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![Cook County Government
Cook County Website Implementation, Branding, and Governance
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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Uploaded byDaniel X. O'Neil
Request for Proposal (RFP) No. 1390-13069 for Cook County Website Implementation, Branding, and Governance
Cook County issued RFP No. 1390-13069 for website implementation, branding, and governance, with proposals due by December 13, 2013. The purpose of the RFP is to improve service delivery to the county's residents by proposing solutions aligned with best practices for website implementation. The county plans to award a contract of up to five years, including options for extensions, to support the long-term needs of its website infrastructure.
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Request for Proposal (RFP) No. 1390-13069 for Cook County Website Implementation, Branding, and Governance
- 1. COOK COUNTY GOVERNMENT Officeof 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 ___________________________________________________________________________________
- 2. 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
- 3. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Page 3 of 55
- 4. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Page 4 of 55
- 5. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Page 5 of 55
- 6. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 6 of 55
- 7. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 7 of 55
- 8. Cook County Government CookCounty Website Implementation, Branding, and Governance 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) Page 8 of 55
- 9. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Links out to separate site 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 Page 9 of 55
- 10. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 Request for Advisory Opinion or Investigation Board of Review Board of Review Reference Page Links out to separate site 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 Links out to separate site 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 Page 10 of 55
- 11. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Links out to separate site http://www.cookcountycourt.org/ Reference Page Links out to separate site http://www.cookcountyclerk.com/ Reference Page Links out to separate site 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 Links out to separate site http://www.cookcountyhealth.net/ 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 Page 11 of 55
- 12. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 m/il/co/cook/revenue/highway Maintenance District Offices Permits Ordinance link Payments Link Municode https://paymentsolutions.lexisnexis.co 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 2. Embedded Social Media: 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
- 13. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 2. Embedded Social Media: a. Google Translate Appliance 3. Budget Registration for Newsletter 4. Login services 5. Mobile Emulator Reference Page Links out to separate site http://fpdcc.com/ Vanity URL http://cookcountyil.gov/GIS Links to applications http://cookviewer1.cookcountyil.gov/js viewer/index.html https://secure.cookcountyil.gov/gis/ind ex.php?cPath=0 http://cookviewer1.cookcountyil.gov/js viewer/cookFac/cookFac2.html http://cookviewer1.cookcountyil.gov/js viewer/hwy/project.html http://cookviewer2.cookcountyil.gov/h wyJurisdiction/index.html http://cookviewer1.cookcountyil.gov/js 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
- 14. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Links out to separate site 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 Links out to separate site 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
- 15. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Page 15 of 55
- 16. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Frequently Asked Questions 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 Page 16 of 55
- 17. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Links out to separate site http://www.cookcountyhealth.net/ Embedded application – Check Register County FOIA People Section part of current site structure, not necessarily in 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
- 18. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Links out to separate site http://cookcountyhealth.net 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 Frequently Asked Questions Page 18 of 55
- 19. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 Employment with the Public Defender Related Links Juvenile Court Public Guardian Public Guardian Link out to separate site http://www.publicguardian.org/ Public Health, Department of Public Health, Department of Link out to separate site http://www.cookcountypublichealth.or g/ Link out to separate site 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
- 20. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 https://paymentsolutions.lexisnexis.co m/il/co/cook/revenue/childadvocacy https://paymentsolutions.lexisnexis.co m/il/co/cook/revenue/cigarette https://revenue.cookcountyil.gov/pwe/ https://paymentsolutions.lexisnexis.co m/il/co/cook/revenue/usetax https://paymentsolutions.lexisnexis.co m/il/co/cook/revenue/vehicle Link out to separate site but the content in this website is in scope for consolidation with the main website. http://cookcountyrisk.com Reference Page Links out to separate site 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 Links out to separate site http://cookcountysheriff.org/ Reference Page Links out to separate site http://statesattorney.org/ Stroger, Jr. (John H.) Hospital of Page 20 of 55
