Request for Proposals RRPDC RFP #17-3 Website Development Services

Transcription

1 Request for Proposals RRPDC RFP #17-3 Website Development Services Submission Deadline: Thursday, March 9 before 4:30 p.m. Anticipated RFP Schedule: Request for Proposal issued: Thursday, February 9 DEADLINE to submit questions: Pre-proposal conference to answer questions: Notes from pre-proposal conference and answers to questions posted online: DEADLINE for proposals to be delivered by: Finalists interviewed (if necessary): Contract negotiations: Date of award: Tuesday, February 22 before 10:00 a.m. Friday, February 24 10:00 a.m. Tuesday, February 28 before 10:00 a.m. Thursday, March 9 before 4:30 p.m. March April May June Invitation: The Richmond Regional Planning District Commission (RRPDC) invites all qualified offerors to submit a proposal for the strategy, design, and support services requisite to develop a new website to replace the website located at This solicitation is released with the expectation of identifying a contractor to execute the website development services described herein. Solicitation of this RFP is not binding. RRPDC reserves the right to postpone or cancel this project based on review of the quality of and costs identified by the proposals received. page 1 of 24

2 Submissions and Questions: Proposals will be received by the RRPDC by both postal and electronic mail. (Proposals will not be accepted in facsimile form.) All information received in response to this request that is marked Proprietary will be handled accordingly. Responses to the Request will not be returned. Full submission requirements and instructions are detailed in Section 5 herein. Questions concerning this Request for Proposal should be directed to Mr. Chuck Gates, Deputy Executive Director, at (804) or richmondregional.org. All questions from prospective offerors and answers regarding this proposal will be posted on the RRPDC s website at where prospective offerors will also find links to background information about the RRPDC. By: [SIGNED] Date: February 9, 2017 Peter Sweetland Director of Finance Contents: 1. Introduction Preliminary Project Timeline Client: RRPDC Partner Organization: RRTPO Current Website Status Project vision and objectives Project Vision Project Goal Project Objectives Website Purpose Implementation Approach and Expectation of Guidance Project Deliverables Features and Functionality Content Management System Features Required Functions Highly-Desired Functions Available Resources RRPDC Project Manager RRPDC Project Team Content Curation and Generation Content Format Questions and Pre-Proposal Conference Changes Only by Addendum Questions Pre-Proposal Conference Evaluation, Interviews, and Award Evaluation and Basis for Award Short List and Interviews Negotiations Terms and Conditions RFP Award Contract Termination Certifications by Vendor General Terms and Conditions Legal Terms and Conditions Hold Harmless Clause Indemnification Non-Discrimination Civil Rights Requirements Proposal Submissions Introduction and Qualifications Scope of Work Acknowledgements Submission Format and Deadline page 2 of 24

3 1. Introduction 1.1. Preliminary Project Timeline All dates identified below are soft deadlines and may be modified by the client according to budgetary, project, or other demands. Notice to Proceed (anticipated): Goal delivery for client testing: Goal launch: July 3 months following Notice to Proceed 4 months following Notice to Proceed 1.2. Client: RRPDC The RRPDC is an intergovernmental agency that facilitates collaboration among the nine local jurisdictions in the Richmond region. The RRPDC provides planning assistance, regional transportation planning and programming, and demographic, economic, and geographic information services. Under contract, the RRPDC also provides staffing services for individual regional organizations. The RRPDC s major objectives are to: identify issues and opportunities of an interjurisdictional nature; establish plans and policies for addressing those regional issues; identify ways and means for state and local governments and the private sector to implement programs; promote cooperation among state and local governments; and provide technical assistance and information services to its member jurisdictions. The RRPDC board is comprised of elected officials and citizens who address mutual problems and develop solutions for the local governments which benefit from intergovernmental cooperation. Additional information including the RRPDC s Charter and Bylaws is available at or by contacting the organization directly at the address included in this solicitation. RRPDC Purpose The purpose of the COMMISSION shall be to promote the orderly and efficient development of the physical, social, and economic elements of the Planning District by planning, encouraging, and assisting governmental subdivisions to plan for the future. RRPDC Mission Statement To strengthen the quality of life throughout the Richmond region by serving as a regional forum of member local governments to address issues of regional significance, providing technical assistance to localities, and promoting and enhancing the collective consensus on the economic, transportation, social, environmental, and demographic interests of the region Partner Organization: RRTPO The RRPDC provides staffing services to the Richmond Regional Transportation Planning Organization (RRTPO), the federally-designated forum for regional transportation decision-making, planning, and programming. The RRTPO Policy Board is the only transportation body in the Richmond region that includes elected officials from all nine of the Region s localities. Policymakers from regional, state, and federal transportation agencies also sit on the board. page 3 of 24

