Request for Proposal (RFP) No. 1390-13069 for Cook County Website Implementation, Branding, and Governance

COOK COUNTY GOVERNMENT
Office of the Chief Procurement Officer
Request for Proposal
(RFP) No. 1390-13069
for
Cook County Website Implementation, Branding, and Governance
Issued on
October 16, 2013
Proposals must be delivered to:
Office of the Chief Procurement Officer
118 N. Clark Street, Room 1018 Chicago, IL 60602
Attention: Shannon E. Andrews, Chief Procurement Officer

Proposals are due no later than 3 p.m. Central Standard Time on Friday, December 13, 2013
There will be a pre-proposal conference Wednesday, October 30, 2013 at 2 p.m. at
118 N. Clark Street, Bid Room 1018 Chicago, IL 60602Chicago, IL 60602
Questions regarding the RFP should be directed to:
Tangela Malloy, Senior Contract Negotiator
312 603-6827 (office); 312-603-3179 (fax), Tangela.Malloy@cookcountyil.gov
___________________________________________________________________________________
Toni Preckwinkle
Shannon E. Andrews
Cook County Board President
Chief Procurement Officer
___________________________________________________________________________________

Table of Contents
1.

Introduction ............................................................................................................................................. 6
1.1
1.2

Business Goals and Objectives ......................................................................................................... 6

1.3
2.

Background ...................................................................................................................................... 6

Schedule ........................................................................................................................................... 7

Current State ............................................................................................................................................ 7
2.1

Websites Existing Inventory Types .................................................................................................. 7

2.2

Website Content Inventory.............................................................................................................. 8

2.3

Technical Environment .................................................................................................................. 23

2.3.1
2.3.2
3.

Network Infrastructure .......................................................................................................... 24
Remote Security ..................................................................................................................... 25

Scope ...................................................................................................................................................... 25
3.1

Proposed Project Approach and Implementation Methodology .................................................. 25

3.1.1

Overview of the Implementation Methodology .................................................................... 31

3.1.2

Project Plan and Timeline ...................................................................................................... 32

3.1.3

Assessment and Change Management Approach ................................................................. 32

3.1.4

Requirements Validation and Design..................................................................................... 32

3.1.5

System Set up and Configuration........................................................................................... 36

3.1.6

Quality Assurance (QA) .......................................................................................................... 36

3.1.7

Knowledge Transfer, Training and Transition (Cutover) ........................................................ 37

3.1.8

Support and Maintenance ..................................................................................................... 38

3.1.9

Contract Performance Review and Acceptance .................................................................... 38

3.2

Proposed System Solution ............................................................................................................. 25

3.2.1

Website Solution Overview.................................................................................................... 26

3.2.2

Software Capabilities ............................................................................................................. 26

3.2.3

Hardware Environment .......................................................................................................... 27

3.2.4

Integration ............................................................................................................................. 27

3.2.5

Data and Content Migration .................................................................................................. 27

3.2.6

Hosting ................................................................................................................................... 27

3.2.7

Backup and Recovery ............................................................................................................. 27

3.2.8

System Security ...................................................................................................................... 28

3.2.9

Incident Response .................................................................................................................. 28

3.2.10

Data Ownership, Retention, .................................................................................................. 29

Cook County Government
RFP No. 1390-13069

3.2.11
3.2.12

Cook County Data .................................................................................................................. 30

3.2.13

Data Security and Compliance ............................................................................................... 30

3.2.14

Development and Configuration Practices ............................................................................ 31

3.2.15
4.

Intellectual Property .............................................................................................................. 29

Proposer Prototype ................................................................................................................ 31

Required Proposal Content .................................................................................................................... 40
4.1
4.2

Executive Summary ........................................................................................................................ 40

4.3

Proposed Project Approach and Implementation Methodology .................................................. 40

4.4

System Solution ............................................................................................................................. 40

4.5

Qualifications of the Proposer ....................................................................................................... 40

4.6

Subcontracting or teaming and MBE/WBE Participation .............................................................. 41

4.7

Key Personnel................................................................................................................................. 42

4.8

Economic Disclosure Statement .................................................................................................... 42

4.9

Financial Status .............................................................................................................................. 42

4.10

Legal Actions .................................................................................................................................. 42

4.11

Conflict of Interest ......................................................................................................................... 42

4.12

Insurance Requirements ................................................................................................................ 42

4.13

Pricing Proposal.............................................................................................................................. 45

4.14

Contract.......................................................................................................................................... 45

4.15
5.

Cover letter .................................................................................................................................... 40

Other .............................................................................................................................................. 45

Evaluation and Selection Process .......................................................................................................... 46
5.1
5.2

Acceptance of Proposals ................................................................................................................ 46

5.3

Evaluation Process ......................................................................................................................... 46

5.4

Right to Inspect .............................................................................................................................. 46

5.5

Best and Final Offer........................................................................................................................ 46

5.6
6.

Responsiveness Review ................................................................................................................. 46

Selection Process ........................................................................................................................... 46

Evaluation Criteria.................................................................................................................................. 47
6.1

Responsiveness of Proposal ........................................................................................................... 47

6.2

Technical Proposal ......................................................................................................................... 47

6.3

Reasonableness of Overall Price .................................................................................................... 48
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RFP No. 1390-13069

6.4
7.

Other Qualitative Criteria .............................................................................................................. 48

Submittal Requirements ........................................................................................................................ 48
7.1
7.2

Time for submission ....................................................................................................................... 48

7.3

Format ............................................................................................................................................ 48

7.4

Complete submission ..................................................................................................................... 48

7.5

Packaging and Labeling .................................................................................................................. 48

7.6

Timely delivery of Proposals .......................................................................................................... 49

7.7

Late Proposals ................................................................................................................................ 49

7.8
8.

Number of Copies .......................................................................................................................... 48

Schedule of Revisions to RFP Schedule .......................................................................................... 49

Instructions to Proposers ....................................................................................................................... 49
8.1

Instructions .................................................................................................................................... 49

8.2

Availability of Documents .............................................................................................................. 49

8.3

Pre-proposal Conference ............................................................................................................... 50

8.4

Special Access to the Pre-Proposal Conference (As applicable) .................................................... 50

8.5

Clarifications .................................................................................................................................. 50

8.6

Delivery of Proposal Package ......................................................................................................... 50

8.7

Uniformity ...................................................................................................................................... 51

8.8

Proposal Material ........................................................................................................................... 51

8.9

Addenda ......................................................................................................................................... 51

8.10

Proposer’s Responsibility for Services Proposed ........................................................................... 51

8.11

Errors and Omissions ..................................................................................................................... 51

8.12

RFP Interpretation.......................................................................................................................... 52

8.13

Confidentiality and Response Cost and Ownership ....................................................................... 52

8.14

Use of Subcontractors.................................................................................................................... 52

8.15

MBE/WBE Participation Goals ....................................................................................................... 52

8.16

Proposer’s Disclosure and Conflict of Interest............................................................................... 52

8.17

Cook County RFP Form................................................................................................................... 53

8.18

Pricing............................................................................................................................................. 53

8.19

Period of Firm Proposal ................................................................................................................. 53

8.20

Awards ........................................................................................................................................... 53

8.21

Cook County Rights ........................................................................................................................ 53
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RFP No. 1390-13069

8.22

Alteration/Modification of Original Documents ............................................................................ 53

8.23

Recycling ........................................................................................................................................ 54

Appendix I (System Requirements Matrix) .................................................................................................... 54
Appendix II - Quick Payment Discounts ......................................................................................................... 54
Appendix III (Cook County Sample Contract Terms and Conditions) ............................................................ 55

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RFP No. 1390-13069

1. Introduction
1.1

Background

Cook County (“County”) is an urban county in the upper northeastern section of the State of Illinois that
contains more than 800 local governmental units within its boundaries. With a population of
approximately 5.3 million people, it is the second most populous county in the nation and the 19th largest
government in the United States (2005 census statistics).
To service its population, the County currently runs multiple websites with various degrees of complexity
and functionality, as well as multiple in-person or walk-in help desks. The Bureau of Technology (BOT)
supports the main County website (www.cookcountyil.gov).
The main website publishes content for the Offices under the President (Offices Under the President) and
provides links to other County Government Agencies. These County Government Agencies have
independently implemented their own websites. A complete list of Agencies is available at
http://www.cookcountygov.com/portal/server.pt/community/county_agencies/317.

1.2

Business Goals and Objectives

In order to achieve the objective of improving service delivery to Cook County residents, the Bureau of
Technology, through the Office of the Chief Procurement Officer (“Procurement”), is issuing this Cook
County Website Implementation, Branding, and Governance (RFP). The purpose of this RFP is to provide
adequate background, knowledge and scope for Proposers to propose a solution that meets the
described requirements in alignment with website implementation best practices. The County intends to
award one contract for up to five (5) years with two (2) 2-year-extension options. The length of the
contract and renewal options are intended to provide long term support and maintenance. Upon
successfully completing this initiative the County expects to meet the following business goals and
objectives:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.

Define an effective website communications and service delivery strategy;
Define website communications and service delivery governance;
Improve service delivery;
Communicate services effectively;
Increase website use by Cook County residents and other external users (community);
Implement innovative ideas to leverage existing paper forms and content;
Implement innovative ideas to gradually reduce physical mailing costs;
Protect private information;
Increase two-way communication with the community;
Apply all applicable data security standards.

