government associations, clubs and other organizations, student-produced media and publications, dramatic arts and musical performances, athletics and recreational programs, varsity sports, club sports, intramural sports, community service outreach, multicultural activities, and religious affiliations. Recreational activities are available for individuals preferring a less competitive atmosphere. A newly renovated athletic building contains two new workout areas, a new 50-meter pool, basketball court and a state-of-the-art rock climbing wall. RFP for Web Site Design Page 8
  9. 9. St. Mary’s College’s sense of distinctiveness is heightened by its beautiful waterfront setting along the St. Mary’s River in the heart of the Chesapeake Bay region. Our varsity sailing team has won ten national titles in the past twelve years. The College is 70 miles southeast of Washington, D.C. and 95 miles south of Baltimore. The St. Mary’s campus is one of uncommon beauty, inspiring a powerful sense of belonging. The College fosters wise use of its exceptional campus from its rolling meadows, lawns, and gardens to its woodlands and waterways. In recent years, St. Mary’s College of Maryland has received nationwide recognition for the selectivity of its admissions process, the value of its education, and its impressive 13 to 1 student-teacher ratio. Ranked among the best by U.S. News & World Report, The Princeton Review, and other periodicals, the College wishes to gain wider recognition of its academic stature among opinion leaders and other key target audiences. (End of Section) SECTION VI: CURRENT SITUATION FOR OUR WEB SITE Our Web site is dynamic and currently numbers around 159,000 pages. Our total file count is about 273,000, including images and “include” files. Excluding information technology and publications staff, we have 30 content contributors campus wide who have assumed responsibility for either department or office Web pages. Content that is not controlled by a department or office is maintained by the Office of Publications and Web. Contributors use a homegrown content management system (based in ColdFusion), FrontPage, or Dreamweaver to create and maintain their Web pages. Contributors and users operate in Windows, Mac, and Linux environments. Much of our externally driven content is database driven and changes regularly. The Director of Publications and Web, with the help of a Web Advisory Committee and a Web Team, is responsible for the quality of all content on our Web site, including look-and-feel, metadata, search engine optimization and search engine placement. Our Alumni Office uses an outside vendor for their e-mailed newsletter and Web site link (My Emma, www.myemma.com). Our Career Services Office uses an outside vendor for two of its Web sites: MentorNet and ResumeWeb, both provided by Sandglass. We host the Web sites for Historic St. Mary’s City and for SlackWater magazine. We are open to a Web server reconfiguration in support of the goals of this project. We have the availability of a SAN for increased storage capacity. SECTION VII: TECHNICAL SPECIFICATIONS Our enterprise hardware and software is as follows: • Our Web servers are two Dell PowerEdge 1750s using Microsoft Application Center 2000 SP2 with 2- 3.2 GHz Intel Xeon processors running Windows 2003 Server standard edition (IIS 6.0 and NTFS) • Our database is MS SQL Server 2000 standard SP3 with MYSQL Server and Clients 4.0.17 • Our ERP is Jenzabar CX with CX Web. We are upgrading to Jenzabar JICS. • Our server access logs are stored in IIS format on the individual servers. When needed, we gather them with a log reporting tool. • Our course management system is Blackboard, standard version 6.3 (Service Pack 2/Application Pack 3) • Our Web-based calendaring system is EMS, version 9.1 • Our e-mail system is based on Microsoft Exchange Server 2003 and supports Outlook (MAPI) , Web mail (OWA), POP3, and IMAP protocols RFP for Web Site Design Page 9
  10. 10. SECTION VIII: GOALS FOR THE NEW WEB SITE Our first goal for the new Web site is to enhance our recruitment efforts and improve satisfaction with the Web site among prospective students, their parents, and the external community, including our alumni and donors. In no particular order, our objectives for this first effort are to: • Improve usability and accessibility • Improve “findability” of content • Make admissions Web pages interactive with prospective students (ability to personalize pages and customized delivery of content appropriate to student’s interests and needs) • Replace “home-grown” online inquiry, application, and campus visit reservation with processes that are easy to use and reliable, and provide online tracking features • Improve the competitive position of the College against its peer institutions • Integrate the College’s brand position and provide a strong visual identity for the College that is consistent with our brand position • Integrate our print publications, e-mail campaigns and Web site(s) • Track the conversion rate of bone fide Web inquires to deposited students who can succeed through the online application process without a hitch Our second goal for the new Web site is to leverage the site’s use campus-wide through deliberately designed enhancements to the integrated use of the Web with our various databases (described as the phase one framework project). Some of the requirements are listed below. We welcome your recommendations. 1. Improve usability and accessibility 2. Improve “findability” of content 3. Improve accuracy of content 4. Provide content that is up-to-date 5. Develop robust, site-wide search function. 6. Design to increase database-driven content. 7. Redesign one-two lower level sitelets (department Web sites) to act as a ‘proof of 8. concept’ or test implementation of the scalable design and serve as a ‘hand-off’ of 9. the process to our internal team. 10. Fully functional templated, high level pages (approximately the top three-four levels) of the Web site based on requirements document that comes out of discovery/needs analysis. 11. Documentation 12. Description of inputs and outputs, system API 13. Tables, table relationships, data types, data dictionary 14. Technical and system narratives a. Information architecture style guides including descriptions of how site is organized and why, to facilitate any future expansion of content structure. b. Visual style guides to facilitate adherence to new designs by all Web developers – internal and external. Will include all necessary template specifications, CSS style sheets, design conventions, etc. 15. Delivery of all source files (End of Section) SECTION IX: EVALUATION OF NEW WEB SITE We will evaluate the new Web site six months after each phased launch date. Our measures of success for the first two phases of rollout of the new Web site are, in no particular order: • Acceptable success rates and user satisfaction in tests for specific, admissions-related, Web-based tasks such as: o customized delivery of information to inquiring students, o ability to submit all documents required for admission and acceptance (e.g., essay, resume, application fee, housing contracts). o Automated, bulk e-mail delivery to potential students RFP for Web Site Design Page 10