4 RRTPO Mission Statement To serve as the federal and state designated regional transportation planning organization that serves as the forum for cooperative transportation decision-making to assure excellence in mobility and safety within and through the Richmond region Current Website Status The current is the online home of the RRPDC and organizations contracting with the RRPDC for staffing purposes are represented by pages located in subfolders under the RRPDC hierarchy (e.g., the RRTPO is represented online at The current website operates on the FrontPage 2003 platform and relies on archaic design techniques (e.g., HTML tables) and content practices (PDFs). The platform and workflow limitations inhibit the ability to utilize the website as an effective communications and public relations tool. An opportunity exists to develop a redesigned website that enhances RRPDC s presence and aligns functionally, intuitively, and visually with the quality of work the agency seeks to uphold. Although a basic sitemap of the current website can be downloaded from the RRPDC is not committed to any content, framework, or hierarchy of the existing site. Proposals to modernize the website should not be hindered by any limitations to the existing design, strategy, or work flow. 2. Project vision and objectives The purpose of this solicitation is to solicit proposals for the strategic redesign and development of RRPDC s website at The new website should be a complete and total redesign. The RRPDC is not committed to any of the infrastructure, graphics, site map, or hierarchy of the existing website. Proposals should demonstrate a progressive design, which also supports our mission and objectives Project Vision An intuitive, flexible, and informative website with a simple content management system is vital to the RRPDC operations on both the project and organizational level. The vision of this project is to completely modernize the RRPDC s approach to the website s presentation, interaction, customer experience, development, content, and maintenance. The redesigned website should be: simple, user-friendly, and intuitive for both the reader and the content generator; secure and reliable; visually pleasing; quick to load and operate; accessible to a diverse array of stakeholders, including those with disabilities or otherwise disadvantaged; optimized for search engine recognition and ranking; and responsive and supportive of all popular browsers and operating systems Project Goal In the past, has been the online home of the RRPDC, while organizations contracting with the RRPDC for staffing purposes have been represented with pages buried under the RRPDC hierarchy. As of the date of this RFP, the RRPDC maintains a pseudo-site for the RRTPO as a subfolder of the RRPDC website (see page 4 of 24

5 It is the goal of this project to fundamentally change that representation. Through this RFP and the redesign project itself, the RRPDC is seeking a way to better represent and integrate the organizations to which the RRPDC provides staffing services Project Objectives The new site should: be hosted remotely or in the cloud (must be within the United States); utilize a robust, easy-to-use content-management system (CMS) to empower multiple RRPDC staff members to author, post, and publish content to the site in a simple, intuitive, effective, and consistent manner; establish a resilient framework that will enable RRPDC to maintain and support the site and keep pace with and, where applicable, incorporate emerging technologies; ensure that the framework and architecture are created with a modular approach in mind; implement the best long-term design solution, not the easy, short-term solution; feature a user-centric UX/UI design that prioritizes performance and ease of use while also supporting RRPDC branding; display correctly in all major browsers and behave responsively according to industry best practices for use on varying sizes of screens and devices; provide value to stakeholders through simple and accessible tools in a modular approach that enables customization, scalability, and flexibility; effectively deliver content to the unique needs of those with disabilities or otherwise disadvantaged; ensure that the site is setup to listen to user feedback and provide a framework for continually improving the site and engagement of RRPDC s users; and be tested for quality assurance across standard platforms, browsers, operating systems, and devices. The website shall be built upon a content management system (CMS) and template that: aligns with the RRPDC s values and character of the agency both visually and informationally; empowers staff to author and post content in a simple and effective manner; provides robust metrics regarding traffic and activity; integrates and formalizes the use of social networking tools; delivers a wide variety of content to a diverse array of stakeholders; improves the information architecture that supports easy navigation to key services or pages; and expands the information, data, and services the RRPDC offers online to its member localities, partnering organizations, and the region s residents Website Purpose The primary purposes of the new website will be: provide a single place to disseminate news, activities, program updates, and meeting information pertinent to the Richmond region and the nine localities therein; provide general information about the RRPDC and RRTPO; and showcase the work of the RRPDC and RRTPO, especially through interactive display of presentations, maps, and data; and seeking and collecting public comment on projects and initiatives. Potential purposes that may be considered for addition in the future may include: creating an online database of projects in the region; receiving project applications for funding; and page 5 of 24