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RFP No. 1390-13069

1.3

Schedule

The County anticipates the following Schedule:

A.
B.
C.
D.
E.
F.

Activity
RFP posted to the website
Pre-Proposal Conference
Proposer Inquiry Deadline
Response to Inquiries (tentative)
Proposal Due Date
Proposer Demonstration (tentative)

Estimated Date
October 16, 2013
October 30, 2013
November 01, 2013
November 08, 2013
December 13, 2013
Week of Jan 13, 2013

2. Current State
The Bureau of Technology (BOT) oversees and manages the main Cook County website and the sub-sites
related to the Offices Under-the-President (OUTP). The main website, OUTP sub-websites, the Board of
Review (BOR) website, and related informational pages for all County agencies are in-scope for this RFP.
See the Content inventory Table for detail in-scope pages. Agencies run by Elected Officials1 have their
own independently funded and maintained websites, and the main County website simply provides
general information (informational pages) and a link to these independent Agency websites. These
external websites are out of scope, unless otherwise noted.
The BOR website is in scope and hosted by the BOT. The main County website is currently divided in two
separate platforms.
The first website was implemented approximately 10 years ago on the Aqualogic platform and is currently
hosted by a third party.
The second website was implemented in recent years on the WordPress platform to incorporate social
media and address usability constraints. This site is also known as “the blog,” because it started as a blog
and provided Press Releases by the President’s Office, but it eventually included websites and content
from other OUTP and thus, some sites are redundant with the Aqualogic content. The main County URL
(http://home.cookcountyil.gov) currently routes users to the WordPress site, effectively making it the
landing page. However, as users navigate and start to dive deep into “Agencies” and their services, most
will eventually land on Aqualogic pages, and vice versa.

2.1

Websites Existing Inventory Types

Users of all, BOR, WordPress, and the Aqualogic websites mainly post “standard” content:

1

Examples of Agencies managed by Elected Officials include but are not limited to the Clerk of the Circuit Court, the
County Clerk, Cook County Sheriff, Assessor, Treasurer, etc.
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RFP No. 1390-13069

1.
2.
3.
4.

Text;
Links;
Documents (mostly PDFs and MS Word);
Pictures;

Some other content producers (a limited number) also post the following “special” content:
A. Videos – embedded and mostly hosted on YouTube;
B. Social media feeds or interaction;
a. Comments (WordPress).
C. Blog pages (WordPress);
D. Login/Registration (WordPress)
E. Mobile Emulator - (WordPress Touch, for smartphones only).
F. Pages for applications residing in a local server or hosted by a third party. This includes
database searches;
Note that all departments with a WordPress site also have an Aqualogic site.

2.2
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Website Content Inventory
Below is a list of sites and pages in the Content Management System (CMS)/Aqualogic website.
All sites and pages have standard content, except where noted.
All content in the sites and pages listed below are considered in-scope unless otherwise noted.
Some sites and pages have both CMS and WordPress (WP) presence.
All WordPress content is in scope for consolidation and implementation.
Reference Pages are single pages that serve only to provide information content and redirect links
to external sites.
All “Reference Pages/information pages” are in-scope for vendor recommendation.
External websites, redirected from reference pages, are out of scope unless otherwise noted.
“Vanity URLs” are redirects that have been created and should be considered in-scope for vendor
recommendation to ensure continued connection to these URLs.
Links to all the sites/pages listed below can be found at
http://www.cookcountygov.com/portal/server.pt/community/home/223/sitemap

Site/Pages
Office of the President
Office of the President
Offices Under the President
Press Room
FOIA
Transition Report
Budget Summary
President's Calendar
Make Cook County More

Non-Standard Items and
Clarifications
WP Presence

URLs to external sites or applications
WordPress Version
1. Embedded Video
2. Search
3. Embedded Social Media:
a. Twitter Appliance
b. Facebook Appliance
c. Google Translate Appliance
4. News Comments (Registration)

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RFP No. 1390-13069

Efficient
Boards and Commissions

Mobile Emulator
WP presence only.

http://home.cookcountyil.gov/volunte
er-serve/

Link out to separate site
but the content in this
website is in scope for
consolidation with the
main website.

http://www.cookcountyildoah.org/

Reference Page
Links out to separate site

http://www.cookcountyhhs.org/ or
http://cookcountyhealth.net

Reference Page

http://www.cookcountyassessor.com/

Administration, Bureau of
Administration, Bureau of
Administrative Hearings
Administrative Hearings

Adoption & Child Custody
Advocacy
Adoption & Child Custody
Advocacy
Ambulatory and Community
Health Network
Ambulatory & Community
Health Network
Network Health Centers
School-Based Health Centers
Animal & Rabies Control
Animal & Rabies Control
Assessor, Office of the
Assessor, Office of the
Auditor, Office of the
Auditor, Office of the
Audit Resources
Board of Ethics
Ethics, Board Of
Board Meetings & Members
Ordinances, Regulations &
Guides
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RFP No. 1390-13069

Request for Advisory Opinion
or Investigation
Board of Review
Board of Review

Reference Page

http://www.cookcountyboardofreview.
com/

Budget and Management
Services, Department of
Budget and Management
Services, Department of

WP Presence – that’s all,
right?

http://home.cookcountyil.gov/budget/
(and http://cookcountyil.gov/budget/ this redirects to url above)

Archive
Building and Zoning

Vanity URL

http://cookcountyil.gov/buildingzonin
g
http://blog.cookcountyil.gov/economic
development/ (committocook.com –
Economic Development blog site)

Building and Zoning

Link out to applications site
WordPress Presence

Ordinances and Codes
Fees
Permit Requirements
Building Permits

Link to application

Contractor Registration

Link to application

Zoning Classifications

Link to application

Vacant Building Ordinance
Capital Planning and Policy,
Office of
Capital Planning and Policy,
Office of
Construction in Action
Countywide Capital Project
Overview
New Construction Projects
Energy Initiatives
Working with the Office of
Capital Planning and Policy
Cermak Health Services
Cermak Health Services

Link to application

Reference Page

https://secure.cookcountyil.gov/b_z/in
dex.php
https://secure.cookcountyil.gov/b_z/co
ntractors_info.php
https://secure.cookcountyil.gov/b_z/zo
ning_info.php
http://vbo.cookcountyil.gov/O1022/

http://www.cookcountyhealth.net/

Chief Judge, Office of the
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RFP No. 1390-13069

Chief Judge, Office of the
Clerk of Cook County
Clerk of Cook County
Clerk of the Circuit Court of Cook
County
Clerk of the Circuit Court of
Cook County
Comptroller, Office of the
Office of the Comptroller
Contract Compliance, Office of
Supplier Diversity
MBE/WBE/VBE Certification
Contracting Opportunities
Vendor Assistance
Contract Documents
MBE/WBE/VBE Directory

Reference Page

http://www.cookcountycourt.org/

Reference Page

http://www.cookcountyclerk.com/

Reference Page

http://www.cookcountyclerkofcourt.or
g/

Vanity URL

http://cookcountyil.gov/contractcomp
liance

Link out to application site

https://cookcounty.diversitycomplianc
e.com/directory.asp
http://cookcountyil.gov/CountyWorks

Cook County Works
Cook County Works
Director's Biography
Workforce Investment Board
Cook County Works Team
One Stop Centers & Providers
Careers/Jobs/Workshops
Latest News
Testimonies/Success Stories
Photo Gallery
Archive
CORE Center, Ruth M. Rothstein
CORE Center, Ruth M.
Rothstein

Vanity URL – Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Out of scope
Reference Page

http://corecenter.org (redirect to
same site as above)

Department of Transportation
and Highways
Department of
Transportation and Highways

Vanity URL

http://cookcountyil.gov/highway

Project Maps link
Payments Link

http://cookviewer1.cookcountyil.gov/js
viewer/hwy/project.html
https://paymentsolutions.lexisnexis.co
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RFP No. 1390-13069

m/il/co/cook/revenue/highway
Maintenance District Offices
Permits

Ordinance link
Payments Link

Municode
m/il/co/cook/revenue/highway

Vanity URL

http://cookcountyil.gov/EconomicDev
elopment
WordPress Version:

System Maps
DUI Memorial Program
Economic Development, Bureau
of
Bureau of Economic
Development

Related WP blog site
WP content

Maps & Data
Archive
Environmental Control
Environmental Control

Permits
Compliance and Inspection
Particulate Matter(PM) Air
Monitoring
Solid Waste Management
Public Awareness

Link to data site

WP content/presence
Municode Ordinance link
Municode Ordinance link

1. Embedded Video
a. Google Translate Appliance
3. Mobile Emulator
4. Blog
5. Embedded applications (listed on
the blog)
Also:
http://survey.constantcontact.com/sur
vey/a07e4zt4hxqgtcyt3th/start
http://data.cookcountyil.gov/

http://blog.cookcountyil.gov/sustainabi
lity/
Municode
Municode

Facilities Management
Facilities Management
Finance, Bureau of
Bureau of Finance
Annual Budget