- 21. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 Cook County Stroger, Jr. (John H.) Hospital of Cook County Reference Page Links out to separate site http://cookcountyhealth.net Technology, Bureau of Bureau of Technology Technology Policy and Planning IT Solutions and Services Geographic Information Systems Job Postings Topics Section part of current site structure, not necessarily in scope. Need vendor recommendation. Topics Courts/Safety Health Land/Property Jobs Treasurer's Office Treasurer's Office Link out to separate site 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 Page 21 of 55
- 22. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Page 22 of 55
- 23. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Page 23 of 55
- 24. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 24 of 55
- 25. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 25 of 55
- 26. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 26 of 55
- 27. Cook County Government CookCounty Website Implementation, Branding, and Governance 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, Page 27 of 55
- 28. Cook County Government CookCounty Website Implementation, Branding, and Governance 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; Page 28 of 55
- 29. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 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. Page 29 of 55
- 30. Cook County Government CookCounty Website Implementation, Branding, and Governance 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): Page 30 of 55
- 31. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 31 of 55
- 32. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 32 of 55
- 33. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Personnel/Responsibility 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 Page 33 of 55
- 34. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 34 of 55
- 35. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 35 of 55
- 36. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Personnel/Responsibility 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) Please limit this response to 3 pages. Proposers should provide a detailed description of the proposed 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). The County expects this section to include at minimum: Page 36 of 55
- 37. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Personnel/Responsibility Acceptance Criteria 1. 2. 3. 1. 2. 3. 1. 2. 3. 16. Other key tasks 3.2.7 Knowledge Transfer, Training and Transition (Cutover) Please limit this response to 5 pages. Proposers should provide a detailed description of the proposed 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. The County expects this section to include at minimum: 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 Personnel/Responsibility Acceptance Criteria 1. 2. 3. Page 37 of 55
- 38. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Please limit this response to 5 pages. Proposers should provide a detailed description of the proposed 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 Personnel/Responsibility 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; Page 38 of 55
- 39. Cook County Government CookCounty Website Implementation, Branding, and Governance 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 Acceptance Form signed (or emailed approved) by PM Acceptance Form signed (or emailed approved) by PM Acceptance Form signed (or emailed approved) by PM Acceptance Form signed (or emailed approved) by PM Acceptance Form signed (or emailed approved) by PM Acceptance Form signed (or emailed approved) by PM Acceptance Form signed (or 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) Acceptance Form signed by PM (or emailed approved) Acceptance Form signed by PM 4 Email approvals must be formal such as “I agree and approve the attached results,” and not casual or ambiguous in nature. Page 39 of 55
- 40. Cook County Government CookCounty Website Implementation, Branding, and Governance 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, Page 40 of 55
- 41. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 41 of 55
- 42. Cook County Government CookCounty Website Implementation, Branding, and Governance 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: Page 42 of 55
- 43. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 43 of 55
- 44. Cook County Government CookCounty Website Implementation, Branding, and Governance 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. Page 44 of 55
- 45. Cook County Government CookCounty Website Implementation, Branding, and Governance 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
- 46. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 5. Evaluation and Selection Process 5.1 Responsiveness Review County personnel will review all proposals to ascertain that they are responsive to all submission requirements. 5.2 Acceptance of Proposals The Chief Procurement Officer reserves the right to reject any or all Proposals or any part thereof, to waive informalities, and to accept the Proposal deemed most favorable to The County. 5.3 Evaluation Process An evaluation committee comprised of Cook County personnel will evaluate all responsive proposals in accordance with the evaluation criteria detailed below. This evaluation process may result in a shortlist of proposals. The evaluation committee, at its option, may request that all or shortlisted Proposers make a presentation and engage in proactive pricing feedback, submit clarifications, schedule a site visit of their premises (as appropriate), provide a best and final offer, provide additional references, respond to questions, or consider alternative approaches. 