6 streaming audio & visual from public meetings Implementation Approach and Expectation of Guidance Anticipated approach As part of the redesign outlined in this RFP, it is anticipated that will be converted into a portal for regional information and activity with subdomains for each of the partner organizations served by the staff of the RRPDC. The page will act as a centralized landing place where visitors may learn about items of interest to the region, as well as gain direct access to two separate sub-sites representing the RRPDC and RRTPO on equal footing. It is intended that the primary deliverable for this RFP is the design and implementation of a unique website template that can serve as the foundation of design for creating multiple sub-sites housed under one domain. Each of the subdomain sites would serve as the home page for separate, yet partnering, regional organizations (e.g., RRTPO). The template should be designed in such a way as to allow simple modifications (i.e., color schemes or fonts) for each subdomain site in order to communicate that the layout and framework demonstrate the close relationship of the organization to its partner organizations, while the modified color schemes indicate the organization s independence. This RFP is written with the intention that the sub-sites will all reside within the domain, but occupy separate subdomains (i.e., rrpdc.richmondregional.org and rrtpo.richmondregional.org). It is intended that each sub-site will be accessible by unique URLs for each organization that will redirect visitors to the relevant sub-domain. The design should also be capable of accommodating the creation of additional sub-sites should the need arise in the future. richmondregional.org general information applicable to all subdomain organizations rrpdc.richmondregional.org rrtpo.richmondregional.org example.richmondregional.org Expectation of Expert Counsel and Guidance The RRPDC is not committed to the plans outlined above for achieving the goal of better representing and integrating the sister organizations to which the RRPDC provides staffing services. Offerors responding to this RFP are encouraged to comment or advise on the plans outlined above and how they may or may not achieve the desired vision, goal, and design objectives. Throughout the project, the contractor will be expected to use their expertise and knowledge to do more than simply execute the vision and directives outlined by the RRPDC s project manager. The contractor will be expected to offer its counsel and guidance, and even to express concerns when necessary, to achieve the RRPDC s vision and goals Project Deliverables A uniquely-designed template to be used to populate and maintain the website. A style guide with graphic design standards for fonts, colors, and digital images. Full redirect of current website to new website, including any applicable hosting changes, functionality and link testing, Google Analytics set-up, and 404 redirects. page 6 of 24

7 Post-launch training, support, and maintenance. 3. Features and Functionality 3.1. Content Management System The new website should be built upon a content management framework and a custom-designed template that enables: a simple and user-friendly experience for visitors to the published website and the content creators accessing the back-end system; intuitive navigation that enables the easiest possible access to information for all users; fully-responsive design that adapts to correctly display in varying sizes of screens and devices; support for all popular browsers and operating systems (desktop and mobile); secure and reliable access for those generating content; easy, automated back-up functionality; clean, sophisticated, aesthetical-attractive design; and best practices for search engine optimization and page ranking. As a public agency, the RRPDC favors an open-source, easily-updated CMS. Preliminary research performed by RRPDC staff indicates the WordPress or Drupal platforms meet the anticipated needs for this project. Respondents to this RFP should describe the CMS proposed for the new website and how it compares to WordPress and Drupal. The RRPDC will not consider proposals for adopting a completely proprietary system because it cannot assure longterm contract renewals Features The new website should include the functionalities and integrations described below Industry standards Simple and automated back-up. Capacity to allow embedding from social media platforms (YouTube, Facebook, Twitter, Instagram). Intuitive site search feature. SEO enhancements and best practices. Installation of Google Analytics, as well as any customizations recommended. Optimization for both desktop and mobile viewing (phones and tablets), including intuitive, effective and fast display on all devices and operating systems (IOS and Android). Browser/cross-platform compatibility for: Chrome, Internet Explorer, Firefox, Safari, Android, Safari (inapp), Amazon Silk, IE with Chrome Frame, Opera Mini, Opera Accessibility All proposed designs must support pages that enhance accessibility to all audiences, but shall include the following design elements to accommodate disadvantaged audiences: Compliance with W3C Web Content Accessibility Guidelines and ADA Section 508. Accommodations for users who don t speak English. Accommodations for users with visual and hearing disabilities, including but not limited to: o ability to include ALT text for images; o ability to create a text equivalent for every visual or non-text element; page 7 of 24