Vanity URL

http://cookcountyil.gov/Finance
Budget WordPress Version
Page 12 of 55

RFP No. 1390-13069

Financial Reports - CAFR
Cook County Bonds
Requests for Qualifications

Forest Preserve District
Forest Preserve District

Geographic Information Systems
Geographic Information
Systems
Maps and Data

1. Embedded Video
a. Google Translate Appliance
3. Budget Registration for Newsletter
4. Login services
5. Mobile Emulator
Reference Page

http://fpdcc.com/

Vanity URL

http://cookcountyil.gov/GIS

Links to applications

viewer/index.html
https://secure.cookcountyil.gov/gis/ind
ex.php?cPath=0
viewer/cookFac/cookFac2.html
viewer/hwy/project.html
http://cookviewer2.cookcountyil.gov/h
wyJurisdiction/index.html
viewer/fishMap/fishingMap.html

GIS History
Cook County GIS
Government

Government
Leadership

Section part of current site
structure, not necessarily in
scope. Need vendor
recommendation.
Elected Officials with presence in the current website:
 Assessor
 Clerk of the Circuit Court
 Commissioner Board of Review - 2nd District
 Commissioner Board of Review - 1st District
 Commissioner Board of Review - 3rd District
 County Board Commissioners (Districts 1-17, each with separate
page)
 County Board President
 Recorder of Deeds
 Sheriff
Page 13 of 55

RFP No. 1390-13069




Legislation

State's Attorney
County Clerk
Treasurer

Link to municode
Link to Legislative Ref. app

http://www.municode.com/Resources/
gateway.asp?pid=13805&sid=13
http://cookcountygov.com/ll_lib_publi
c/

Health & Hospitals System, Cook
County
Health & Hospitals System,
Cook County

Reference Page

http://www.cookcountyhealth.net/ OR
http://cookcountyhhs.org

Welcome to Cook County
Contact
Privacy Policy
Terms & Conditions
Sitemap

Top level page
Top level page
Top level page
Top level page
Top level page

Homeland Security and
Emergency Management
Homeland Security and
Emergency Management

Reference Page

http://www.cookcountyhomelandsecur
ity.org/

Links to Taleo application
site

https://cookcountyil.taleo.net/careerse
ction/100/jobsearch.ftl?lang=en

About Cook County

Human Resources, Bureau Of
Human Resources, Bureau Of
Benefits
Current Job Listings
Application Process
Shakman Information/
Employment Plan
> Supplemental Policies
Exempt Positions
Compliance Information and
Reports
Facts & Questions
Other County Hiring Agencies

Page 14 of 55

RFP No. 1390-13069

Human Rights, Commission on
Human Rights, Commission
on
Ordinances & Regulations
Human Rights Commissioners
Complaint Filing &
Investigation
Decisions of the Commission
Human Rights Decision
Search

Inspector General
Office of the Independent
Inspector General
OIIG Enabling Ordinance
Public Statements, Quarterly
Reports & Proposed
Legislation
Filing a Complaint
Unlawful Political
Discrimination Complaints
Reporting Political Contacts
Investigation Process
OIIG Leadership
FOIA
OIIG Employment

Embedded application
(Decision Search) is out of
scope.
Vanity URL

http://www.cookcountyil.gov/Inspect
orGeneral

Link to municode

LINK

Link to application

https://apps.cookcountyil.gov/oiig

Link to Taleo

https://cookcountyil.taleo.net/careerse
ction/100/jobsearch.ftl?lang=en

Vanity URL

http://buycookcountybonds.com

Frequently Asked Questions
Related Links
Investor Relations
Investor Relations
Current Offerings
Credit Agreements
Ratings
Contact Us
Disclaimer
Justice Advisory Council
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RFP No. 1390-13069

Justice Advisory Council
Juvenile Temporary Detention
Center
Juvenile Temporary
Detention Center

Law Library
Law Library
Library Catalog
Branches
Services
Research
Self Help
Ordinances

Link to Career Builder

http://www.careerbuilder.com/Jobs/C
ookcountyjuveniledetentioncenter/City
/Chicago

Link to Survey Monkey

http://www.surveymonkey.com/s/R3S
YGGF
http://lawlibrary.cookcountyil.gov/

Link to application

Liquor Commission
Cook County Liquor
Commission
Medical Examiner, Office of
Medical Examiner, Office of
Directory of Pathologists
Information for Families
Information for Funeral
Directors
How to Obtain
Records/Reports
Tours & Media
Jobs & Fellowships
Useful Links
Unclaimed Persons
Unidentified Persons

Vanity URL

http://cookcountyil.gov/MedicalExami
ner

Gallery sub-site is in scope
and requires vendor
recommendation (see SRM
Item No. 1.051)

Set of sub-site pages, gallery for
available photos.

Virtual Cemetery
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RFP No. 1390-13069

Medical Examiner's Advisory
Committee
Oak Forest Health Center
Oak Forest Health Center

Open County Initiative
Open County Initiative
Budget and Finance
Government
Property and Taxes
Check Register

Reference Page


Embedded application –
Check Register

County FOIA
People

scope. Need vendor
recommendation.

People
Residents
Businesses
Property Owners
Job Seekers
County Employees
Planning and Development
Planning and Development
Community Development
Housing
Housing: NSP Programs
Urban Agricultural Network
In the News
Archive
Procurement, Office of the Chief
Procurement Officer
Office of the Chief
Procurement Officer
Awarded Contracts

Vanity URL

http://cookcountyil.gov/purchasing

Link to Survey Monkey

https://www.surveymonkey.com/s/L6D
LV3Y
https://datacatalog.cookcountyil.gov/

Link to Socrata

Page 17 of 55

RFP No. 1390-13069

Doing Business with Cook
County
Procurement Opportunity
Postings/ Vendor Registration
Bid Tabs
Annual Buying Plan
Intent to Award

Contact Procurement
Cook County Procurement
Code
Countywide Enterprise
Resource Planning (ERP)
System
Provident Hospital
Provident Hospital

Public Administrator

Link to application

http://198.65.148.209/purchasing/bids
/listAllBids.php

Link to application

http://198.65.148.209/purchasing/publ
ic/listAll_old.php?archived=1&awarded
=1

Link to Municode

LINK

Vanity URL

http://cookcountyil.gov/ERP

Reference Page


Vanity URL

http://cookcountyil.gov/publicadminist
rator

Public Administrator
Public Affairs and
Communications
Public Affairs and
Communications
Public Defender, Law Office of
Public Defender, Law Office
of
Biography of the Public
Defender
Municipal Divisions of the
Public Defender's Office
Divisions of the Public
Defender's Office
Guide to the Criminal Justice
System
Page 18 of 55

RFP No. 1390-13069

Employment with the Public
Defender
Related Links
Juvenile Court
Public Guardian
Public Guardian


http://www.publicguardian.org/

Public Health, Department of
Public Health, Department of


http://www.cookcountypublichealth.or
g/


http://www.ccrd.info/

Link to municode

LINK

Link to application

https://apps.cookcountyil.gov/dor

Real Estate Management
Division
Real Estate Management
Division
Recorder of Deeds & Registrar of
Titles
Recorder of Deeds &
Registrar of Titles
Revenue, Department of
Department of Revenue
About the Department
Revenue Ordinances
Amusement Tax
Firearm Tax
Gambling Machine Tax
Gasoline and Diesel Fuel Tax
Liquor Tax
New Motor Vehicle Tax
Non-Retailer Use Tax
Non-Titled Personal Property
Use Tax
Parking Lot & Garage
Operation Tax
Retailers Occupation Tax
Tobacco Tax
Use Tax
Wheel Tax/ Vehicle Sticker

Page 19 of 55

RFP No. 1390-13069

Other Services
General Business License
General Forms
Voluntary Disclosure Program
Online Payment Center

Risk Management, Department
of
Risk Management,
Department of

Secretary of the Board
Secretary of the Board

Link to application

https://revenue.cookcountyil.gov/gbl/

Links to applications

m/il/co/cook/revenue/childadvocacy
m/il/co/cook/revenue/cigarette
https://revenue.cookcountyil.gov/pwe/
m/il/co/cook/revenue/usetax
m/il/co/cook/revenue/vehicle

but the content in this
website is in scope for
consolidation with the
main website.

http://cookcountyrisk.com

Reference Page

WordPress Version - Embedded Video
http://legacy.cookcountygov.com/secr
etary/ - call matt, does he want this to
migrate content to new or Granicus

WordPress Presence

https://cookcounty.legistar.com/Calendar.aspx

Sheriff of Cook County
Sheriff of Cook County

State's Attorney, Office of the
State's Attorney, Office of the

Reference Page

http://cookcountysheriff.org/

Reference Page

http://statesattorney.org/

Stroger, Jr. (John H.) Hospital of
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RFP No. 1390-13069

Cook County
Stroger, Jr. (John H.) Hospital
of Cook County

Reference Page


Technology, Bureau of
Bureau of Technology
Technology Policy and
Planning
IT Solutions and Services
Geographic Information
Systems
Job Postings
Topics

scope. Need vendor
recommendation.