  11. 11. • Our search-result placement improvement in Google for identified keywords and key phrasesAn increase in the average external visits in overall site traffic to Admissions-related pages during the last four months of 2006 over fall 2005 visits, especially from out-of-state locations • An increase in online inquiries and applications over fall 2005 numbers • Usability studies The evaluation of the follow-on phases of rollout will be measured in similarly specific ways, with the details being developed as part of the discovery/needs analysis process. SECTION X: WHAT WE WANT IN A CONTENT MANAGEMENT SYSTEM Because our homegrown content management system is not sustainable or open-standard, we are interested in pursuing a commercial content management solution that will suit our immediate needs and integrate with our backend systems for ease of growth in coming years. Integration with our ERP (which is Jenzabar CX but moving to Jenzabar JICS as a parallel project to this one) is essential for us to achieve our short- and long- term goals. Getting a CMS and our ERP to talk to each other in a way that allows for real-time or near-real- time push and pull of ERP data to the Web is mandatory for achieving our desired outcome. Vendors will consider the following functional requirements as important to the work of St. Mary’s College of Maryland and “required” or “strongly desired” for the CMS. This list is not all-inclusive nor does it represent all possible functionality in the CMS. Vendors are encouraged to elaborate on any additional tools or options present in their product. A. Content Creation & Interface 1. Will have an easy-to-use interface with user id, password and role; will be easy and intuitive to use and learn 2. Will not require users to have HTML skills in order to create content – will support WYSIWYG editing environment; will allow non-technical contributors to publish content with minimal training 3. Will import HTML, images, audio files, PDF, Word docs, Flash, video and other Web-friendly assets; will allow for classification of content types (e.g. text, graphics, video, etc.) 4. Will be compatible with Microsoft Office Tools and allow for copy and paste between tools 5. Will include content templates for creation of new content; tool for creating new templates; will support extensive, consistent branding 6. Will support role-based privileges in content creation and track authorization – workflow for content approval – record initials and date of approval 7. Will allow formatting (bold, italics, hyperlinks, etc) text during content entry 8. Will allow authors to create crosslinks between pages, and these will be updated if the site structure is modified; will have automatic link consistency checking tools 9. Will allow for specified date and/or automatic expiration of content on the site 10. Will lock out other users from individual documents while in Edit mode 11. Will allow skilled HTML and XML designers on staff to manipulate and insert code in order to create custom designs 12. Will enforce consistency in both look and feel and information organization 13. Will allow administrators to develop and deploy multiple projects simultaneously 14. MUST create pages that are W3C compliant B. Content Management & Staff Training 1. Will provide tools that support management/storage/archive of all documents, whether published to public or internal Web pages 2. Will allow content to be stored in separate repository independent of Web pages (we recognize that this may require reconfiguration of our Web servers) 3. Will allow users to make changes to content that are published when approved 4. Will allow documents to be edited, flagged for approval and placed in an approval queue to be reviewed and approved for publishing by staff, based on authority 5. Will enable distribution of publishing responsibilities to faculty, administration and students regardless of their location, including off-network RFP for Web Site Design Page 11
  12. 12. 6. Will be scalable to meet growing and ever-changing volume of users 7. Ability to control the editorial tools that are available to staff users (i.e., lock use to limited colors, fonts, etc) 8. Will have ability to rollback to previous versions of individual pages 9. Will allow users to search for all occurrences of a content element or tag/term for global "search and replace" 10. Will allow users to easily check the spelling of all words and phrases against a standard dictionary within the interface of the product 11. Will provide capability to create an element (text, script, image, link, etc.) once and populate it in multiple places via template. Modifying the single element will automatically update all occurrences. 12. Will allow users to drag-and-drop elements on a new page 13. Will provide an admin module that captures and reports Web usage statistics as well as internal site maintenance activity 14. Will offer capability to automatically post, delete, and archive content (whole pages and individual elements on pages) based on specified date and time; will have the capability to schedule when content will be published 15. Will provide browser based GUI for content entry 16. MUST provide comprehensive training to smooth the ramp up for new or infrequent users and must list all or any costs involved 17. MUST provide comprehensive training documentation for content management 18. MUST provide extensive support and list all or any costs involved C. Publishing & Formatting 1. Will offer dynamic or batch process content publishing to production 2. Will offer several publishing style sheets for different outputs: Web, fax blasts, HTML e-mail, newsletters, PDF, printed reports, etc. and the tools to create additional style sheets for wireless devices like Blackberries 3. Will automatically support "print friendly" version of pages 4. Will support real time updates 5. Will make use of data stored in current ERP (Jenzabar CX/Jenzabar JICS) database system, EMS calendar system, Blackboard, Active Directory, Microsoft Exchange. 6. Will provide publishing tools that offer users consistent, comprehensive and usable navigation aids 7. Will support PDF, Word, Flash, and HTML, XML formats 8. Will allow for meta data tagging 9. Will collect usage statistics and provide reports that identify usability issues. Reports might include most popular pages, daily usage, search engine usage, etc. D. Presentation & Technical Standards 1. Will provide end user search tool that allows for Boolean logic, whole language query, or keyword searching 2. Will support Section 508 compliance – (essential) – must conform to standards such as the W3C Web accessibility initiative,etc. 3. Will include Acrobat as an acceptable end-user plug-in requirement 4. Will provide comprehensive audit logs on all objects in the system including the status, modified by who, when, where, etc. 5. Will support LDAP/Active Directory or be able to connect with external authentication 6. Will have a highly scalable architecture that easily accommodates current College site traffic while providing a path to allow for future growth 7. Will support 128-bit encryption and peer-to-peer authentication RFP for Web Site Design Page 12
  13. 13. E. Security/ User Access Control 1. Will allow System Administrator to be able to change user access/controls at the individual and group level 2. Will run on existing hardware and with existing software (OS, Web server, database, etc.) 3. Will offer automated password look-up for site users (based on “secret question” or similar approach) 4. Will allow end user access to be established at the individual or group level. SECTION XI: DESIGNER’S QUALIFICATIONS AND PERSONNEL - The Vendor shall have a demonstrated record of timely completion of client work and an ability to maintain short production schedules. The Vendor shall have the ability to provide a full range of services as designated by this RFP and shall be able to demonstrate recent examples of any or all services that may be required. The Vendor shall have provided services similar to those requested by this RFP for educational institutions, in particular, colleges and/or universities. In addressing this RFP, the Offeror should propose a project team lead who will be assigned to this project should the Contract be won. The resume of this individual should be included in the Technical Proposal along with samples of their work. (End of Section) SECTION XII: BASIS FOR SELECTION Proposals will be reviewed and recommendations will be made by a cross-functional Web Advisory Committee at the bequest of the President’s Cabinet. The project leads are the Director of Information Technology and the Director of Publications and Web. The award, if one is made, shall be made for the proposal determined to be the best overall value for the College. The individual or firm chosen to provide design services to St. Mary's College of Maryland shall be selected according to the following criteria: • Proven experience in Web design, development and Implementation; • Assessment of the company’s reputation and references; • Assessment of past work, based on reports and client references; • Review of portfolio of proposal team; • Accessibility of the individual or firm (e.g. willingness to work on campus with college officers and staff); • Cost effectiveness; • Proven ability to assist in establishing an on-going Web design capability. • Members of the College’s Office of Publications may choose to visit the finalists’ design offices to examine and compare their technical qualifications. • The longlisted Contractors will be invited to the College to present their capabilities to a panel established by the College. Dates and times for these demonstrations will be announced by March 16, 2006. You are invited to bring up to three (3) staff, one of whom will be the Project team lead for this effort. You will be given a script to follow for your presentation and are expected to prepare all of your presentation materials. The demonstration/presentation will not exceed two (2) hours. (End of Section) RFP for Web Site Design Page 13