8 o o o o o adjustable font sizes; meaningful page names and titles for all frames; form field arrangement in a logical tab order and appropriately labeled for screen reading; precautions to avoid information conveyed with color only; and proper identification of headings for all data tables Required Functions The new website must include the functions and integrations described below Informational pages Standard pages to display text and images about programs and projects. Support viewing videos posted on external site, such as embedding YouTube. Include an embedded viewer or plugin which would allow users to view PDF files on the page, as opposed to having to download the document and view it in another app Blog Assume standard blog functionality for each of the organizations RRPDC and RRTPO. Enable multiple separate blogs within Calendar Assume the events a month. Content managers should have the ability to attach a document or link. Must be fully responsive (adapts to user s screen size, platform, and orientation) News A news articles module or plugin to manage RRPDC-generated content for the news media. A module to provide links to appearances in the news media (external sites) Archive Library Users often visit the website to read or download documents and data produced and maintained by RRPDC and RRTPO. It is anticipated that the majority of documents and data will be accessed by links to files stored on RRPDC s SharePoint sites. o RRPDC content managers may need to upload and tag PDF, XLS, CSV, and GIS data files for public viewing or downloading. o If possible, but not required, archive functionality would allow for searching according to content or tag GIS Mapping Incorporate GIS mapping technology, specifically the interactive functions of ArcGIS Online (see Ability to insert ESRI-generated embed code to render interactive maps responsively on the page (assume ESRI-generated embed code is responsive). page 8 of 24

9 Ability to view and interact with embedded ArcGIS Online maps. (Assume map creation, data generation, and ArcGIS licensing controlled by existing RRPDC staff workflow, software, and capabilities that beyond the scope of this RFP.) 3.4. Highly-Desired Functions The following functions are desired, but not absolutely essential, functions for the new website. They are listed in order of importance or level of interest. Where possible, please include line-item costs for these options Newsletter Subscription Integration of newsletter service (e.g., MailChimp). Assume embed code supplied by the service. Allow user to opt-in (subscribe) to various lists Social Media tracking Page where users can see updates from RRPDC and RRTPO social media platforms Surveys The ability to manage and implement surveys on the site and collect the data in a basic format (.csv or equivalent) for analysis. If utilizing third-party technology (e.g., SurveyMonkey), surveys should be white-labeled so as not to appear as third-party add-ons Contact Us form Form with the ability to submit to a specific address and for site admins to be able to download the database of entries (.csv or equivalent) Feedback mechanism/form Ability for visitors to comment on specific pages. Assume standard feedback form functionality (e.g Temporary Alerts The ability to post occasional but urgent messages on the homepage (e.g. an emergency closure, or a huge event deadline) without dedicating ongoing homepage real estate. Think of an alert that can be toggled on/off, and the content of which can be edited by content managers Intranet The ability to put content behind a RRPDC employee user-specific login. Users would each have a unique username and password, and would login to access employees-only content pages. All logged-in users would see the same content. This section should be scalable to allow for unlimited pages. page 9 of 24