Topics
Courts/Safety
Health
Land/Property
Jobs
Treasurer's Office
Treasurer's Office


http://www.cookcountytreasurer.com

Veterans Assistance Commission
Veterans Assistance
Commission
Women’s Issues, Commission on
Women’s Issues, Commission
on
Commission Members &
Meetings
Hearings and Reports
Education Seminars, Forums
& Resolutions
Peggy A. Montes Unsung
Heroines Award

WordPress Presence

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RFP No. 1390-13069

Zoning Board of Appeals
Zoning Board of Appeals
The WordPress sites listed on the table above are within the following sitemaps. All the following
sitemaps point to content in scope for this project.
http://home.cookcountyil.gov/economicdevelopment/sitemap/
http://home.cookcountyil.gov/budget/sitemap/
http://home.cookcountyil.gov/sustainability/sitemap/
http://home.cookcountyil.gov/sitemap/
http://home.cookcountyil.gov/news/sitemap/
The following BOR of Review pages are also in scope:
http://www.cookcountyboardofreview.com/
http://www.cookcountyboardofreview.com/index.html
http://www.cookcountyboardofreview.com/html/d_and_d_body.html
http://www.cookcountyboardofreview.com/html/res_how_present.html
http://www.cookcountyboardofreview.com/html/apt_filings.html
http://www.cookcountyboardofreview.com/html/com_filings.html
http://www.cookcountyboardofreview.com/html/ind_filings.html
http://www.cookcountyboardofreview.com/html/vac_filings.html
http://www.cookcountyboardofreview.com/html/exemptions.html
http://www.cookcountyboardofreview.com/html/att_background.html
http://www.cookcountyboardofreview.com/html/foia_main.html
http://www.cookcountyboardofreview.com/html/forms_main.html
http://www.cookcountyboardofreview.com/appeal
http://www.cookcountyboardofreview.com/html/decision.php
http://www.cookcountyboardofreview.com/html/hearing_notice.html
http://www.cookcountyboardofreview.com/html/res_filings.html
http://www.cookcountyboardofreview.com/html/res_hearings.html
http://www.cookcountyboardofreview.com/html/res_rereview.html
http://www.cookcountyboardofreview.com/html/res_quicklist.html
http://www.cookcountyboardofreview.com/html/res_tips.html
http://www.cookcountyboardofreview.com/html/apt_hearings.html
http://www.cookcountyboardofreview.com/html/apt_rereview.html
http://www.cookcountyboardofreview.com/html/apt_quicklist.html
http://www.cookcountyboardofreview.com/html/bor_30.html
http://www.cookcountyboardofreview.com/html/com_hearings.html
http://www.cookcountyboardofreview.com/html/com_rereview.html
http://www.cookcountyboardofreview.com/html/com_quicklist.html
http://www.cookcountyboardofreview.com/html/ind_hearings.html
http://www.cookcountyboardofreview.com/html/ind_rereview.html
http://www.cookcountyboardofreview.com/html/ind_quicklist.html
http://www.cookcountyboardofreview.com/html/vac_hearings.html
http://www.cookcountyboardofreview.com/html/vac_rereview.html
http://www.cookcountyboardofreview.com/html/vac_quicklist.html
http://www.cookcountyboardofreview.com/html/exem_info.html
http://www.cookcountyboardofreview.com/html/exem_when.html
http://www.cookcountyboardofreview.com/html/exem_whatnext.html
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RFP No. 1390-13069

http://www.cookcountyboardofreview.com/html/exem_pte_gov.html
http://www.cookcountyboardofreview.com/html/exem_qual_nongov.html
http://www.cookcountyboardofreview.com/html/att_filings.html
http://www.cookcountyboardofreview.com/html/att_hearings.html
http://www.cookcountyboardofreview.com/html/att_rereview.html
http://www.cookcountyboardofreview.com/html/att_ptab.html
http://www.cookcountyboardofreview.com/html/foia_docs.html
http://www.cookcountyboardofreview.com/html/mission_body.html
http://www.cookcountyboardofreview.com/html/bor_offices.html
http://www.cookcountyboardofreview.com/html/faq.html
http://www.cookcountyboardofreview.com/html/att_forms1.html
http://www.cookcountyboardofreview.com/html/exem_forms.html
http://www.cookcountyboardofreview.com/html/individualhearing.html
http://www.cookcountyboardofreview.com/html/attorneyhearing.html
http://www.cookcountyboardofreview.com/html/res_forms.html
http://www.cookcountyboardofreview.com/html/bor_30_top.html
http://www.cookcountyboardofreview.com/html/bor_30_body.html
http://www.cookcountyboardofreview.com/html/popup_bottom.html
http://www.cookcountyboardofreview.com/html/exem_qual_fed.html
http://www.cookcountyboardofreview.com/html/exem_qual_local.html
http://www.cookcountyboardofreview.com/html/exem_qual_rel.html
http://www.cookcountyboardofreview.com/html/exem_qual_charit.html
http://www.cookcountyboardofreview.com/html/bor_offices_top.html
http://www.cookcountyboardofreview.com/html/bor_offices_body.html
http://www.cookcountyboardofreview.com/html/faq_top.html
http://www.cookcountyboardofreview.com/html/faq_body.html
http://www.cookcountyboardofreview.com/html/att_forms.html
http://www.cookcountyboardofreview.com/html/att_forms2.html
http://www.cookcountyboardofreview.com/html/welcome_bor.html
http://www.cookcountyboardofreview.com/html/statistics.html
http://www.cookcountyboardofreview.com/html/hold_docs.html
http://www.cookcountyboardofreview.com/html/welcome_bor_top.html
http://www.cookcountyboardofreview.com/html/welcome_bor_body.html
http://www.cookcountyboardofreview.com/html/statistics_top.html
http://www.cookcountyboardofreview.com/html/statistics_body.html
http://www.cookcountyboardofreview.com/html/percentageofindividualsomereduction.html
http://apps.cookcountyil.gov/borcomplaint/(S(ni3gsqb5lxfjjd3kfs2joi55))/valuationcomplaint_page1.aspx
http://www.cookcountyboardofreview.com/html/decision.php

2.3

Technical Environment

Below is a list of existing technology tools used by Cook County. The “Requirement” column provides the
County’s expectation for the scope of this RFP.
Tool
Microsoft Office
Tools

Tech Description /platform /DB
2003 and 2010

Requirement
Most departments
post Word of PDF
documents. This is
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RFP No. 1390-13069

Adobe Connect

Version 8
250 concurrent licenses
Unlimited course files

SilverPop

Enterprise email marketing platform.

Google Analytics

Used on both website implementations.

WordPress

Hosted by a 3rd party.

Aqualogic*

Hosted by a 3rd party. SQL database.

Socrata

https://datacatalog.cookcountyil.gov/
https://performance.cookcountyil.gov
https://metrochicagodata.org
All of the above hosted by Socrata

SharePoint

Version 2013 intranet use only, migration to Office
365 scheduled to start CQ4 2013
Version 2010 on premise implementation intranet
use only.

probably the most
common website
content type.
Proposers may
leverage this for
internal training
purposes.
The County is open to
recommendations to
use this or any other
existing technology to
meet the RFP
requirements.
The County is open to
recommendations to
use this or any other
tool as long as useful
metrics are tracked.
Replace these sites.
Leverage existing
content. Consolidate
content with
Aqualogic content.
Replace these sites.
Leverage existing
content. Consolidate
content with
WordPress content.
Leverage data
content to
complement relevant
pages. For instance,
awarded contracts
data on the
Purchasing site.
None identified –
may be used to
manage content if
recommended and
feasible.

2.3.1 Network Infrastructure
The Cook County Wide Area Network (CCWAN) is a packet over SONET technology. The core transmission
backbone of the CCWAN is a SONET Ring architecture provided by AT&T. The CCWAN is configured with
hardware redundancy, diverse internet routing, UPS and generator backup to maximize uptime.
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RFP No. 1390-13069

The switching equipment standard in the CCWAN is Cisco. This section is for reference purposes only.
The County expects a hosted applications.
2.3.2 Remote Security
The County only permits secure connectivity between a vendor and the County and all data transmitted
must be encrypted. This type of connection is referred to as a “nailed up” connection and requires a onetime setup. Vendor access to the County for purposes of support, either application or network
hardware, is achieved by the use of Cisco’s remote access VPN client and Cisco’s VPN concentrator. This
allows for encrypted data to traverse between the remote client and the specific County network device
or application. All time reporting data that is transmitted to and from devices must be encrypted. Data
that is to be transmitted off-site must be encrypted end to end. Access to websites hosted either internal
or external to the County, must be securely connected using a non-standard TCP port and the devices will
limited to only the necessary site(s). The County reserves the right to impose more restrictive network
access controls.

3. Scope
Taking into consideration the business goals and objectives, the County is requesting proposals from
vendors with expertise to provide the following services:
1.
2.
3.
4.

Development of strategy to integrate website communications and social media tools;
Development of a branding strategy focused on the County’s website presence;
Design of website architecture and website implementation;
Implementation of a recommended integrated Website Communications and Social Media
Strategy Plan, and Branding Plan with primary focus on:
a. Replacement and consolidation of the current WordPress websites/pages and the
Aqualogic websites/pages (see Current State Section);
b. Replacement of the Board of Review website;
5. Website hosting, maintenance and support;
6. Development of website use, communications, and social media governance plan;
Proposers are expected to provide sufficient information to demonstrate the reliability and innovation of
the proposed open source architecture, and design of a hosted (cloud) website. Proposers are also
expected to demonstrate knowledge and expertise developing and executing communications, branding,
and governance plans.
The County expects the resulting implementation to addresses all pertinent information reliability and
security standards. Specific business requirements are listed in the System Requirements Matrix (“SRM” See Appendix).
It is the responsibility of the Proposer to carefully read the Scope Section. This section of the Proposer’s
response will be incorporated into the final Contract.