  14. 14. SECTION XIII: TECHNICAL PROPOSAL SHALL CONTAIN THE FOLLOWING: • Letter of Transmittal prepared on the Offeror's business stationery should accompany the proposal. The purpose of this letter is to transmit the proposal; therefore, it should be brief. The letter must be signed by an individual who is authorized to bind the firm to all statements, including services and prices, contained in the proposal. • General company overview. No more than two paragraphs describing your company’s background, number of employees, current project commitment (number, length of time, resources committed). • CMS Product Migration Path- Vendor is obligated to disclose any planned upgrades, fixes, additional modules, or enhancements that are scheduled but not yet implemented for your proposed CMS application for the next 12-18 months. • Proposed Services: This section should present a detailed description of the services to be provided which satisfies each criteria listed in above. • References: The Offeror shall have provided services similar to those requested by this RFP for colleges and/or universities and shall provide a list of three (3) current and past clients from institutions of higher education, including name of school, address, dollar value of project, contact person and telephone number. (See Appendix D) • Indication of intended use of subcontractors for required services not provided by the Designer and the qualifications of subcontractors (with samples of work); • In addressing this RFP, the Offeror should propose a project team lead who will be assigned to this project should the Contract be won. The resume of this individual should be included in the Technical Proposal along with samples of their work. Note: Prior to and after award of contract, changes to this project team lead may be made only with the written permission of the College. • Additional information: This section is optional. It should include any additional information the Offeror deems relevant to this proposal for satisfying the College's objectives. • SMCM requires that the vendor submit price percentages and descriptions of the scope of services for the following support services. SMCM may not avail itself of all of these services in the final contract. A. Project Management B. Discovery of needs for prospective students, current students, faculty, staff, and alumni C. Creative assistance in designing a unifying look-and-feel that is consistent with our brand D. Copywriting on top-, second-, and possibly third-level Admission-related pages E. User testing F. Installation Support On-site consultation and hands-on support in installing the CMS and setting up initial access accounts, and training in creating new content, style guides, pages, etc. G. Content Conversion Support Direct, hands-on support in converting existing Web site content to the new CMS which may include assistance with creation of the taxonomy, content uploads, content tagging, or the creation of templates/style sheets. Vendors will specify pricing for this support based type of support offered and whether pricing is based on hourly or per-unit. H. Section 508 compliance I. Training On-site training for SMCM System Administrator (and potentially other staff) to set up and populate the CMS. Vendors will detail the scope of the training, supporting materials, duration and pricing. J. Documentation SMCM recognizes that the availability of comprehensive, well-organized, and easy-to-use documentation is critical to effective use of the CMS. Documentation developed by the Vendor shall be supplied both in printed and electronic format. K. Marketing and Promotion of new site to external and internal audiences RFP for Web Site Design Page 14
  15. 15. L. On-Going Technical/User Support SMCM expects to be provided with on-call technical support to the related to the CMS product and the framework integration for a period of 3-6 months following installation. Vendor will specify how pricing is factored for this type of support and what services are included or excluded. • Annual Maintenance Contract: SMCM expects a multi-year, renewable contract that includes any application upgrades, fixes, or system enhancements made to the CMS product. Please describe in detail all that is included under your maintenance agreement and any exclusions. Vendor will specify if SMCM can opt-out of any upgrades and what impact that would have on the vendor’s ability to provide support. (End of Section) SECTION XIV: PRICE PROPOSALS SHALL CONTAIN PRICE PROPOSAL FORM FOUND IN THE APPENDICES WHICH MUST BE INCLUDED - APPENDIX F TOTAL PROJECT PRICE: Offerors are to provide a total price for the project in accordance with the scope of work as described in this Request for Proposal (RFP). HOURLY RATE: Offerors are to provide an hourly rate for work required above and beyond the scope of this RFP. ANNUAL MAINTENANCE CONTRACT: Offerors are to provide an annual price for a 5 year maintenance contract with automatic renewal options at the Colleges discretion. (End of Section) SECTION XV: APPENDICES Appendix A: Contract Affidavit for St. Mary's College of Maryland Appendix B: Sample Contract Appendix C: MBE Forms and Information Appendix D: Bidders Reference Sheet Appendix E: St. Mary’s College of Maryland Proposed Web/ERP/Portal Architecture Appendix F: Price Proposal Forms (End of Section) RFP for Web Site Design Page 15
  16. 16. Appendix A: CONTRACT AFFIDAVIT FOR ST. MARY’S COLLEGE OF MARYLAND This Affidavit will be incorporated by reference into any contract resulting from this solicitation and must be completed and returned with the Invitation for Bid or Request for Proposal 1. AUTHORIZED REPRESENTATIVE: I HEREBY DECLARE AND AFFIRM that I am the ____________________________________ (Title) and the duly authorized representative of _______________________________________(Name of Business) and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting. 2. AFFIRMATION REGARDING BRIBERY CONVICTIONS: I FURTHER AFFIRM that neither I, nor to the best of my knowledge, information, and belief, the above business (as is defined in Section 16-101(b) of the State Finance and Procurement Article of the Annotated Code of Maryland), or any of its officers, directors, partners, or any of its employees directly involved in obtaining or performing contracts with public bodies (as is defined in Section 16-101(f) of the State Finance and Procurement Article of the Annotated Code of Maryland), has been convicted of, or has had probation before judgment imposed pursuant to Article 27, Section 641 of the Annotated Code of Maryland, or has pleaded nolo contendre to a charge of, bribery, attempted bribery, or conspiracy to bribe in violation of Maryland law, or of the law of any other state or federal law, except as follows [indicate the reasons why the affirmation cannot be given and list any conviction, plea, or imposition of probation before judgment with the date, court, official or administrative body, the sentence of disposition, the name(s) of person(s) involved, and