10 Third-party add-ins Third-party add-ins or modules may be used to accomplish the various features and functions outlined above. However, they should be white-labeled and any costs should be estimated and included in the final proposal. Where possible, please structure your detailed cost breakdown according to these features and functionality. 4. Available Resources 4.1. RRPDC Project Manager RRPDC Deputy Executive Director Chuck Gates will serve as the Project Manager for the website redesign process. With assistance from the Executive Director and other staff, the Project Manager will work with the consultant during all phases of the project to develop a refined project plan, and will create and provide all content. The Project Manager will be the primary point of contact and is responsible for curation of information from other staff and stakeholders. The Project Manager will monitor the budget and schedule and act as the liaison between the consultant and the RRPDC. The extent and character of the services to be performed by the contractor shall be subject to the general control and approval of the RRPDC Project Manager or his authorized representative(s). The firm shall not comply with request and/or orders issued by any person other than the RRPDC Executive Director or RRPDC Project Manager or their authorized representative(s) acting within their authority for the RRPDC RRPDC Project Team The Project Manager will work with the RRPDC Executive Director to identify a project team of 3-5 staff members to assist in advising and implementing the project, including the migration of the bulk of existing content or the creation of new content Content Curation and Generation The RRPDC will utilize a majority of existing website content in populating the new website. New content will be identified and required in select areas and outdated content will be identified and flagged for removal. All content will be curated by the Project Manager and provided in a format mutually suitable to the consultant and RRPDC. If budget allows, the contract with the offeror may include the migration of existing content to the new site. (Otherwise, RRPDC staff to migrate content.) The offeror should include detailed costs on a per-page basis to handle (assume 100 pages) content migration or entry. Should the need arise, the contractor and Project Manager may discuss the need to procure the services of writers, photographers, or other content generators (either from the contracted vendor or third-party firm) to generate new content for the project. As an addendum to responses to this RFP, offerors should indicate non-binding cost estimates or rates for such services, which may or may not be necessary later Content Format Throughout the strategic redesign and development of the new website, all work submitted for consideration or review must be in a format that allows the designs to be used for further concept development, operational considerations, and marketing and planning activities. All designs, reports, and supporting documents should be provided in electronic format. page 10 of 24

11 5. Proposal Submissions The proposal should demonstrate that the offeror understands the intent and scope of this project, the character of the deliverables, the services required for their delivery, and the specific tasks that must be performed. The following content will be expected of submissions Introduction and Qualifications Introduction to offeror Offeror s legal name & address (headquarters). Type of ownership, and name and location of parent company and subsidiaries, if any. General overview of offeror firm. Primary contact, title, phone, and address. Secondary contact, title, phone, and address. Offeror s normal hours of operation and the availability and responsiveness of technical support staff. Offeror Qualifications: Description of the offeror s primary areas of technical expertise. Description of the offeror s general qualifications, including demonstrated experience creating successful outcomes with similar types of contracts. Description of the relevant specific skills and services offered, particularly relating to regional, municipal, or state government institutions. Number of employees of the offeror; part-time employees, contractors, and consultants routinely engaged by the respondent may be included if clearly identified as such. Number of employees supporting website development and support; part-time employees, contractors, and consultants routinely engaged by the respondent may be included if clearly identified as such. Describe offeror s experience developing websites designed for high levels of accessibility to those with disabilities or otherwise disadvantaged. Qualifications of Key Staff: Describe the project team you will assemble to build and deploy your proposed solution. Introduce the key individuals to be assigned to this project and their proposed roles and responsibilities on this project, include a professional profile or resume outlining their relevant experience. Project Management: Describe your project management structure and process, including how project status, budget burn, and project health will be communicated, including forms of communication and cadence. Will the Project Team be dedicated solely to this project? Describe the team and your approach to UI/UX. Describe the team and your approach to quality assurance (QA) and quality control (QC). Describe your change control and escalation process. Strategy Development The RRPDC recognizes the best design concepts evolve from meaningful discussions between designers and the client regarding mission, strategy, marketing, branding, innovation, and budget. Describe the manner in which you help clients develop content strategy and information architecture. References and Links to Relevant Work Provide contact information for three (3) clients (names, phone numbers, and addresses) for whom the offeror performed services similar to those outlined in this solicitation. Please include the corresponding address of the website designed by the offeror. page 11 of 24