3.1

Proposed System Solution

Every proposal should include the following sections.
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RFP No. 1390-13069

3.1.1 Website Solution Overview
Please limit this response to 5 pages. Taking into consideration the business goals and objectives and the
business requirements, Proposers should recommend a cloud solution, using open source tools, to replace
the websites listed in the scope section. This response must incorporate all applicable 3rd party tools.
Proposers should present a concise high-level overview and diagram of the system architecture and
include the following:
a. Proposed technology platform;
b. Cloud system architecture diagram, including backup and recovery, and security components,
a. Provide options for both dedicated and share cloud (reflect these options in the pricing
proposal);
c. 3rd party tools;
d. Interfaces/integration points;
e. Number of environments (development, testing, staging, production);
f. Minimum requirements for web applications (front end) based on the stated requirements;
g. Minimum requirements for backend based on the stated requirements;
h. Other key elements to help the Cook County better understand your proposed website solution.
Please note that all depicted components must be listed in the pricing proposal even if the costs is zero.
3.1.2 Software Capabilities
Please limit this response to 20 pages (including screenshots).
Provide descriptions and screenshots where applicable (based on your team’s prior implementation of
similar projects) to explain and support your proposed solution and based on the needs described in this
RFP. This section should at minimum include:
a.
b.
c.
d.
e.
f.
g.
h.

Operating system;
Web application;
Databases;
User Interface;
Development tools;
Current software versions;
New version release schedule;
Procedure for new version implementation;
a. Testing
b. Deployment
i. Number of proposed modules and their descriptions. These modules have to connect back to
the System Requirements Matrix (SRM), for example;
i. CMS functionality modules;
ii. Reporting functionality/modules (provide sample reports as implemented by your
team);
iii. Mobile technology modules;
iv. Social media functionality/modules;
j. Screenshots and descriptions of existing implementations to depict any other functionality
listed in SRM;
k. Documentation – identify all available documentation including operations and technical
manuals and/or help available online.
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RFP No. 1390-13069

3.1.3 Hardware Environment
Please limit this response to 2 pages. The County expects proposals for a cloud solution, thus hardware is
not likely required. If local backup appliances or any other hardware (laptops, storage devices) are
required, Cook County will procure the required hardware via the countywide hardware contract.
Proposers must however provide the specifications for the required hardware in the pricing proposal.
3.1.4 Integration
Please limit your response to 3 pages. Proposers are expected to provide recommendations taking into
consideration the Current State Technical Environment, provide the recommended approach to interface
with any other recommended 3rd party tool.
Recommendations to interface or build interfaces must be reflected on the project plan, timeline and
pricing proposal.
3.1.5 Data and Content Migration
Please limit your response to 3 pages. The County foresees the following migration needs, Proposers may
provide additional recommendations:
A.
B.
C.
D.

Blog posts
Existing content in WordPress
Agualogic content may be reused/repurposed.
The Secretary of the Board website contains historic files (MS Word, PDF and HTML) from 1996 to
2013.
i. Approximately 9,400 files or 1,400 MB of data
ii. List the relocation of these files to the new website on a separate line item in the pricing proposal.

3.1.6 Hosting
Please limit your response to 1 page. This section should address the following requirements:
a. Describe available and recommended options – list applicable pricing in the pricing proposal only.
b. Describe the number of data centers and locations and state adherence to the described County
requirements. The County requires at least two (2) geographically diverse data centers;
a. Data Centers must meet Tier III Standards addressing:
i. Hardware redundancy;
ii. Power redundancy;
iii. Telecommunications redundancy;
iv. Building integrity (HVAC, Security, Fire Suppression, etc.).
3.1.7 Backup and Recovery
Limit your response to 4 pages. Proposers must describe in detail the proposed automatic backup and
recovery capability for the system and application, ensuring continuous operation without interruption or
degradation of services including at minimum the following information:
1. Overview of the overall plan/strategy to;
a. Backup and recovery; including,
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RFP No. 1390-13069

b. Backup and recovery testing.
2. Incremental and full back up capabilities with zero disruption to operations (99.9% availability);
3. Backup and Recovery Plan Execution procedure,
a. Key tasks;
b. Testing frequency;
c. Results reporting;
d. Key roles and responsibilities for Cook County and for the Proposer;
e. Proposed Recovery Time Objective (RTO) and Recovery Point Objective (RPO) following
the minimum requirement and format below;
Category
High
Availability

Availability
99.982%

RTO
Intra-day

Characteristics & RPO
Typically involves data replication to a hot-site for
each transaction or at short intervals, like 15 minutes.

4. In the event of a technology or other failure at the primary processing center, Proposer should
state if the alternate system can meet the following requirement, for which the County’s use
should be identical regardless of which location is processing the County’s work. If the Proposer
cannot meet this requirement, it must state its prosed tiers.
Category
High Availability

Alternate system characteristics
Continuous operation without interruption or degradation in service.

5. Crisis management procedure including but not limited to expected;
a. Steps,
b. SLAs,
c. Communications plan; and
d. Escalation list.
3.1.8 System Security
Please limit your response to 2 pages.
Proposer must describe the proposed security controls around people, process and technology. It must
also describe the proposed audit capabilities including, general administration, network transmission
security (LAN and VPN), and adherence to security industry best practices.
Note that the Bureau of Technology is currently updating security standards. The selected Proposer must
work with the BOT to implement a solution following these security standards.
3.1.9 Incident Response
Limit your response to 4 pages. Proposer may include a full Incident Response Policy and/or related Plan
as an attachment. In response to this section, the proposal must state the Proposer’s approach to
meeting the following data security incident response requirements:
a. Maintenance of the Proposers’ Incident Response Plan;

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b. Conformance of such plan to Illinois Personal Information Protection Act and the breach
notification laws of the fifty states;
c. Cook County’s rights of review, approval and reasonable modification to Proposer’s incident
response plan;
d. Proposer’s approach to provide detailed reports on the nature of incidents and identified data lost
or stolen;
e. Proposer must describe its plan to address security incidents and data breaches in alignment with
the following requirements. For events within the control of Proposer, the Proposer is expected
to:
i. Immediately notify the County of incidents and breaches;
ii. Identify immediate plan of action to mitigate further incident progression;
iii. Identify protection measures for affected individuals;
iv. Provide outbound and inbound incident-related communications, as requested and directed
by the County;
3.1.10 Data Ownership, Retention,
Limit your response to one page. The response must state whether Proposer will meet the following datarelated system requirements:
a. All County Data, including backups and copies thereof, shall remain the sole property of the
County.
b. All County Data shall be treated as the County’s Confidential Information while the Proposer and
its subcontractors have access or possession of County Data.
c. Proposer shall only use County Data for the performance of the contract, except upon authorized
and written approval of the County.
d. At all times and without restriction or additional cost, the County shall be able to receive County
data, associated metadata, and reasonably granular subsets thereof, as well as any associated files
or attachments, from the System in a useable, encrypted format.
e. Upon termination of the contract and at the County’s written request, the Proposer shall destroy
County Data, including backups and copies thereof, according to NIST standards or as otherwise
directed by the County.
f. The System shall have the ability to retain County data in a manner that is searchable and capable
of compliance with records retention laws and best practices.
g. At no time may Proposer suspend or terminate County’s access to County Data or the System for
past due accounts, excluding disputed amounts, less than ninety (90) days old.
h. At no time may Proposer suspend or terminate County’s access to County Data or the System for
breach of contract or term or condition relating to the System without giving the County
reasonable notice and opportunity to cure.
3.1.11 Intellectual Property
Limit your response to one page. Proposer’s deliverables are considered “works made for hire” or
otherwise assigned to or owned by the County. Proposer must state its agreement or must state any
objection to this section.

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RFP No. 1390-13069

3.1.12 Cook County Data
Limit your response to one page. If awarded, any data that Proposer obtains or accesses for the purposes
of performing its obligations under the future Agreement ("County Data") shall be and remain the sole
and exclusive property of the County. The selected Proposer will treat County Data as Confidential
Information. The selected Proposer will be provided a license to County Data hereunder for the sole and
exclusive purpose of performing its obligations under the resulting Agreement, including a limited nonexclusive, non-transferable license to transmit, process, and display County Data only to the extent
necessary in the provisioning of the Services and not for the storage or recording of County Data. The
selected Proposer will be prohibited from disclosing County Data to any third party without specific
written approval from the County. The Selected Proposer will have no property interest in, and may
assert no lien on or right to withhold County Data from Cook County.
Proposer is expected to acknowledge and accept, or state any objections to, Cook County Data use and
ownership.
Proposer must also provide a brief statement of its data protection practices and its responsibilities to
protect and prevent the use or sale of County data to/or by external entities. The Proposer’s full Data
Protection Policy may be included as an attachment.
3.1.13 Data Security and Compliance
Limit response to 4 pages. The Proposer must provide a reasonably detailed explanation as to how it will
protect the System and County Data within each of the following additional data security categories
(NOTE: the County recognizes that reasonable descriptions of each security attribute below will vary in
length, some attributes requiring little explanation, others not). If Proposer determines any of the
following requirements to be inapplicable, Proposer must state so and must also state the basis for
determining each such requirement to be inapplicable):
a. Password configurations (e.g., complexity, aging, etc.);
b. Authentication configurations (e.g., active directory, encrypted data exchange, hash, etc.);
c. Encryption configurations (e.g., symmetrical AES-256, asymmetrical RSA 2048, etc.) for both data
at rest and data in motion;
d. Logging/Auditing capabilities (e.g., verbose user tracking and reporting, etc.);
e. Personnel security (e.g., extensive background checks, annual recheck, etc.);
f. Web Application configurations (e.g., SQL injection protection, buffer overflow, etc.);
g. HIPAA, HITECH and the rules promulgated thereunder;
h. Payment Card Industry standards, including but not limited to PCI DSS and PCI PA-DSS;
i. NIST 800-53, as revised;
j. Section 508;
k. ISO 27001/27002, as revised.
Proposer must state whether the proposal possesses controls that comply with, or make it capable of
complying with, the following (If Proposer determines any of the following requirements to be
inapplicable, Proposer shall state so and shall also state the basis for determining each such requirement
to be inapplicable):
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RFP No. 1390-13069

a.
b.
c.
d.
e.