their current positions and responsibilities with the business]: 3. AFFIRMATION REGARDING OTHER CONVICTIONS: I FURTHER AFFIRM that neither I, nor to the best of my knowledge, information, and belief, the above business, or any of its officers, directors, partners, or any of its employees directly involved in obtaining or performing contracts with public bodies, has: A. been convicted under state or federal statute of a criminal offense incident to obtaining or attempting to obtain or performing a public or private contract, fraud, embezzlement, theft, forgery, falsification or destruction of records, or receiving stolen property; B. been convicted of any violation of a state or federal antitrust statute; C. been convicted under the provisions of Title 18 of the United States Organization Code for violation of the Racketeer Influenced and Corrupt Organization Act, 18 U.S.C., Sections 1961 et seq.; or the Mail Fraud Act,18 U.S.C. Section 1341 et seq., for acts arising out of the submission of bids or proposals for a public or private contract; D. been convicted of a violation of the State Minority Business Enterprise Law, Section 14-308 of the State Finance and Procurement Article of the Annotated Code of Maryland; E. been convicted of conspiring to commit any act or omission that would constitute grounds for conviction or liability under any law or statute described in subsection (A) (B), (C), (D), above; or F. been found civilly liable under state or federal antitrust statutes for acts or omissions in connection with the submission of bids or proposals for a public or private contract; G. admitted in writing or under oath, during the course of an official investigation or other proceeding, acts or omissions that would constitute grounds for conviction or liability under any law or statute described above, except as follows [indicate reasons why the affirmation cannot be given, and list any conviction, plea, or imposition or probation before judgment with the date, court, official or administrative body, the sentence or disposition, the name(s) of the person(s) involved and their current positions and responsibilities with the business, and the status of any debarment; 4. AFFIRMATION REGARDING DEBARMENT: I FURTHER AFFIRM that neither I, nor to the best of my knowledge, information, and belief, the above business, or any of its officers, directors, partners, or any of its employees directly involved in obtaining or performing contracts with public bodies, has ever been suspended or debarred (including being issued a limited denial of anticipation) by any public entity, except as follows [list each debarment or suspension providing the dates of the suspension or debarment, the name of the public entity and the status of the proceedings, the name(s) of the person(s) involved and their current positions and responsibilities with the business, the grounds for the debarment or suspension, and the details of each person's involvement in any activity that formed the grounds for the RFP for Web Site Design Page 16
  17. 17. debarment or suspension]: 5. AFFIRMATION REGARDING DEBARMENT OF RELATED ENTITIES: I FURTHER AFFIRM that A. The business was not established and it does not operate in a manner designed to evade the application of or defeat the purpose of debarment pursuant to Sections 16-101, et seq., of the State Finance and Procurement Article of the Annotated Code of Maryland; and B. The business is not a successor, assignee, subsidiary, or affiliate of a suspended or debarred business, except as follows [indicate the reason(s) why the affirmations cannot be given without qualification: 6. SUB-CONTRACT AFFIRMATION: I FURTHER AFFIRM that neither I, nor to the best of my knowledge, information, and belief, the above business, has knowingly entered into a contract with a public body under which a person debarred or suspended under Title 16 of the State Finance and Procurement Article of the Annotated Code of Maryland will provide, directly or indirectly, supplies, services, architectural services, construction related services, leases of real property, or construction. 7. AFFIRMATION REGARDING COLLUSION: I HEREBY AFFIRM that neither I nor, to the best of my knowledge, information and belief, the above business has: A. Agreed, conspired, connived, or colluded to produce a deceptive show of competition in the compilation of the bid or offer that is being submitted herewith. B. In any manner, directly or indirectly, entered into any agreement, participated in any collusion to fix the bid price or price proposal of the bidder or offeror or of any competitor, or otherwise taken any action in restraint of free competitive bidding in connection with the contract for which the accompanying within bid or offer is submitted. 8. FINANCIAL DISCLOSURE AFFIRMATION: I FURTHER AFFIRM that I am aware of, and that the above business will comply with, the provisions of Section 13-221 of the State Finance and Procurement Article of the Annotated Code of Maryland, which requires that every business that enters into contracts, leases, or other agreements with the State of Maryland or its agencies during a calendar year under which the business is to receive in the aggregate $100,000 or more, shall within thirty (30) days of the time when the aggregate value of these contracts, leases or other agreements reaches $100,000, file with the Secretary of State of Maryland certain specified information to include disclosure of beneficial ownership of the business. 9. POLITICAL CONTRIBUTION DISCLOSURE: The Contractor shall comply with the provisions of Article 33, Sections 14-101 through 14-104 of the Annotated Code of Maryland as may be amended. This provision provides in part that a timely disclosure must be filed to the State Board of Elections of certain specified information to include disclosure of political contribution in excess of $500 to a candidate for elective office in any primary or general election by every person that is involved with the State with any one or combination of sales, purchases, leases or contracts which involve consideration of $100,000 or more on a cumulative basis which was entered into during the twelve months immediately preceding the end of the reporting period for which the statement required under Article 33 is filed. The statute also provides in part that if an agreement calls for the consideration to be paid over a period extending beyond one reporting period, the total ascertainable consideration to be paid under the agreement shall be included as business done during the period in which the agreement was entered into in accordance with the statute. The Contractor is affirming by signing this contract that it has read and understands its obligation and continuing obligations under the statute as may be amended. 10. DRUG AND ALCOHOL FREE WORKPLACE: I CERTIFY THAT: A. Terms defined in COMAR 21.11.08 Drug and Alcohol Free Workplace shall have the same meaning when used in this certification. B. The Business, if other than an individual, certifies and agrees that, with respect to its employees who will participate in the performance of the contract, the Business shall: (1) Maintain a workplace free of drug and alcohol abuse during the term of the contract; RFP for Web Site Design Page 17