12 Provide links to two (2) to five (5) additional websites designed for other clients, including any which may be relevant to the RRPDC. Provide at least one (1) sample style guide or design instructions created in conjunction with any of the five (5) to eight (8) websites referenced above Scope of Work This section should provide a detailed description of the offeror s approach to this project, specifically addressing the visions, goals, and objectives described in Section 2 and the features and functionalities described in Section 2.6. The offeror should provide approaches, schedule, and budget Project Plan Project timeline for the completing the entire scope of work, from discovery meetings with staff, through design, development, testing, and deployment. Review and analysis of current site map with aim of reduction of pages and streamlined information architecture. Description of offeror s approach to information architecture and how it supports top line goals. Identification of which CMS (content management system) you propose, justification for why it is recommended, and outline of how and why you will customize the CMS, both on the front end and on the back end (see detailed CMS questions below). Outline of design concept, including how it elevates the user s experience, especially as it relates to finding specific information in a way that is fast, easy, and intuitive. Description of strategy for representing the RRPDC and RRTPO as separate, but partnering organizations (e.g., through a shift in color palette in the appropriate sections). Description of hosting strategy, including: o whether or not offeror will provide hosting or recommend a third party; o explanation of why; o description of redundancies that ensure continuous site availability; o costs for hosting (assume less than 10,000 monthly pageviews and less than 100 concurrent visitors); and o how offeror will work with RRPDC and the hosting provider. Description of offeror s quality assurance (QA) strategies, including: o outline of QA standards to be used; o methodology for testing and troubleshooting desktop and mobile platforms; o list of which browsers (and versions) offeror will test by default; o list of which mobile devices and operating systems (and versions) offeror will test by default; and o outline of client testing phase. Description of how offeror proposes to handle migration of applicable existing content (include identification of RRPDC staff roles). Description of plan for providing CMS training to RRPDC content team, including any anticipated costs. Brief outline of analytics customizations to be installed in new site and specific outline of costs for basic installation and customizations. Description of your preferred billing process, including any milestones and terms, including whether you work on a time and materials, fixed price, or fixed budget basis. page 12 of 24

13 Technical Elements Platform/CMS Describe the platform/cms on which you re basing your proposed solution and basis for recommendation. Identify any technology or part(s) of proposed CMS that are proprietary and justification for use of proprietary elements. Describe the community of developers who support the platform/cms. Describe the scalability of the platform/cms. Describe the security of the platform/cms. Affirm whether the platform/cms supports responsive design out of the box. Affirm whether the CMS supports roles and permissions for content publishers. Affirm whether the CMS supports version control. Describe the licensing behind the platform/cms. Development, Testing, and Deployment Describe the offeror s Software Development Life Cycle and the methodology used. Describe the proposed Development & Testing Environment. Describe the offeror s experience with website performance optimization. Describe the offeror s experience with website maintenance, monitoring, support, and problem resolution, including your process and any service level agreements (SLAs). Describe your approach to testing bug fixes, enhancements and customizations. Support Describe how you transition from development to support after the site is launched. Describe any training program offeror provides for customers Non-binding costs estimates The proposal should include preliminary, non-binding estimates of costs, preferably divided into phases of development of the new website. Offerors may present the estimates as generalized ranges, but should at a minimum include: discovery and strategy; design and development; quality assurance (QA) testing; deployment; training; post-launch support and maintenance (including recommendations and costs for first year post-launch and options for thereafter); hosting fees (identify any anticipated third-party fees); and any other fees, including third-party fees, licenses, or subscriptions. Proposals may also include or describe services that are (a) indicated as optional herein; (b) indicated for future consideration herein; and/or (c) not clearly mentioned in the description above, but which the offeror believes RRPDC should consider to achieve the project s vision, goals, or objectives. However, those additional services should be clearly identified with individualized non-binding cost estimates for each. As a public agency established by the Commonwealth of Virginia, the RRPDC is subject to the Virginia Freedom of Information Act (see Code of Virginia et seq.). However, the RRPDC shall not disclose cost estimates submitted by an offeror relating to this proposed procurement transaction (see Code of Virginia B). page 13 of 24