HIPAA, HITECH and the rules promulgated thereunder;
Payment Card Industry standards, including but not limited to PCI DSS and PCI PA-DSS;
NIST 800-53, as revised;
ISO 27001/27002, as revised;
Section 508.

3.1.14 Development and Configuration Practices
Limit your response to two pages. Proposer must describe its secure development methodology. Any
tools/software provided to Cook County must adhere to applicable best practices and standards.
Proposer must state its adherence to Secure Application Development standards such as OWASP
Developer Guide, OpenSAMM, etc.
3.1.15 Proposer Prototype
Limit your response to 5 pages. Proposers are encouraged to submit screenshots of a proposed prototype
highlighting special features and functionality. If shortlisted, proposer would be required to demonstrate
prototypes during a live demonstration.
For any sections above, it is not sufficient to state “not applicable.” If not applicable, Proposers must
provide a rationale.

3.2

Proposed Project Approach and Implementation Methodology

Although a detailed approach format is included in the following sections, Proposers are expected to
propose the best methodology and solution, and are encouraged to provide innovative ideas to meet
the needs of the County.
In the following sections, Proposers must provide a detailed project plan and methodology that clearly
demonstrates how their team will initiate, meet the goals, and successfully complete the Cook County
Bureau of Technology Website Implementation project.
3.2.1 Overview of the Implementation Methodology
Limit response to this section to 4 pages. Proposers should provide a high level diagram/table
representing your firm’s implementation strategy, and include:
1. Brief description of proposed methodology, clearly describing at minimum,
a. Proposed project phases;
b. Team roles, including subcontractors;
c. Milestones;
d. Critical success factors;
e. Proposed weekly reporting process and format2;
f. Assumptions;
g. Sample acceptance criteria form(s) and process.

2

If you wish to emphasize more about the proposed project management methodology, please insert that
information in the appendixes or as attachments.
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RFP No. 1390-13069

3.2.2 Project Plan and Timeline
Limit this response to the project plan and related timeline. Proposers should provide detailed scope
tasks/activities, organized in phases including, but not limited to, project management activities, key
resources, and estimated hours per key activity. MS project plans are acceptable as attachments but this
section requires an easy to read format (do not insert long “black lines” for the last pages of MS project
plans). Include timing to reach each in-scope departments.
The selected Proposer is responsible for accurately estimating effort and presenting a comprehensive plan
reflecting careful assessment of the requirements in this RFP document and related attachments.
Negligence to read the details is not a justification for a change order.
3.2.3 Assessment and Change Management Approach
Please limit this response to 8 pages. Proposers should provide a detailed description of your team’s
assessment approach, while concurrently executing a feasible and effective change management plan.
The change management plan is expected to extend beyond the assessment phase, thus the Proposer
should include key change management activities in all applicable sections of its response. The County
expects Proposers to provide concrete recommendations and key task to meet the scope requirements.
The County expects this section to include at minimum:
a.
b.
c.
d.

Assessment Approach;
Organizational (human) Change Management Approach3;
Cook County Responsibilities for each of the above;
Expected Deliverables in the following format:

Key Activity
1. Assessment

2. Change
Management

Deliverables

Key
Personnel/Responsibility

Acceptance Criteria

1.
2.
3.
1.
2.
3.

3. Other key
activities
3.2.4 Requirements Validation and Design
Please limit this response to 10 pages. Proposers should provide a detailed description of your team’s
approach to validating business and technical requirements, in order to design a website and related
architecture that adheres to industry best practices and scope requirements listed both in the top of this
section and in the SRM. Proposers are expected to include tasks to assist website owners with content
creation and formatting. The Knowledge Transfer and Training Section further requires the development
of website content creation guidelines and best practices.
3

“Human Change Management” is not “Project Change Management”- the later should be described in your project
management tasks.
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RFP No. 1390-13069

While performing these tasks, the selected Proposer must define procedures and guidelines based on
industry best practices and in alignment with applicable government regulations. The County expects this
section to include at minimum:
a. Business requirements validation approach and related steps;
i. Provide clarifications and detailed descriptions to explain Proposer’s
recommendations and industry best practices to address the scope section and, if
applicable, where additional detail is necessary to describe the work required in the
SRM;
ii. Include branding requirements validation approach and related steps;
b. Technical requirements validation approach and related steps;
i. Provide clarifications and detailed descriptions to explain Proposer’s
recommendations and industry best practices to address the scope section and, if
applicable, where additional detail is necessary to describe the work required in the
SRM;
c. Proposer must explain which key tasks can occur simultaneously/in parallel;
d. Cook County Responsibilities for each of the above;
e. Expected Deliverables in the following format:
Key Activity

Deliverables

4. Business
requirements
validation

Acceptance
Criteria

1. Consolidation Plan
2. Communications and
Social Media Strategy
3. Branding Plan
4. Governance Plan
5. User Experience Plan
6. Application Style Guide

5. Technical
requirements
validation

Key

1. Final Architecture
Diagram
2. Interfaces Map/Plan
3. Configurations
4. Customizations

6. Other key
activities
3.2.4.1
User Experience Requirements
With respect to the requirements validation, the County expects the Proposer to:
a. Develop a comprehensive style guide - live document that should include the final portal design,
content layout based on best practices, maintenance recommendations to ensure consistent style
over the years.
b. List proposed best practices such as:



BBC GEL, Online Standards and Editorial Standards http://www.bbc.co.uk/guidelines/
US Department of Energy
http://www1.eere.energy.gov/communicationstandards/index.html
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RFP No. 1390-13069


c.

US Department of Housing and Urban Development
http://portal.hud.gov/hudportal/HUD?src=/library/bookshelf11
 NASA.gov Standards and Guidelines
http://www.hq.nasa.gov/pao/portal/affinityKit/styleguide/
 Government of Canada Web Standards and Web Experience Toolkit http://www.tbssct.gc.ca/ws-nw/index-eng.asp
Include a style guide that at minimum address:
i. Design Principles - outlining the concept behind the design and its goals and how content
publishers and other can continue these principles;
ii. Layout - including color palette, spacing, header use, sub-section branding options, page
layout options, responsive design details and guidelines;
iii. Text - content Handbook of editorial standards for content publishers, including
formatting and content style guide, as well as naming standards, conventions and best
practices.
iv. County-specific standards – outlining specific content standards and practices (naming
standards, acronyms, etc.).
v. Images/Visuals - including format, size and resolution standards, types of images
(illustration vs photo image, style, tone), gallery layout, presenting larger images,
multimedia presentation, copyright and watermark management;
vi. Controls - providing format for any including links within and outside the portal/County
environment, error/warning/confirmation messages;

3.2.4.2
Application Style Guide
With respect to the requirements validation, the County expects the Proposer to develop a reusable user
experience that can be applied to other web-based applications.
The County has many web-based applications that will be accessed primarily from the portal environment.
It is expected that the user experience between the portal and application environment will be unified
though a common design and user interface. It is not expected that the applications will be deeply
integrated into the portal environment, but that flexibility in the navigational structure of the portal will
allow users to link directly to these applications in context. A User Interface/Experience (UX) design is
expected to provide a continuous user experience.
Proposer must develop a UX design or multiple UX designs for:
a. Full Application UX
b. Light Application UX
c. SaaS Application UX
A. Full Application
This UX would be used where the application has been developed custom in-house, or by outsourced
application developers, and the County retains full ability to manage the UX aspects of the application.

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RFP No. 1390-13069

The UX designer will need to provide a template design that will be provided to the County development
team. The County’s development team will then implement these into master pages to design all
applications using the new design standard. Design files should include:
a. CSS Files
b. Images
c. JavaScript
d. HTML
e. Any other related files, as determined by the final portal UX solution
New design standard must meet the following requirements:
a.

b.
c.

d.
e.