5.4 Right to Inspect The County reserves the right to inspect and investigate thoroughly the establishment, facilities, equipment, business reputation, and other qualification of the Proposer and any proposed subcontractors and to reject any Proposal regardless of price if it shall be administratively determined that in the County’s sole discretion the Proposer is deficient in any of the essentials necessary to assure acceptable standards of performance. Cook County reserves the right to continue this inspection procedure throughout the life of the Contract that may arise from this RFP. 5.5 Best and Final Offer The County reserves the right to request a Best and Final Offer from finalist Proposer(s), if it deems such an approach necessary. In general, the Best and Final Offer will consist of updated costs as well as answers to specific questions that were identified during the evaluation of Proposals. If the County chooses to invoke this option, Proposals will be re-evaluated by incorporating the information requested in the Best and Final Offer document, including costs, and answers to specific questions presented in the document. The specific format for the Best and Final Offer would be determined during evaluation discussions. Turnaround time for responding to a Best and Final Offers document is usually brief (i.e., five (5) business days). 5.6 Selection Process Upon review of all information provided by shortlisted Proposers, the evaluation committee will make a recommendation for selection to the Chief Procurement Officer for concurrence and submission to the County elected officials. The County reserves the right to check references on any projects performed by the Proposer whether provided by the Proposer or known by the County. The selected proposal will be submitted for approval to the Cook County Board. Cook County intends to select a proposal that best Page 46 of 55
- 47. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 meets the needs of the County and provides the best overall value. Upon approval of the selected Proposer, a contract will be prepared by the County and presented to the Selected Proposer for signature. Cook County intends to select a firm that best meets the needs of the County. Pursuant to Section 34-123 of the Cook County Procurement Code, all negotiated contracts over $150,000 are subject to the approval of the Cook County Board of Commissioners, which may accept or reject any proposed Contract at its sole discretion. 6. Evaluation Criteria 6.1 Responsiveness of Proposal Proposals will be reviewed for compliance with and adherence to all submittal requirements requested in this RFP. Proposals which are incomplete and missing key components necessary to fully evaluate the Proposal may, at the discretion of the CPO, be rejected from further consideration due to “NonResponsiveness” and rated Non-Responsive. The County at its discretion may wave non-material omissions or provide an opportunity to cure. 6.2 Technical Proposal Proposals will be reviewed and selected based on the following criteria. These criteria represent 70% of the scorecard. A. B. C. Ability to achieve the County’s business goals, objectives and Scope of Services described in this RFP, mainly, i. Clarity of the proposed implementation methodology, describing key steps and deliverables per phase along with related acceptance criteria and due dates. This section will take into account the feasibility of the proposed timeline (and related phases); ii. Functionality, innovation and usability, of the prosed solution based on concise narrative, screenshots of existing solutions and proposed prototypes in direct correlation with the System Requirements Matrix (SRM); iii. Scalability, reliability, and stability of the prosed solution based on concise narrative, screenshots, diagrams, and prototypes addressing the System Solution section; iv. Proposed Contract Performance Metrics as demonstrated in concise narrative in the Contract Performance Review and Acceptance Section; v. Quality of the response (written and demonstrated) as demonstrated by the Proposer’s response and demonstration structure. Proposer must adhere to the required format. Qualifications and experience of the Proposer to successfully perform and provide the services described in this RFP, as evidenced by the successful implementation of similar projects in large complex public organizations such as County government, municipalities or other similar institutions; Qualifications and experience of the proposed key personnel as evidenced by relevant experience; Page 47 of 55
- 48. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 6.3 Reasonableness of Overall Price Price will be evaluated separately for overall reasonableness and competitiveness. This criterion represents 30% of the score. 6.4 Other Qualitative Criteria The CPO may at her own discretion reject a proposal from further consideration due to “NonResponsiveness,” if a proposal does not completely address the following: 6.4.1 6.4.2 6.4.3 6.4.4 6.4.5 6.4.6 6.4.7 MWBE Utilization Plan; Financial Statements; Legal Actions; Conflict Interest; Contract Terms and Conditions; References; Addenda acknowledgement (See Addenda Section). 7. Submittal Requirements 7.1 Number of Copies Proposers are required to submit one (1) original and ten (10) electronic copies no later than the time and date indicated in the RFP (USB only please). The original should be clearly marked “original.” NOTE: the pricing proposal must be submitted in excel format and hard copies in a separate envelop. 7.2 Time for submission Proposals shall be submitted no later than the date and time indicated for submission in this RFP. Late submittals may not be considered. 7.3 Format Proposals should be submitted in 3-ring binders only. Material should be organized following the order of the Required Proposal Content Section separated by labeled tabs. Expensive paper and bindings are discouraged since no materials will be returned. 7.4 Complete submission Proposers are advised to carefully review all the requirements and submit all documents and information as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed non responsive. Non responsive proposals will not be considered. 7.5 Packaging and Labeling The outside wrapping/envelope shall clearly indicate the RFP Title and date and time for submission. It shall also indicate the name of the Proposer (except for Section 2.1 which requires a pseudonym). The Price Proposal shall be submitted in a separate sealed envelope. The envelope shall clearly identify the content as “Price Proposal”. All other submission requirements shall be included with the Technical Proposal. Page 48 of 55