  18. 18. (2) Publish a statement notifying the Contractor's employees that the unlawful manufacture, distribution, dispensing, possession, or use of drugs, and the abuse of drugs or alcohol is prohibited in the vendor's workplace and specifying the actions that will be taken against employees for violation of these prohibitions; (3) Prohibit its employees from working under the influence of drugs or alcohol; (4) Not hire or assign to work on the contract anyone whom the business knows, or in the exercise of due diligence should know, currently abuses drugs or alcohol and is not actively engaged in a bona fide drug or alcohol abuse assistance or rehabilitation program; (5) Promptly inform the appropriate law enforcement agency of every drug-related crime that occurs in the business workplace if the business has observed the violation or otherwise has reliable information that a violation has occurred; (6) Establish drug and alcohol abuse awareness programs to inform the Contractor's employees about: (a) the dangers of drug and alcohol abuse in the workplace, (b) the Contractor's policy of maintaining a drug and alcohol free workplace, (c) any available drug and alcohol counseling, rehabilitation, and employee assistance programs, and (d) the penalties that may be imposed upon employees who abuse drugs and alcohol in the workplace; (7) Provide all employees engaged in the performance of the contract with a copy of the statement required by Section B(2), above. (8) Notify its employees in the statement required by Section B (2), above, that as a condition of continued employment on the contract the employee shall: (a) abide by the terms of the statement, and (b) notify the employer of any criminal drug or alcohol abuse conviction for an offense occurring in the workplace not later than 5 days after the conviction; (9) Notify the procurement officer within 10 days after receiving notice under Section B (8) (b), above, or otherwise receiving actual notice of a conviction; (10) Within 30 days after receiving notice under Section B (8) (b), above, or otherwise receiving actual notice of a conviction, impose either of the following sanctions or remedial measures on any employee who is convicted of a drug or alcohol abuse offense occurring in the workplace: (a) take appropriate personnel action against an employee, up to and including termination, or (b) require an employee to satisfactorily participate in a bona fide drug or alcohol abuse assistance or rehabilitation program; and (11) Make a good faith effort to maintain a drug and alcohol free workplace through implementation of Section B(1)-(10), above. C If the Business is an individual, the individual shall certify and agree, as set forth in Section F(4), below, that the individual shall not engage in the unlawful manufacture, distribution, dispensing, possession, or use of drugs or the abuse of drugs or alcohol in the performance of the contract. D I acknowledge and agree that: (1) The award of the contract is conditional upon compliance with COMAR 21.11.08 and this certification; (2) The violation of the provisions of COMAR 21.11.08 or this certification shall be cause to suspend payments under, or terminate the contract for default under COMAR 21.07.01.11 or 21.07.03.15, as applicable; and (3) The violation of the provisions of COMAR 21.11.08 or this certification in connection with the contract may, in the exercise of the discretion of the Board of Public Works, result in the vendor's suspension and debarment under COMAR 21.08.06. 11. CERTIFICATION OF CORPORATE REGISTRATION AND TAX PAYMENT: I FURTHER AFFIRM THAT: A. The Business named above is either a domestic (Maryland State) ___ or foreign (out-of-state) ___ corporation registered in accordance with the Corporations and Associations Article, Annotated Code of Maryland, and that it is in good standing and has filed all its annual reports, together with filing fees, with the Maryland State Department of Assessments and Taxation, and that the name and address of its resident agent filed with the State Department of Assessments and Taxation is: Name: Address: RFP for Web Site Design Page 18
  19. 19. B. Except as validly contested, the business has paid, or has arranged for payment, of all taxes due the State of Maryland and has filed all required returns and reports with the Comptroller of the Treasury, the State Department of Assessments and Taxation, and the Department of Labor, Licensing, and Regulation, as applicable, and will have paid all withholding taxes due the State of Maryland prior to final settlement. NOTE: Any foreign firm (out of state) which is not already registered (qualified) to do business in the State of Maryland may be required to qualify before a contract with the College can be executed. Paperwork from the Maryland State Department of Assessments and Taxation, including the Qualification form, is included in the Appendices of this solicitation package or may be requested from the purchasing office by calling 240 895-4307. 12. CONTINGENT FEES: I FURTHER WARRANT that the business has not employed or retained any person, partnership, corporation, or other entity, other than a bona fide employee or agent working for the business, to solicit or secure the contract, and that the business has not paid or agreed to pay any person, partnership, corporation, or other entity, other than a bona fide employee or agent, any fee of any other consideration contingent on the making of the contract. I ACKNOWLEDGE THAT THIS AFFIDAVIT is to be furnished to the Purchasing Agent and may be distributed to boards, commissions, administrations, departments and agencies of: (1)the State of Maryland; (2) counties or other subdivisions of the State of Maryland; (3) other states; and (4) the federal government or (5) any other entity in compliance with any other law or regulation. I further acknowledge that this Affidavit is subject to applicable laws of the United States and the State of Maryland, both criminal and civil, and that nothing in this Affidavit or any contract resulting from the solicitation shall be construed to supersede, amend, modify or waive, on behalf of the State of Maryland, and any office or agency of the State of Maryland or any unit of the State of Maryland having jurisdiction, the exercise of any statutory right or remedy conferred by the Constitution and the laws of Maryland in respect to any misrepresentation made or any violation of the obligations, terms and covenants undertaken by the above business in respect to (1) this Affidavit, (2) the contract, and (3) other Affidavits comprising part of the contract. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THE FOREGOING DOCUMENT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF. Signature Print Name Date RFP for Web Site Design Page 19
  20. 20. Appendix B: Business Affairs Division Office of Purchasing and Contracts SAMPLE CONTRACT NOT FOR SIGNATURE THIS AGREEMENT made the ____ Day of_______, Two Thousand five (2005), by and between: Name of Firm: Address: Fed.ID or Social Sec.#: herein called "Contractor," and St. Mary's College of Maryland, herein called "College." Witnesseth, that the Contractor and College for the consideration here mentioned agree as follows: 1. SCOPE OF PROJECT: The Contractor shall provide all labor, materials, supplies and equipment as necessary to provide the College with library monographs, serials and publication announcement forms as described in the Request For Proposal for Project Entitled Library-00 (Attachment A), the Technical Proposal (Attachment B), the Price Proposal (Attachment C) as submitted by the Contractor on April 18, 2000, and the Contract Affidavit (Attachment D), all of which are incorporated by reference into this Contract. To the extent that any provisions of the Proposal prepared by the Contractor are inconsistent with the provisions of the Request for Proposal prepared by the College, the Contractor shall ask the College for a written ruling and will comply with the ruling. 2. MODIFICATIONS: Except for the unilateral right of the College to order in writing changes in the work within the scope of the Contract, the terms of this Contract may be modified only in writing signed by duly authorized representatives of both the College and the Contractor. 3. TERM OF CONTRACT: The term of this Contract shall be for a period of three years (3) beginning November 27, 2000 and ending on November 26, 2003. At the sole discretion of the College this Contract may be renewed for an additional two (2) one year terms. The Contractor shall be notified by August 15th of each year of the College’s intention. 4. COMPENSATION AND METHOD OF PAYMENT: Upon receipt of a proper invoice approved by the Library, the College will pay the Contractor in accordance with the Price Proposal (Attachment C). RFP for Web Site Design Page 20