HTML, CSS and JavaScript must be compliant with all major browsers,
a. IE 8, IE 9, IE 10, IE 11,
b. Chrome (Proposer to provide version),
c. Firefox (Proposer to provide version),
d. Safari (Proposer to provide version).
Provide detailed design CSS and HTML standards for all fonts, buttons, links, formatting and
colors that will be applied to all internal applications;
Provide method for how any additional CSS attributes, that may be required for application
development, would be added to the CSS standard or included in a separate CSS reference, so
as not to interfere or conflict with the main UX standards;
Provide a standard for wizard-based flow through a process that can be replicated as needed
for various solutions;
Provide Mobile friendly version design that will accommodate the dimensions of the following
devices:
i.
iPad (Proposer to provide version)
ii.
iPhone (Proposer to provide version)
iii.
Windows Phone
iv.
Android Phone

B. Light Application
This UX would be used where there is an existing web-based application that may not be able to adapt the
new design at this time, but can have some simple layout and design modifications to provide continuity.
Design files should include:
a. Header image or HTML code to serve the image;
b. Images to render key page elements (background, footer, etc.);
c. Recommended color palette, indicating background, text, primary and accent colors and HEX
codes for all colors listed;
d. Simple CSS standards that could easily manage common font, color and layout in an
application with common standard attributions.
C.

SaaS Application

This UX would be used where the County is using external applications as a service and may not be able to
fully customize the interface. This would also include branding for social media and other similar online
services, if deemed applicable in the overall strategy.
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RFP No. 1390-13069

Design files and deliverables should include:
a. Standard branding files that could be used in a typical "logo" scenario for online service
branding;
b. Style and design guidelines to be provided to vendors in SaaS engagements, where the County
has contracted with a SaaS provider and will use these guidelines to add County’s branding to
their product.
3.2.5 System Set up and Configuration
Please limit this response to 5 pages. Proposers should provide a detailed description of the proposed
build and release approach. Based on the content provided in this RFP, and based on your experience with
similar projects and organizations, describe the expected level of effort to configure and customize (if
applicable) the SRM functionality. The County expects this section to include at minimum:
a. Proposed environments for each activity (development, Quality Assurance, staging,
production);
b. Software configuration approach including checking and checkout procedures;
c. Software development approach including checking and checkout procedures;
d. System configuration and development management (documentation) procedures;
e. Requirements (SRM and scope) traceability procedures;
f. Cook County Responsibilities for each of the above;
g. Expected Deliverables in the following format:
Key Activity

Deliverables

Key

Acceptance Criteria

7. Environment
Set up
8.

9.

10.

11.

12.

1.
2.
3.
Software
1.
configuration
2.
3.
Software
1.
customizations 2.
3.
Requirements
1.
Traceability
2.
Matrix
3.
As-built system 1.
documentation 2.
3.
Other key
tasks

3.2.6 Quality Assurance (QA)
Quality Assurance methodology adhering to best practices and clearly identifying control tasks and testing
required to transition functionally from one environment to the next (e.g. QA to Staging and Production).
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RFP No. 1390-13069

a. High level prosed QA approach, including testing on all smart phone types and mobile
interfaces;
b. Proposed testing and promotion process;
c. Proposed User Acceptance process;
h. Cook County Responsibilities for each of the above;
i. Expected Deliverables in the following format:
Key Activity
13. High level Q/A
approach
14. Testing &
promotion
plan
15. UAT plan

Deliverables

Key

Acceptance Criteria

1.
2.
3.
1.
2.
3.
1.
2.
3.

16. Other key
tasks

3.2.7 Knowledge Transfer, Training and Transition (Cutover)
knowledge transfer activities and training approach. Proposer must assume training for 5 system
administrators, and for two (2) content producers per key user department (a total of approximately 80
content producers). This section must include recommendations for a) standard training and b)
refresh/ongoing training for new administrators and content publishers. Please note that the County
owns Adobe Connect and Proposers can leverage this tool for training. Proposers are encouraged to
provide innovative training ideas and highlight any other available online training videos or self-help
screens.
a. Knowledge transfer approach;
b. End user training approach (include format, hours, timing and signoff process);
a. End user training should include content creation (writing and style standards);
c. Administrator training approach (include format, hours, timing and signoff process);
d. Transition/cutover approach;
e. Rollout support approach (the County expects onsite support during rollout);
f. Ongoing training options;
g. Cook County Responsibilities for each of the above;
h. Expected Deliverables in the following format:
Key Activity
1. Knowledge
Transfer Strategy

Deliverables

Key

Acceptance
Criteria

1.
2.
3.
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RFP No. 1390-13069

2. End user training

1. Content Creation
guidelines
2. Style Guide
3.
3. Admin training
1.
2.
3.
4. Transition/Cutover 1.
2.
3.
5. Rollout support
1.
2.
3.
6. Other
3.2.8 Support and Maintenance
support and maintenance plan in table format depicting various plans, if multiple are available. Proposer
must identify the different options in the pricing proposal. The County expects this section to include at
minimum:
a. Expected Service Level Agreements (SLAs) post rollout support period (summary format is
required, do not submit long legal documents, the County prefers to see succinct short
descriptions);
b. Support exclusions;
c. Cook County Responsibilities for each of the above;
d. Expected Deliverables in the following format:
Key Activity
7. Expected SLAs

Deliverables

Key

Acceptance Criteria

1.
2.
3.

8. Other
3.2.9 Contract Performance Review and Acceptance
Please limit this response to 5 pages. Proposers should describe all expected contract performance
metrics, an approach to collect and transfer all assets to Cook County, the required key staff to attend
close out session(s), and expected close out activities. This Close out Plan should include each of the
following:
a. List of all expected final documentation and respective acceptance criteria/process;
b. Close out dates, locations and required attendance; include a review session 3 months
after implementation completion;
c. Final Project Lessons Learned review expectations;
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RFP No. 1390-13069

d. Sample documents such as “Declaration of Satisfaction Form” and Project Performance
Ranking forms;
e. Sample Schedule of Performance Credits for failing to meet SLAs (see RTO and RPO
requirements) and project milestones;
f. Procedure to import County data to internal site, and Cook County responsibilities in the
event the County would want to transition to on premise hardware;
g. Vendor Performance Review expectations as follows;
Contract Performance Review Item

Description – acceptance
criteria

Acceptance via

a) Project Goals and Objectives:
a. Define an effective website
communications and service
delivery strategy
b. Define website communications
and service delivery governance;
c. Improve service delivery;
d. Communicate services
effectively;
e. Increase website use by the
community;
f. Increase two-way interaction
with the community;
g. Protect private information;
h. Provide secure data exchange.
b) System Reliability

c) System Scalability

d) System functionality

e) Project Transition

System architecture supports
automatic load balancing,
mirroring, and automatic
failover to backup location.
Initial design efforts can be
replicated anywhere in the
organization (“Design once,
deploy anywhere”).
System requirements
traceability to implemented
functionality, using the SRM as
the basis for PM review.
Vendor submits all acceptance
forms for all deliverables – as
accepted and signed at each

Acceptance Form signed (or
email approved4) by PM and
Project Sponsor
emailed approved) by PM
Form signed by PM and
Director of Application
Development (or emailed
approved)
Acceptance Form signed by
PM and Director of
Application Development (or
emailed approved)
PM (or emailed approved)

PM

4

Email approvals must be formal such as “I agree and approve the attached results,” and not casual or ambiguous in
nature.
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RFP No. 1390-13069

f)

Budget and Schedule

phase, including UAT signed
forms.
Key deliverables were executed
on time and on budget.
Project costs were contained
to/or about the originally
agreed amount. A final report
should be presented for signoff.

Final Report signed by PM

g) Other – please insert

4. Required Proposal Content
4.1

Cover letter

Please limit this to one page. The cover letter must be signed by an authorized representative of the
Proposer. The letter must indicate the Proposer’s commitment to provide the services proposed at the
price and schedule proposed.

4.2

Executive Summary

Please limit this section to 2 pages. The executive summary should include:
a.
b.
c.
d.

Brief project overview;
Key team members and Partners (subcontractors) and respective project alignment;
Organization chart for the project;
Brief statement of your team’s strengths.

4.3

System Solution

This section must address the detail scope requirements in Section 3.1.

4.4

Proposed Project Approach and Implementation Methodology

This section must address the detail scope requirements in Section 3.2.

4.5

Qualifications of the Proposer

a. Proposer must submit two (2) letters of recommendation from similar organizations (multiple
independent websites, one main landing website), other than Cook County, where similar
solutions have been implemented by the Proposer.
b. The Proposer must provide a description of track record including:
Company Profile (Prime only)
History
Number of employees
Number of years in business
List of representative website
implementations (not listed in the
3 references below) or other work
product (such as branding,
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RFP No. 1390-13069

strategy, governance work, etc.).
Please highlight key elements.
Relevant Certifications
Other key information that may
assist the County understand
“track record.”

c. Provide a summary of capabilities and relevant track record for each proposed subcontractor.
d. Provide at least three (3) relevant references for the prime in the required table format below,
preferably with municipal government projects in the following table format. If subcontractors
are fully responsible for key scope categories, provide three (3) references relevant to the work to
be provided in the same format.
Contract/Project Name*
Name of the organization, including website*
Name of the contact person (title, email and
phone number)*
Project dollar value*
Prime or subcontractor?*
Contract Period*
Project Scope (succinct description)*

URL to developed work and description
(highlights) of characteristics. Screenshots
are acceptable only to highlight key
elements*
*Required information

4.6

Subcontracting or teaming and MBE/WBE Participation

The Proposer may be comprised of one or more firms as to assure the overall success of the project. The
firm must present a team chart that clearly identifies each team member (subcontractor or partner) and
specify their role in the project (this should be more detailed than the chart provided in the executive
summary). For each subcontractor, provide the name of the firm(s), level of participation, MBE or WBE if
applicable, the type of services each resource from each firm will provide. For each proposed MBE/WBEcertified firm, provide the appropriate EDS information.
See the MBE/WBE Participation Goals section for required participation.
The Chief Procurement Officer reserves the right to accept or reject any of the team members if in the
Chief Procurement Officer’s sole opinion replacement of the team member, based on skills and
knowledge, is in the best interest of the County.