- 49. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 7.6 Timely delivery of Proposals The Proposal, including the Technical Proposal, and the Pricing Proposal must be either delivered by hand or sent to Cook County, Office of the Chief Procurement Officer through U.S. Mail or other available courier services to the address shown on the cover sheet of this RFP. Include the RFP number on any package delivered or sent to the County, Office of the Chief Procurement Officer and on any correspondence related to the Proposal. If using an express delivery service, the package must be delivered to the designated building and office. Packages delivered by express mail services to other locations might not be re-delivered in time to be considered. 7.7 Late Proposals The Proposer remains responsible for ensuring that its Proposal is received at the time, date, place, and office specified. The County assumes no responsibility for any Proposal not so received, regardless of whether the delay is caused by the U.S. Postal Service, the County Postal Delivery System, or some other act or circumstance. 7.8 Schedule of Revisions to RFP Schedule Should the Proposer consider that changes in the County’s RFP schedule are required; the Proposer shall submit a revised summary schedule with an explanation for the revision for the County’s review. The County will be under no obligation to accept revised schedules. 8. Instructions to Proposers 8.1 Instructions This RFP provides potential Proposers with sufficient information to enable them to prepare and submit proposals. This RFP also contains the instructions governing the submittal of a proposal and the materials to be included therein, including the County requirements, which must be met to be eligible for consideration. All proposals must be complete as to the information requested in this RFP in order to be considered responsive and eligible for award. Proposers providing insufficient details will be deemed nonresponsive. The County is not obligated, neither to purchase the full services or products proposed by the Proposer, nor to enter into an agreement with any one Proposer. 8.2 Availability of Documents The County will publish their competitive bid, RFP, and other procurement notices, as well as award information, at: http://legacy.cookcountygov.com/purchasing/proposals.html Interested suppliers should note that, unless otherwise stated in the bid or RFP documents, there is no charge or fee to obtain a copy of the bid documents and respond to documents posted for competitive solicitations. Proposers intending to respond to any posted solicitation are encouraged to visit the web site above to ensure that they have received a complete and current set of documents. Some procurement notices may provide a downloadable version of the pertinent documents and any amendments to them, available to suppliers after they have completed a simple registration process. Additionally, some notices may permit a supplier to submit a response to a posted requirement in an electronic format. Page 49 of 55
- 50. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 Any Proposers receiving a copy of procurement documents from a bid referral service and/or other third party are solely responsible for ensuring that they have received all necessary procurement documentation, including amendments and schedules. The County is not responsible for ensuring that all or any procurement documentation is received by any Proposer that is not appropriately registered with Cook County. 8.3 Pre-proposal Conference The County will hold a Pre-Proposal conference on the date, time and location indicated on the cover page. Representatives of the County will be present to answer any questions regarding the goods or services requested or proposal procedures. Prospective Proposers should respond to the contact person listed on the front cover of the RFP at least one day prior to the Pre-Proposal Conference to confirm participation and number of representatives attending the meeting. Attendees are encouraged to bring a copy of the RFP to the Pre-Proposal conference. 8.4 Special Access to the Pre-Proposal Conference (As applicable) If special accommodations are required for Proposer to attend the Pre-Proposal Conference or the proposal opening, contact the contact person listed on the front cover of this RFP via email or by phone no later than three (3) days before the event. 8.5 Clarifications Questions regarding this RFP will be submitted in writing to the contact person listed on the cover page of this RFP no later than the date stated in the Schedule. Proposer must submit questions in the following format: No. Vendor Question RFP Section – if any 1 8.6 Delivery of Proposal Package The Proposal and the Pricing Proposal will be either delivered by hand or sent to the County, Office of the Chief Procurement Officer through U.S. Mail or other available courier services to the address shown on the cover sheet of this RFP. Include the RFP number on any package delivered or sent to the County Office of the Chief Procurement Officer and on any correspondence related to this RFP or the Proposal. The Proposer remains responsible for insuring that its Proposal is received at the time, date, place, and office specified. The County assumes no responsibility for any Proposal not so received, regardless of whether the delay is caused by the U.S. Postal Service, any other carrier, or some other act or circumstance. Proposals received after the time specified will not be considered. If using an express delivery service, the package must be delivered to the designated building and office and not to the County Central Receiving facilities. Page 50 of 55