  21. 21. 5. PAYMENTS OF COLLEGE OBLIGATIONS: The Contractor agrees to include on the face of all invoices billed to the College both the Contract Number and the Firms Federal ID number or Owners Social Security Number. Invoices shall be mailed to: Library Acquisitions St. Mary’s College of Maryland 18952 E. Fisher Road St. Mary’s City, MD 20686 Payments made to the Contractor pursuant to this contract shall be made no later than thirty (30) days after the College’s receipt of a proper invoice from the Contractor. Charges for late payment of invoices, other than as prescribed by Title 15, Subtitle 1, of the State Finance and Procurement Article, Annotated Code of Maryland, or by the Public Service Commission of Maryland with respect to regulated public utilities, as applicable, are prohibited. 6. NON-DISCRIMINATION: The Contractor agrees: a) not to discriminate in any manner against an employee or applicant for employment because of race, color, religion, creed, age, sex, marital status, national origin, ancestry, or physical or mental handicap unrelated in nature and extent so as reasonably to preclude the performance of such employment; b) to include a provision similar to that contained in subsection (a) above in any subcontract except a subcontract for standard commercial supplies or raw materials; and c) to post and to cause subcontractors to post in conspicuous places available to employees and applicants for employment, notices setting forth the substance of this clause. 7. CORRECTION OF ERRORS, DEFECTS, AND OMISSIONS: The Contractor agrees to perform work as may be necessary to correct errors, defects, and omissions in the services required under this contract, without undue delays and without cost to the College. The acceptance of the work set forth herein by the College shall not relieve the Contractor of the responsibility of subsequent correction of such errors. 8. DISPUTES: 8.1 This contract is subject to the judicature of the Procurement Review Committee of the College. Claims or other matters in question between the Contractor and the college arising out of or relating to this Contract, or breach thereof, which cannot be resolved by mutual agreement between the College Representative and the Contractor shall be resolved in accordance with this clause. 8.2 If the Contractor and the College Representative cannot reach mutual agreement on the resolution of a claim or other matter, then the College Representative shall provide the Contractor with its Final Decision. In the event that (a) the Contractor does not agree with the Final Decision of the College Representative or (b) the College Representative does not make a Final Decision within 30 days after submission of the Contractor’s written claim to the College Representative, then the Contractor shall file a “Notice of Dispute” to the Procurement Review Committee via the Purchasing Agent. 8.3 Unless a lesser period is provided by applicable statute, regulation, or this Contract, the Contractor must file a written Notice of Dispute with the Purchasing Agent within thirty (30) days after the rendering of a Final Decision by the College Representative. Contemporaneously with or within thirty (30) days of the filing of a Notice of Dispute, but no later than the date of final payment under the Contract, the Contractor must submit to the Purchasing Agent its written dispute containing the following information: a) An explanation of the dispute, including reference to all Contract provisions upon which it is based; b) The amount of the dispute; c) The facts upon which the dispute is based; d) All pertinent data and correspondence that the Contractor relies upon to substantiate the dispute; e) Certification by a senior official, officer, or general partner of the Contractor that, to the best of the person’s knowledge and belief, the dispute is made in good faith, supporting data are accurate and complete, and the amount requested accurately reflects the Contract adjustment for which the person believes the College is liable. RFP for Web Site Design Page 21
  22. 22. 8.4 Pending resolution of a dispute, the Contractor shall, in accordance with directions received from the Purchasing Agent, either stop work on the Contract or proceed diligently with the performance of the Contract. 8.5 The Procurement Review Committee shall render a written decision on all disputes within ninety (90) days of receipt of the Contractor’s written dispute, unless the PRC determines that a longer period is necessary to resolve the dispute. The PRC’s decision shall be deemed the final action of the College. This contract is not subject to the Maryland State Board of Contract Appeals. 9. MARYLAND LAW PREVAILS: The place of performance of this contract shall be the State of Maryland. This contract shall be construed, interpreted, and enforced according to the laws of the State of Maryland, and all claims and disputes following a final decision of the Procurement Review Committee shall be brought to court only in the State of Maryland in either the District Court of St. Mary’s County or the Circuit Court for St. Mary’s County. 10. TERMINATION OF CONTRACT FOR DEFAULT: If the Contractor fails to fulfill its obligations under this contract properly and on time, or otherwise violates any provision of the contract, the College may terminate the contract by written notice to the Contractor. The notice shall specify the acts or omissions relied upon as cause for termination. All finished or unfinished work provided by the Contractor shall, at the College’s option, become College property. The College shall pay the Contractor fair and equitable compensation for satisfactory performance prior to receipt of notice of termination, less the amount of damages caused by Contractor’s breach. If the damages are more than the compensation payable to the Contractor, the Contractor will remain liable after termination and the College can affirmatively collect damages. 11. TERMINATION OF CONTRACT FOR CONVENIENCE: The performance of work under this contract may be terminated by the College in accordance with this clause in whole, or from time to time in part, whenever the College shall determine that such termination is in the best interest of the College. The College will pay all reasonable costs associated with this Contract that the Contractor has incurred up to the date of termination and all reasonable costs associated with termination of this Contract. However, the Contractor shall not be reimbursed for any anticipatory profits which have not been earned up to the date of termination. 12. PRE-EXISTING REGULATIONS: In accordance with the provisions of Section 11-206 of the State Finance and Procurement Article, Annotated Code of Maryland, the regulations set forth in Title 21 of the Code of Maryland Regulations (COMAR Title 21) which are applicable to St. Mary’s College of Maryland, and all other regulations and policies of St. Mary’s College of Maryland in effect on the date of execution of this Contract, are applicable to this Contract. 13. INDEMNIFICATION: The College has no obligation to provide legal counsel or defense to the Contractor or its subcontractors in the event that a suit, claim or action of any character is brought by any person not party to this Contract against the Contractor or its subcontractors as a result of or relating to the Contractors obligations under this Contract. The College has no obligation for the payment of any judgments or the settlement of any claims against the Contractor or its subcontractors as a result of or relating to the Contractor’s obligations under this contract. The Contractor shall immediately notify the Purchasing Agent at (240) 895-4307 of any claim or suit made or filed against the Contractor or its subcontractors regarding any matter resulting from or relating to the Contractor’s obligations under the contract and will cooperate, assist, and consult with the College in the defense or investigation of any claim, suit, or action made or filed against the College as a result of or relating to the Contractor’s performance under this Contract. 14. ASSIGNMENT: The Contractor shall not sell, transfer, sublease, or otherwise assign its obligation under this contract or any portion thereof, or any of its rights, title, or interest therein, without the prior written consent of the College, whose consent will not be unreasonably withheld. RFP for Web Site Design Page 22