14 5.3. Acknowledgements The offeror shall provide a statement confirming that it has the available capacity within its current personnel and workload to complete this scope of work within the proposed timeframe. The offeror also shall provide a statement noting any conflicts of interest that may exist with other clients or projects currently underway Submission Format and Deadline Proposals will be received by the RRPDC by both postal and electronic mail. (Proposals will not be accepted in facsimile form.) All information received in response to this request that is marked Proprietary will be handled accordingly. Responses to the Request will not be returned. Mailed (or delivered proposals) will be received at the offices of the Richmond Regional Planning District Commission office at 9211 Forest Hill Ave, Suite 200, Richmond, VA One signed original and four (4) additional copies of your proposal must be submitted to be considered. Submissions should be marked with Subject: RFP # 17-3 on the outside of the envelope. Offerors should also submit their proposal in PDF format (letter, legal, or tabloid size dimensions for printing) via electronic mail addressed to richmondregional.org. Failure to comply with the requirements outlined herein will cause a rejection of the proposal. The RRPDC reserves the right to reject any or all proposals submitted and also to make award where it appears to be in the best interest of the RRPDC. Proposals will be accepted until, but not later than, before 4:30 p.m., local time prevailing, on Thursday, March 9, Any proposal received after that time will not be considered. 6. Questions and Pre-Proposal Conference 6.1. Changes Only by Addendum Any revisions to the solicitation will be made only by addendum posted by the RRPDC online at Questions All questions and communications regarding this Request for Proposal should be directed to Mr. Chuck Gates, Deputy Executive Director, at (804) or richmondregional.org. Questions will be accepted before 10:00 a.m., local time prevailing, on Tuesday, February 22, 2017 to ensure reasonable time to review and answer these questions and for all parties to have adequate time to review the answers. Questions received prior to the Pre-Proposal Conference described below will be answered at the conference and included in the addendum posted online after the conference. Questions and answers received after the Pre-Proposal Conference will be posted on the RRPDC s website at Pre-Proposal Conference The RRPDC will host an optional Pre-Proposal Conference for offerors to attend, ask questions, and suggest considerations of the RRPDC. The RRPDC Project Manager will present additional information regarding the manner in which the proposals will be evaluated and scored. The Pre-Proposal Conference will be held at 10:00 a.m. on Friday, February 24, 2017 in the Board Room located at the RRPDC offices at 9211 Forest Hill Ave, Suite 200, Richmond, VA Prospective offerors page 14 of 24

15 planning to attend the Pre-Proposal Conference are requested (but not required) to RSVP their intent to attend by e- mailing the RRPDC Project Manager prior to the day of the conference. After the conference, the RRPDC will post an addendum to this RFP online at and which will contain notes from the meeting and any information or documents distributed therein. As a public agency subject to the Virginia Public Procurement Act (see Code of Virginia et seq.), the RRPDC cannot meet individually with offerors prior to reviewing submitted proposals. 7. Evaluation, Interviews, and Award 7.1. Evaluation and Basis for Award All proposal submissions must arrive to RRPDC by the appropriate due date to be considered. All submissions will be expected to include a plan that addresses the visions, goals, and objectives described in Section 2 and the features and functionalities described in Section 2.6. The RRPDC s decision to select an offeror with whom to contract will be based upon the following criteria, plus any other relevant factors that would further demonstrate an offeror s qualifications: completeness of proposal; timeliness and meeting deadlines; expertise and creativity illustrated by the firm s work products; experience of offeror and proposed personnel in providing similar services; successful implementation of similar projects by the offeror; relevant experience with similar organizations to the RRPDC; demonstrated understanding of the RRPDC s diverse audiences and needs; a clear ability to deliver within the project timeline outlined; ability to deliver the project within the prescribed budget; payment schedules that facility implementation across accounting periods (i.e. fiscal quarters and fiscal years); costs; and value Short List and Interviews The RRPDC may at its option interview any one or more offerors (in person or by web demonstration). Should the RRPDC choose to conduct interviews, finalist offerors will be invited to present their concept, explain why they should be given the contract, and ask additional questions of the Project Manager and other representatives of the RRPDC. The RRPDC may require specific additional information from those offerors chosen for interviews Negotiations Upon selection, the RRPDC will negotiate and execute a services contract with the successful candidate. The cost and scope of the services will be negotiated and a timeline identified. During negotiations, the offeror will be required to furnish the RRPDC a certificate of insurance for general liability and workman s compensation coverage. Should the RRPDC and the negotiating offeror be unable to agree to mutually-satisfactory terms, the RRPDC may choose to terminate negotiations in order to select another offeror under this solicitation. page 15 of 24