- 51. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 8.7 Uniformity To provide uniformity and to facilitate comparison of Proposals, all information submitted must clearly refer to the page number, section or other identifying reference in this RFP. All information submitted must be noted in the same sequence as its appearance in this RFP and the format required for the pricing proposal. The County reserves the right to waive minor variances or irregularities. 8.8 Proposal Material The Proposal material submitted in response to the RFP becomes the property of Cook County upon delivery to the Office of the Chief Procurement Officer and will be part of any contract formal document for the goods or services which are the subject of this RFP. 8.9 Addenda Should any Proposer have questions concerning conditions and specifications, or find discrepancies in or omissions in the specifications, or be in doubt as to their meaning, they should notify the Office of the Chief Procurement Officer no later than the date stated on the schedule and obtain clarification prior to submitting a Proposal. Such inquires must reference the proposal due date and the County RFP number. Any clarification addenda issued to Proposer prior to the Proposal due date shall be made available to all Proposers. Since all addenda become a part of the Proposal, all addenda must be signed by an authorized Proposer representative and returned with the Proposal on or before the Proposal opening date. Failure to sign and return any and all addenda acknowledgements shall be grounds for rejection of the Proposal. Interpretations that change the terms, conditions, or specifications will be made in the form of an addendum to the solicitation by the County. If issued, the County will post the addenda on the county website: http://legacy.cookcountygov.com/purchasing. In the event there are any conflicts between the general terms and conditions and any special terms and conditions, the special terms and conditions shall take precedence. 8.10 Proposer’s Responsibility for Services Proposed The Proposer must thoroughly examine and will be held to have thoroughly examined and read the entire RFP document. Failure of Proposers fully to acquaint themselves with existing conditions or the amount of work involved will not be a basis for requesting extra compensation after the award of a Contract. 8.11 Errors and Omissions The Proposer is expected to comply with the true intent of this RFP taken as a whole and shall not avail itself of any errors or omission to the detriment of the services or the County. Should the Proposer suspect any error, omission, or discrepancy in the specifications or instructions, the Proposer shall immediately notify the County in writing, and the County will issue written corrections or clarifications. The Proposer is responsible for the contents of its Proposals and for satisfying the requirements set forth in the RFP. Proposer will not be allowed to benefit from errors in the document that could have been reasonably discovered by the Proposer in the process of putting the proposal together. Page 51 of 55
- 52. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 8.12 RFP Interpretation Interpretation of the wording of this document shall be the responsibility of the County and that interpretation shall be final. 8.13 Confidentiality and Response Cost and Ownership From the date of issuance of the RFP until the due date, the Proposer must not make available or discuss its Proposal, or any part thereof, with any employee or agent of the County. The Proposer is hereby warned that any part of its Proposal or any other material marked as confidential, proprietary, or trade secret, can only be protected to the extent permitted by Illinois Statutes. 8.14 Use of Subcontractors The Proposal must clearly state the identity of each team member and their role. The Proposer’s response must include a description of which portion(s) of the work will be subcontracted out, the names and addresses of potential Subcontractors and the expected amount of money each will receive under the Contract. The County reserves the right to accept or reject any subcontractor if in the County’s sole opinion it is in the best interest of the County. 8.15 MBE/WBE Participation Goals Consistent with Cook County, Illinois Code of Ordinances (Article IV, Section 34-277), the County has established a goal that MBE/WBE firms retained as subcontractors receive a minimum 35% participation. In an effort to continue to promote and expand the participation of certified MBE/WBE firms, the Proposer shall make good faith efforts to utilize MBE/WBE certified firms as subcontractors. In its response, a Proposer shall state the name(s) of the minority and women subcontractor(s) and the level of participation proposed for each firm to be awarded a subcontract. In the event that the Proposer does not meet the MBE/WBE participation goal stated by the County for this procurement, the Proposer must nonetheless demonstrate that it undertook good faith efforts to satisfy the participation goal. Evidence of such efforts may include, but shall not be limited to, documentation demonstrating that the Proposer made attempts to identify, contact, and solicit viable MBE/WBE firms for the services required, that certain MBE/WBE firms did not respond or declined to submit proposals for the work, or any other documentation that helps demonstrate good faith efforts. Failure by the Proposer to provide the required documentation or otherwise demonstrate good faith efforts will be taken into consideration by the County in its evaluation of the Proposer’s responsibility and responsiveness. 8.16 Proposer’s Disclosure and Conflict of Interest The Proposer must complete and return the enclosed "Economic Disclosure Statement & Forms" along with their proposal. In the event that further clarification is required on any of the information provided, the County reserves the right to make any necessary inquiry with a Proposer for such purpose. Such inquiry, if made, may include a deadline by which time any necessary clarifying information must be submitted. Page 52 of 55