  23. 23. 15. COMPLIANCE WITH LAWS: The Contractor hereby represents and warrants that: a) it is qualified to do business in the State of Maryland and that it will take such action as, from time to time, may be necessary to remain so qualified; b) it is not in arrears with respect to the payment of any monies due and owing the State of Maryland or any department or unit thereof, including but not limited to the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of this Contract; c) it shall comply with all Federal, State and local laws, regulations and ordinances applicable to its activities and obligations under this Contract; and d) it shall procure, at its expense, all licenses, permits, insurance and governmental approvals, if any, necessary to the performance of its obligations under this Contract. 16. COLLEGE POLICIES, RULES AND REGULATION: The Contractor agrees to abide by all College policies, rules and regulations in effect for all St. Mary’s College of Maryland employees while working on the campus and/or dealing with any students off the campus in furtherance of the Contractor’s obligations under this contract. 17. CONTINGENT FEE PROHIBITION: The Contractor warrants that it has not employed or retained any person, partnership, corporation, or other entity, other than a bonafide employee or agent working for the Contractor, to solicit or secure this Contract, and that it has not paid or agreed to pay any person, partnership, corporation, or other entity, other than a bona fide employee or agent, any fee or any other consideration contingent on the making of this Contract. For breach or violation of this warranty, the College shall have the right to annul this Contract without liability or, in its discretion, to deduct from the consideration otherwise payable to the Contractor the full amount of such fee or other consideration. 18. RETENTION OF RECORDS: The Contractor shall retain and maintain all records and documents relating to the performance of this Contract for three years after final payment by the College hereunder or any applicable statute of limitation, whichever is longer, and shall make them available for inspection and audit by authorized representatives of the College, including the College Representative or his/her designee, at all reasonable times. 19. NON-HIRING OF EMPLOYEES: No employee of the College whose duties as such employee include matters relating to or affecting the subject matter of this Contract, shall, while so employed, become or be an employee of the party or parties hereby contracting with the College within six months of termination of employment with the College. 20. NON-AVAILABILITY OF FUNDING: If funds are not appropriated or otherwise made available for continued performance for any fiscal period of this Contract succeeding the first fiscal period, this Contract shall be canceled automatically as of the beginning of the new fiscal year for which funds were not appropriated or otherwise made available; provided, however, that this will not affect either the College's rights or the Contractor's rights under any termination clause in this Contract. The effect of termination of the Contract hereunder will be to discharge both the Contractor and the College from future performance of the Contract, but not from their rights and obligations existing at the time of termination. The Contractor shall be reimbursed for the reasonable value of any nonrecurring costs incurred but not amortized in the price of the Contract. The College shall notify the Contractor as soon as it has knowledge that funds may not be available for the continuation of this Contract for each succeeding fiscal period beyond the first. 21. DELAYS AND EXTENSIONS OF TIME: The Contractor agrees to perform this agreement continuously and diligently. No charges or claims for damages shall be made by the Contractor for any delays or hindrances, regardless of cause, in the performance of services under this Contract. Time extensions may be granted only for excusable delays that arise from unforeseeable causes beyond the control and without the fault or negligence of the Contractor, including but not restricted to, acts of God, acts of the public enemy, acts of the State in either its sovereign or contractual capacity, acts of another Contractor in the performance of a College or State contract, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, or the delay of a subcontractor or supplier arising from unforeseeable causes beyond the control and without the fault or negligence of either the Contractor or the subcontractor or supplier. RFP for Web Site Design Page 23
  24. 24. 22. Notices: All notices to the College shall be sent to the College Purchasing Agent: Robert Chaundy, Purchasing Agent St. Mary’s College of Maryland 18952 E. Fisher Road St. Mary’s City, MD 20686 All notices for the Contractor will be sent to: 23. CENTURY COMPLIANCE WARRANTY: The Contractor warrants that the products provided or systems developed under this contract are century compliant. ΑCentury Compliant≅ means that the product: 23.1. Is able to process date data accurately - including date data century recognition, calculations that accommodate same century and multi-century formulas and date values (including leap year factors),and date data interface values that reflect the century - when used either in a stand-alone configuration or in combination with other century compliant products used by the College. 23.2. Will not abnormally terminate its function or provide or cause invalid or incorrect results due to incompatibility with the calendar year. 23.3 In addition to any other warranties applicable to this contract or any remedies otherwise available to the College, the contractor agrees to promptly repair or replace any product furnished under this contract that is not century compliant, provided the College gives notice within a reasonable time following discovery of such failure. 24. NONVISUAL ACCESS CLAUSE: The Contractor expressly acknowledges that state funds may not be expended in connection with the purchase of an automated information system unless that system meets certain statutory requirements relating to accessibility by persons with impairments. Accordingly, the Contractor represents and warrants to St. Mary's College of Maryland that the technology provided to the College for purchase under this contract is capable, either by virtue of features included within the technology or because it is readily adaptable by use with other technology, of: (1) providing equivalent access for effective use by both visual and nonvisual means; (2) presenting information, including prompts used for interactive communications, in formats intended for nonvisual use; (3) being integrated into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired; and (4) being obtained, whenever possible, without modification for compatibility with software and hardware for nonvisual access. 25. NON-DISCLOSURE: The Contractor and the College agree not to disclose proprietary trade secret, or confidential commercial information contained in this Agreement or the Contractor's proposal, in whole or in part, unless both parties agree in writing, except as required by law, regulation, or order of a government authority. Prior to any such disclosure, the party from whom such disclosure is sought shall so notify the other party in a timely manner (at least three (3) working days, if practicable) in order that the other party can challenge the requirement if they so choose. The Contractor acknowledges that this Agreement is subject to the Maryland Access to Public Records Law (the "Law") and that this Agreement's terms may be in the public records of the Board of Public Works and other State agencies necessary in order to obtain approval to enter into this Agreement. In the even of a request for this Agreement pursuant to the Law, the College will advise the Contractor of such request. The College shall make reasonable efforts to protect from disclosure information identified by the Contractor as proprietary trade secret, or commercial information. However, the Contractor shall not hold the College liable if this Agreement, the Contractor's proposal, or information contained therein, is disclosed. Further, either party may disclose the Agreement to the extent necessary to enforce their rights under the Law and this Agreement. RFP for Web Site Design Page 24