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RFP No. 1390-13069

4.7

Key Personnel

Provide a chronological resume for each of the key personnel proposed, and related time commitment.
Indicate the level of their commitment to other projects if any.
The Chief Procurement Officer reserves the right to reject any key personnel proposed if it is determined
in the County’s best interest. All key personnel must be totally committed to the project without
competing priorities. The evaluation of proposals includes the qualifications of the personnel proposed;
therefore, Proposers will name key personnel as part of their bid. Key Personnel must not be replaced
during the project without the approval of the Chief Procurement Officer.
The County reserves the right to reject any key personnel proposed if it is determined to be in the
County’s best interest.

4.8

Economic Disclosure Statement

Execute and submit the Economic Disclosure Statement (“EDS”). In the event any further clarification is
required on any of the information provided, the County reserves the right to make any necessary
communication with the Proposer for such purpose. Such communication, if made, may include a
deadline by which time any necessary clarifying information must be submitted.

4.9

Financial Status

Provide the audited financial statements for the last three fiscal years. Include the letter of opinion,
balance sheet, schedules, and related auditor’s notes. These documents should contain sufficient
information to determine the accuracy of Total Assets, Liabilities and Net Revenue for the last 3
consecutive years.

4.10 Legal Actions
Provide a list of any pending litigation in which the Proposer may experience significant financial
settlement and include a brief description of the reason for legal action.
If no Legal actions are identified, simply state “[Company X] has no pending legal actions in which our
firm will experience any significant impact to this contract.”

4.11 Conflict of Interest
Provide information regarding any real or potential conflict of interest. Failure to address any potential
conflict of interest upfront may be cause for rejection of the proposal.
If no conflicts of interest are identified, simply state “[Company X] has no conflict of interest.”

4.12 Insurance Requirements
Prior to contract award, the selected Proposer will be required to submit evidence of insurance in the
appropriate amounts. However, with its Proposal, the Proposer is required to provide a statement on
their company letterhead stating their agreement to meet all insurance requirements by Cook County.
The Insurance Requirements captured in the sample Professional Services Agreement are replaced by the
following:
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RFP No. 1390-13069

1. Workers Compensation and Employers Liability
Workers Compensation Insurance, as prescribed by applicable law, covering all employees who are to
provide a service under this Agreement and Employers Liability coverage with limits of not less than
$500,000 each accident or illness.
2. Commercial General Liability (Primary and Umbrella)
Commercial General Liability Insurance or equivalent with limits of not less than $2,000,000 per
occurrence for bodily injury, personal injury and property damage liability. Coverages must include the
following: All premises and operations, products/completed operations, separation of insureds, defense
and contractual liability (with no limitation endorsement). Cook County is to be named as an additional
insured on a primary, non-contributory basis for any liability arising directly or indirectly from the Services.
Subcontractors performing Services for Proposer must maintain limits of not less than $1,000,000 with the
same terms in this Section 3.6(a)(ii).
3. Automobile Liability (Primary and Umbrella)
When any motor vehicles (owned, non-owned and hired) are used in connection with Services to be
performed, Proposer must provide Automobile Liability Insurance with limits of not less than $1,000,000
per occurrence limit, for bodily injury and property damage. The County is to be named as an additional
insured on a primary, non-contributory basis.
4. Professional Liability/Software Errors and Omissions
Proposer shall secure Professional Liability Insurance covering acts, errors or omissions with limits of not
less than $2,000,000. Coverage must include contractual liability. When policies are renewed or replaced,
the policy retroactive date must coincide with, or precede, start of Services on this Agreement. A claimsmade policy which is not renewed or replaced must have an extended reporting period of 2 years.
Subcontractors performing Services for Proposer must maintain limits of not less than $1,000,000 with the
same terms in this Section 3.6(a)(iv).
5. Privacy & Network Liability
Contractor shall secure Privacy & Network Liability insurance covering any and all claims arising out of the
performance or nonperformance of professional services for the County under this Agreement. This
Privacy & Network Liability insurance shall remain in force for the life of the Contractor’s obligations under
this Agreement, and shall have a limit of liability of not less than $5,000,000 for Privacy Liability, Data
Breach and Network Security Liability with a deductible of not more than $100,000. If any such policy is
written on a claims made form, the retroactive date shall be prior to or coincident with the effective date
of this contract. Claims made form coverage shall be maintained by the Contractor for a minimum of three
years following the expiration or early termination of this contract and the Contractor shall annually
provide the County with proof of renewal.

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RFP No. 1390-13069

Subcontractors performing services for the Contractor must maintain limits of not less than $1,000,000
with the same terms in this section.
If Proposer believes that the limits or insurance coverages required here are not suitable or commercially
available for the proposal in question, then Proposer may propose alternative coverage and limits. Should
Proposer make an alternate proposal to this section’s requirements, then Proposer shall give a detailed
justification and rationale for its alternate coverage or limits. Such justification shall include descriptions
of estimated risk and Proposer’s research of suitable insurance products.
6. Additional Requirements
Proposer must furnish the Office of the Chief Procurement Officer, 118 N, Clark St., Room 1018, Chicago,
IL 60602, original Certificates of Insurance, or such similar evidence, to be in force on the date of this
Agreement, and Renewal Certificates of Insurance, or such similar evidence, if the coverages have an
expiration or renewal date occurring during the term of this Agreement. Proposer must submit evidence
of insurance on the County Insurance Certificate Form (copy attached as Exhibit 3) or equivalent prior to
Agreement award. The receipt of any certificate does not constitute agreement by the County that the
insurance requirements in this Agreement have been fully met or that the insurance policies indicated on
the certificate are in compliance with all Agreement requirements. The failure of the County to obtain
certificates or other insurance evidence from Proposer is not a waiver by the County of any requirements
for Proposer to obtain and maintain the specified coverages. Proposer must advise all insurers of the
provisions in this Agreement regarding insurance. Non-conforming insurance does not relieve Proposer of
the obligation to provide insurance as specified in this Agreement. Nonfulfillment of the insurance
conditions may constitute a violation of this Agreement, and the County retains the right to terminate this
Agreement or to suspend this Agreement until proper evidence of insurance is provided.
The insurance must provide for 60 days prior written notice to be given to the County in the event
coverage is substantially changed, canceled or non-renewed. All deductibles or self-insured retentions on
referenced insurance coverages must be borne by Proposer. Proposer agrees that insurers waive their
rights of subrogation against the County of Cook, its employees, elected officials, agents or
representatives.
The coverages and limits furnished by Proposer in no way limit Proposer’s liabilities and responsibilities
specified within this Agreement or by law. Any insurance or self-insurance programs maintained by the
County of Cook apply in excess of and do not contribute with insurance provided by Proposer under this
Agreement.
The required insurance is not limited by any limitations expressed in the indemnification language in this
Agreement or any limitation placed on the indemnity in this Agreement given as a matter of law.
Proposer must require all Subcontractors to provide the insurance required in this Agreement, or
Proposer may provide the coverages for Subcontractors. All Subcontractors are subject to the same
insurance requirements as Proposer unless otherwise specified in this Agreement. If Proposer or
Subcontractor desires additional coverages, the party desiring the additional coverages is responsible for
its acquisition and cost.
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RFP No. 1390-13069

The County’s Risk Management Office maintains the right to modify, delete, alter or change these
requirements. "Risk Management Office" means the Risk Management Office, which is under the
direction of the Director of Risk Management and is charged with reviewing and analyzing insurance and
related liability matters for the County.

4.13 Pricing Proposal
Submit your price proposal in a separate sealed envelope clearly marked with the RFP number and the
label “Pricing Proposal.” Proposers are required to submit one (1) original and ten (10) copies and two (2)
electronic copies of the pricing proposal in excel format (USB drives). The pricing proposal will include
any supplemental or renewal option period pricing or schedules offered by the Proposer.
Proposers should include elements or references to the pricing proposal only in this section and separate
the pricing proposal according to the Instructions above.
The County makes no guarantee that the services or products identified in this RFP will be required.
The Proposer must provide sufficient pricing details to permit the County to understand the basis for the
proposal.
The County is neither obligated to purchase the full quantities proposed by the Proposer, nor to enter into
an agreement with any one Proposer.

4.14 Contract
A sample Professional Services Agreement is available in the “Doing Business with Cook County” website.
Execution of the Contract is not required at the time the qualifications are submitted. These are Cook
County’s Standard Terms and Conditions.
In the event you disagree with the Contract provisions, submit any exceptions to the standard contract
and include the rationale for taking the exception. If you are proposing alternate language, please include
the language for consideration.

4.15 Other
Submit any information the Proposer deems pertinent to demonstrate its qualifications to perform the
services being requested such as memberships in any professional associations.

Page 45 of 55

Request for Proposal (RFP) No. 1390-13069 for Cook County Website Implementation, Branding, and Governance

Request for Proposal (RFP) No. 1390-13069 for Cook County Website Implementation, Branding, and Governance

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Request for Proposal (RFP) No. 1390-13069 for Cook County Website Implementation, Branding, and Governance