- 53. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 8.17 Cook County RFP Form All Proposers will use this solicitation form for submitting their proposal. Variations or exceptions from the specifications and general conditions should be submitted in writing. Such variations or exceptions may be considered in evaluating the offers received. Any exception taken must be noted in the space provided within this solicitation. Failure to comply with this requirement may cause a Proposer’s proposal to be considered "nonresponsive." 8.18 Pricing All price and cost information requested in this solicitation should be provided by the Proposer. While price is a factor in the evaluation of responses received, the relevant importance of price may vary based on the nature of the purchase and the related significance of other criteria as may be expressed elsewhere in this solicitation. In evaluating price, the County may give consideration to all cost of ownership factors relevant to determine the total final cost to the County, including but not limited to: administrative cost of issuing multiple awards. The County will be the sole determinant of the relevant and appropriate cost factors to be used in evaluating any Base or Alternate offers and/or Options. 8.19 Period of Firm Proposal Prices for the proposed service must be kept firm for at least one hundred and twenty (120) days after the last time specified for submission of Proposals. Firm Proposals for periods of less than this number of days may be considered non-responsive. The Proposer may specify a longer period of firm price than indicated here. If no period is indicated by the Proposer in the Proposal, the price will be firm until written notice to the contrary is received from the Proposer, unless otherwise specified in this RFP. 8.20 Awards The County may, at its discretion evaluate all responsive Proposals. The County reserves the right to make the award on an all or partial basis or split the award to multiple Proposers based on the lowest responsible Proposers meeting the specifications, terms and conditions. If a split award impacts the outcome of the project it must be so stated in the proposal. 8.21 Cook County Rights The County reserves the right to reject any and all offers, to waive any informality in the offers and, unless otherwise specified by the Proposer, to accept any item in the offer. The County also reserves the right to accept or reject all or part of your Proposal, in any combination that is economically advantageous to Cook County. 8.22 Alteration/Modification of Original Documents The Proposer certifies that no alterations or modifications have been made to the original content of this Bid/RFP or other procurement documents (either text or graphics and whether transmitted electronically or hard copy in preparing this proposal). Any alternates or exceptions (whether to products, services, terms, conditions, or other procurement document subject matter) are apparent and clearly noted in the offered proposal. Proposer understands that failure to comply with this requirement may result in the proposal being disqualified and, if determined to be a deliberate attempt to misrepresent the proposal, Page 53 of 55
- 54. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 may be considered as sufficient basis to suspend or debar the submitting party from consideration from future competitive procurement opportunities. 8.23 Recycling Packaging which is readily recyclable, made with recyclable materials, and designed to minimize potential adverse effects on the environment when disposed of by incineration or in a landfill is desired to the extent possible. Product(s) offered which contain recycled materials may be acceptable provided they meet all pertinent specifications and performance criteria outlined in this RFP. If the product(s) offered are manufactured utilizing recycled materials, identify the percentage composition and nature of the recycled content within. Appendix I (System Requirements Matrix) Please rank your proposed solution on the electronic file provided. All designated cells (blue) should have a number from 1 to 5. The System Requirements Matrix must be returned in electronic format. Appendix II - Quick Payment Discounts Cook County continues to work hard to reduce budgets, engage in strategic sourcing, and streamline internal processes. Consequently, Cook County has initiated a Quick Payment program. The Quick Payment program provides a benefit to both Cook County and the vendor community. The County will be able to purchase goods and services in a timelier manner while improving vendor relations. Vendors will benefit from reduced collection periods and improved capital charges. This will allow the vendor community to also reduce opportunity costs and improve strategic planning capabilities. In the chart below please provide the quick payment discounts your company is willing to offer. For information purposes only. Quick Payment Discounts 1 What payment terms would your company propose for this program? 2 Is there a quick payment discount that your company would be willing to offer? If so, please provide details PAYMENT TERMS (IN DAYS) % DISCOUNT NET 30 NET 20 OTHER Page 54 of 55
- 55. Cook County Government CookCounty Website Implementation, Branding, and Governance RFP No. 1390-13069 Appendix III (Cook County Sample Contract Terms and Conditions) A sample Instructions to Bidder and Contact General Conditions is available in the “Doing Business with Cook County” website. Page 55 of 55