  25. 25. 26. REAFFIRMATION OF CONTRACT AFFIDAVIT BY CONTRACTOR: To the best of my knowledge, information, and belief, each of the affirmations, certifications, or acknowledgements contained in the Contract Affidavit submitted with the Bid Form or Proposal and executed for the purpose of obtaining this Contract remains true and correct in all respects as if made on the date of this Contract and as if fully set forth herein. I do solemnly declare and affirm under penalties of perjury that the contents of that Affidavit are still true and correct to the best of my knowledge, information, and belief. It is understood that there is a continuing duty imposed on the firm signing this contract to advise the College immediately, in writing, if there are any changes to any of the statements or representations made in any of the Contract Affidavit submitted to the College or if any key employee is advised that they are under criminal investigation for any crime. This duty to report any changes to the Contract Affidavit is only extinguished once this Contract has been completed or terminated. 27. REPRESENTATIONS: Each party to this agreement represents and warrants to the other that it has full right, power, and authority to execute this Contract. WITNESS WHEREOF the parties hereto have executed this Agreement as of the date herein below set forth. BY: ______________________________ ____________________________ Witness Authorized Signature ____________________________ Date BY: St. Mary’s College of Maryland (All College contracts require two signatures.) ______________________________ ____________________________ Witness Signature ___________________________ Date _____________________________ ____________________________ Witness Signature ____________________________ Date Approved as to Form and Legal Sufficiency this _____ Day of ________________, 2005. Signed: ________________________________________________ Assistant Attorney General RFP for Web Site Design Page 25
  26. 26. Appendix C: APPENDIX F ST. MARY’S COLLEGE ACTIVELY PROMOTES BUSINESSES TO APPLY FOR THE STATE OF MARYLAND MINORITY BUSINESS ENTERPRISE. SEE IF “YOU” ARE ELIGIBLE TO PARTICIPATE Should I Apply for MBE Certification? • Is the firm a non-profit business organized to promote the needs of the physically and mentally handicapped population? • Is your firm at least 51%-owned and operated by a disabled individual(s)OR a socially and economically disadvantaged individual(s) who also controls the firm? • Is the disadvantaged owner’s personal net worth less than $1,500,000?(If the disadvantaged owner's personal net worth is less than $750,000 please complete the MBE/DBE uniform certification application) www.e-mdot.com/MBE_Program/DBE.html • Is the disadvantaged owner a U.S. citizen or lawfully admitted permanent resident of the U.S.? • Is the firm a small business that does not exceed the size standards in the areas in which it is applying for certification, according to the North American Industry Classification System (NAICS)? See http://www.sba.gov/size/indextableofsize.html • Are you a member of the following groups: African American, Female, Hispanic American, Asian American, Native American, Alaskan Native, a Non-Profit Organization, or Disabled? If you answered “Yes” to any of the questions above, you may be eligible to participate in the State of Maryland MBE Program ONLY. Corporation/Partnership/LLC/LLP Application - Online Fillable Forms Download Corporation/Partnership/LLC/LLP Application Sole Proprietorship Application - Online Fillable Forms Download Sole Proprietorship Application MBE Certification Application Checklists: o Sole Proprietor o Partnership o Corporation o Limited Liability Company DO YOU HAVE ANY QUESTIONS OR NEED CLARIFICATION? Contact us at mbe@mdot.state.md.us SMC-MBE-01A RFP for Web Site Design Page 26
  27. 27. CERTIFIED MBE UTILIZATION AND FAIR SOLICITATION AFFIDAVIT In conjunction with the bid or offer submitted in response to Solicitation No. ________, I affirm the following: 1. I acknowledge the overall certified Minority Business Enterprise (MBE) participation goal of ____ percent and, if specified in the solicitation subgoals of ____ percent for MBEs classified as African American-owned and ____ percent for MBEs classified as women-owned. I commit to make a good faith effort to achieve this goal. 2. I understand that if I am notified that I am selected for contract award, I must submit the documentation described in the MBE Participation Exhibit within 10 working days of receiving notice of the potential award or from the date of actual award, whichever is earlier. If I fail to do so, I understand any apparent award will be deemed voidable. 3. In the solicitation of subcontract quotations or offers, MBE subcontractors were provided not less than the same information and amount of time to respond as were non-MBE subcontractors. 4. The solicitation process was conducted in such a manner so as to not place MBE subcontractors at a competitive disadvantage to non-MBE subcontractors. I solemnly affirm under the penalties of perjury that the contents of this paper are true to the best of my knowledge, information, and belief. _________________________________ __________________________________ Contractor/Firm Name Signature of Affiant ___________________________________ Printed Name, Title ___________________________________ Date SUBMIT THIS AFFIDAVIT WITH BID/PROPOSAL RFP for Web Site Design Page 27
  28. 28. SMC-MBE-02B SMC-MBE-02B MBE PARTICIPATION SCHEDULE Prime Contractor (Firm Name, Address, Phone) Project Description Project Number Total Contract Amount $ List Information For Each Certified MBE Subcontractor On This Project A. Minority Firm Name, Address, Phone MBE Classification: __________________ MBE Certification Number Work To Be Performed Project Commitment Date Project Completion Date Agreed Dollar Amount Percentage Of Total Contract B. Minority Firm Name, Address, Phone MBE Classification: __________________ MBE Certification Number Work To Be Performed Project Commitment Date Project Completion Date Agreed Dollar Amount Percentage Of Total Contract C. Minority Firm Name, Address, Phone MBE Classification: __________________ MBE Certification Number Work To Be Performed Project Commitment Date Project Completion Date Agreed Dollar Amount Percentage Of Total Contract D. Minority Firm Name, Address, Phone MBE Classification: __________________ MBE Certification Number Work To Be Performed Project Commitment Date Project Completion Date Agreed Dollar Amount Percentage Of Total Contract List additional MBE subcontractors on a separate sheet. RFP for Web Site Design Page 28
  29. 29. SMC-MBE-03C MONTHLY COST BREAKDOWN FOR MINORITY BUSINESS SUBCONTRACTORS (A copy of this form is to be included with each requisition for payment) Project:________________________ Requisition Number: ________Date: _______________ Minority Total MBE Amount Percent Total Contractor Subcontract Paid Completed Dollars Name Trade Award This Req. To Date Paid to date_ Approved: ___________________________________ _______________________________ A/E Date Project Manager Date RFP for Web Site Design Page 29
  30. 30. Appendix D: Bidders Reference Sheet Bidders/offerors are requested to provide references similar in size and scope of the project in this solicitation/contract. At least Three (3) references within the last Five (5) years should be provided. Failure to provide these references shall result in non-award of this contract. Please fill in the following completely: Name/ Title Organization Name Address E-mail Address Project Overview Phone/Fax Number RFP for Web Site Design Page 30

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