16 8. Terms and Conditions Modification of or additions to the Terms and Conditions of the solicitation may be cause for rejection of the proposal. However, the RRPDC reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal RFP No commitment to make award The RRPDC reserves the right to dismiss any proposal for any reason, to waive any formality and any technicalities, or to cancel this RFP in part or in its entirety if it is in the best interests of the RRPDC. This request for proposals in no way obligates the RRPDC to award a contract Ownership of response material All material submitted regarding this RFP becomes the property of the RRPDC and will only be returned to the offeror at the RRPDC s option. The RRPDC has the right to use any or all ideas presented in reply to this RFP. Disqualification of offeror does not eliminate this right No reimbursement for proposals Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be comprehensive and specify how the firm would complete all of the elements of the scope identified herein Award Protest Any offeror who desires to protest the award of a contract shall submit such protest in writing to the RRPDC no later than ten days after the announcement of the award. Public announcement of the award shall be posted on the RRPDC s Internet site Timeliness of offer to contract The prevailing offeror shall, within fifteen (15) calendar days after prescribed documents are presented for signature, execute and deliver to the RRPDC Project Manager the contract forms and any other forms or documentation required by this solicitation Qualifications of offerors The RRPDC may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services and furnish the deliverables. The offeror shall furnish to the RRPDC all such information and data for this purpose as may be requested. The RRPDC reserves the right to inspect offeror s physical facilities prior to award to satisfy questions regarding the offeror s capabilities. The RRPDC further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the RRPDC that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein Contract Assignability and Subcontracting Any contract resulting from this RFP is not assignable without the prior written consent of the RRPDC. page 16 of 24

17 No portion of the work shall be subcontracted without prior written consent of the RRPDC. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish to the RRPDC the names, qualifications, and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract Changes in Scope or Contract After the original contract has been signed, the RRPDC must be contacted prior to any change of scope in the work to be performed that is expected to result in an increase of cost in excess of quoted fees, prior to commencement of the work. An agreed change of scope in the work to be performed shall be documented as a written change order, be accepted by all parties, and made a part of the original contract by addendum. Changes may be made to the contract in any of the following ways: The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. The RRPDC may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the RRPDC a credit for any savings. Said compensation shall be determined by one of the following methods: o By mutual agreement between the parties in writing; or o By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the RRPDC s right to audit the contractor s records and/or to determine the correct number of units independently; or o By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the RRPDC with all vouchers and records of expenses incurred and savings realized. The RRPDC shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the RRPDC within thirty (30) days from the date of receipt of the written order from the RRPDC. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the RRPDC or with the performance of the contract generally Termination Subject to the provisions below, the contract may be terminated by the RRPDC upon forty-five (45) days advance written notice to the contractor for convenience; however, if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the RRPDC until said work or services are completed and accepted. By mutual agreement of the parties, in writing and signed by the parties. page 17 of 24

18 Termination for Convenience: In the event that this contract is terminated or canceled upon request and for the convenience of the RRPDC, without the required forty-five (45) days advance written notice, the contractor shall be paid only for work performed up until termination. Termination for Cause: The RRPDC may terminate this contract for cause, default, or negligence on the part of the contractor at any time. Termination by the RRPDC for cause, default or negligence on the part of the contractor shall be excluded from the foregoing provision (b) hereinabove; termination cost, if any, shall not apply. The forty-five (45) days advance notice requirement is waived in the event of Termination for Cause. Termination Due to Unavailability of Funds in Succeeding Fiscal Years: If funds are not appropriated or otherwise made available to support continuation of the performance of this contract in a subsequent fiscal year, then the contract shall be canceled Certifications by Vendor Offeror s Performance The offeror agrees and covenants that its agents and employees shall comply with all City, State and Federal laws, rules and regulations applicable to the business to be conducted under the contract. The offeror shall ensure that its employees shall observe and exercise all necessary caution and discretion so as to avoid injury to person or damage to property of any and all kinds. The offeror shall cooperate with RRPDC officials and staff in performing the contract work so that interference with normal program will be held to a minimum. The offeror shall be an independent contractor and shall not be an employee of the RRPDC or its member jurisdictions Insurance Coverage By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have the applicable insurance coverage at the time the contract is awarded. The offeror further certifies that the contractor and any subcontractors will maintain these insurance coverages during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission Drug-free Workplace Maintained For the purposes of this section, drug-free workplace means a site for the performance of work done in connection with a specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. During the performance of the work described in the contract for this project, the contractor agrees to: provide a drug-free workplace for the contractor s employees; post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor s workplace and specifying the actions that will be taken against employees for violations of such prohibition; state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. page 18 of 24