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RFP – Redesign of College WebsitePalm Beach State CollegeRequest for Proposals (RFP)RFP# 2022-14DCRedesign of the College WebsitePrepared By:David ChojnackiInterim Director, Procurement4200 Congress Avenue, PS#101Lake Worth, Florida FP-2022-14-DCPage 1 of 33
RFP – Redesign of College WebsitePalm Beach State CollegeTABLE OF CONTENTSTitleNotice to ProposersBackgroundIntentScope of Software RequirementsProposal SubmissionProposal Submission Deadline and Process ScheduleProposer QuestionsAdministrative InformationInstructions for the Preparation of ProposalsEvaluation and AwardGeneral RequirementsProtest ProceduresRuling Order of DocumentsE-Verify FormDrug-Free FormNon-Collusion AffidavitProposal Certification FormAppendix I –Uniform Governance 2CFR age 2 of 33
RFP – Redesign of College WebsitePalm Beach State CollegeNOTICE TO ALL PROPOSERS:To ensure fair consideration is given for all Proposers, it must be clearly understood that uponrelease of the proposal and during the proposal process, companies and their employees of relatedcompanies as well as paid or unpaid personnel acting on their behalf shall not contact or participatein any type of contact with College employees, department heads or elected officials, up to andincluding the Palm Beach State College District Board of Trustees. The “cone of silence” is in effectfor this solicitation from the date the RFP is advertised on DemandStar, until the time an awarddecision has been approved by the Palm Beach State College District Board of Trustees and fullyexecuted by all parties. Such contact may result in the vendor being disqualified. All contact mustbe coordinated through Mr. David Chojnacki, for the procurement of these services.All questions regarding this RFP are to be submitted in writing to David Chojnacki, Interim Director,Procurement via e-mail chojnacd@palmbeachstate.edu, or by phone 561-868-3465. Please reference theRFP number on all correspondence to the College.All questions, comments and requests for clarification must reference the RFP number on allcorrespondence to the College. Any oral communications shall be considered unofficial and non-binding.Only written responses to written communication shall be considered official and binding upon the College.The College reserves the right, at its sole discretion, to determine appropriate and adequate responses tothe written comments, questions, and requests for clarification.*NOTE: All addendums and/or any other correspondence (general information, question and responses) tothis RFP will be made available exclusively through the DemandStar and the College’s website for retrieval.Proposers are solely responsible for frequently checking this website for updates to this RFP.READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS.PROPOSERS ARE RESPONSIBLE FOR FULFILLING ALL REQUIREMENTS AND SPECIFICATIONS.RFP-2022-14-DCPage 3 of 33
RFP – Redesign of College Website1.0Palm Beach State CollegeBACKGROUNDPalm Beach State College, a richly diverse comprehensive two-year institution with a history of achievement since 1933transitioned in 2010 to a four-year State College offering selected degrees in critical shortage areas. Our college is dedicatedto serving the expanding educational needs of the residents of Palm Beach County by providing new four-year baccalaureatedegrees and continuing to offer traditional associate in arts, associate in science and associate in applied science degrees,professional certificates, workforce development and lifelong learning. Palm Beach State College is striving to become anagile and adaptable organization.The Palm Beach State College Mission: Palm Beach State College provides accessible, student-centered teaching andlearning experiences in academic, technical and lifelong learning to transform lives and strengthen our community.2.0INTENTPalm Beach State College (the ‘College’) is seeking to redesign its College Website located at www.palmbeachstate.edu. TheCollege is looking for a website partner that will design an updated ‘identity’ for the PBSC website. We are looking for anattractive visual feel, as well as flexible and adaptable architecture. The website should be multi-lingual, ADA compliant(refreshable braille display, HTML Alt Tags, screen reader program, speech to text) with strong support of ‘Mobile’. We areseeking a phased implementation.Current Environment:The current college web site consists of approximately 8000 pages built on Modern Campus (OmniCMS). The siteserves multiple needs of the college from recruitment to student and staff information source. There are 6-10templates in use to present the content.Future State:The College would like to break the site into ‘micro’ sites that serve specific purposes / target audiences. The enrolledstudents, staff, faculty, would get their own targeted sites.REQUEST FOR PROPOSALSPalm Beach State College is seeking the services of a qualified website architect to redesign the website to achieve thedeliverables as outlined in this solicitation.This RFP expresses the Colleges’ selection criteria and submittal requirements that must be followed by any individual orentity (hereinafter referred to as the “Proposer”) desiring to present a proposal for this project. The College will consider allqualified responses to this RFP and evaluate each response based on the selection criteria in accordance with the proceduresas set forth herein. The proposals from interested, qualified individuals or companies for RFP 2022-14DC must be receivedby the Procurement Department, of Palm Beach State College, 4200 Congress Avenue, PS #101, Lake Worth, Florida 334614796, no later than Tuesday, February 8, 2022 @ 2PM through DemandStar.com.NOTE: The College may not accept proposals from companies, that have had adversarial relationships with theCollege or companies that have represented entities that have had adversarial relationships with the College. Thisincludes the Company, employees and financial or legal interests.RFP-2022-14-DCPage 4 of 33
RFP – Redesign of College Website3.0Palm Beach State CollegeSCOPE OF REQUIREMENTSThe components of the scope include:o Design an ‘identity’ for the PBSC website, an attractive visual feel, as well as flexible and adaptablearchitecture. The ‘identity’ shall promote Diversity, Equity, and Inclusion.o PBSC Online – Marketing the PBSC Online Courseso CMS review and recommendation – Review of existing solution (Omni CMS) and an analysis of the solutionfor PBSC. Content Management Software recommendation.o PBSC Main website – Marketing landing page for PBSCo Develop an exceptional student prospect experienceo Develop a new student onboarding page to provide a consolidated portal for new studentso Develop an internal student site that’s easily navigatedo Incorporate interactive pathway “maps”. Pathway maps are the curriculum outlines for the College’sacademic programs.o Develop a staff site utilizing existing web pages.o Develop a faculty site utilizing existing web pages.o Develop a new journey map for ‘student to transfer’, ‘student to workplace’, ‘student to alumni’.Deliverables and Timeframeo We are seeking a phased implementation.o New design for PBSC to be applied to all websites to be completed by May 2022.o Palm Beach State College intends to complete PBSC Online, the CMS review and a Management Softwarerecommendation by May 2022.o PBSC Main website by July 2022.o Remaining Scope to be completed sometime after July 2022.RFP-2022-14-DCPage 5 of 33
RFP – Redesign of College Website4.0Palm Beach State CollegePROPOSAL SUBMISSIONThe submission of proposals must be submitted electronically through DemandStar.com by Proposers responding tothis RFP. E-Proposals will be done through a secure locked box. The Proposer can only view/submit his/her EProposal and will not have access to any other Proposer’s submittals. The Proposer’s E-Proposal may be changedat the Proposer’s discretion until the RFP Due Date and Time is reached. The Proposer will no longer be allowed tochange or have access to the electronic submittal after the RFP Due Date and Time as the College will open allproposals on said date. Any Proposer who is submitting an E-Proposal for the first time is strongly encouraged tocontact DemandStar by e-mailing questions to support@demandstar.com.All proposals shall be submitted by completing and returning the required documents which are included in thispackage. The forms requiring signature should be downloaded, signed, and uploaded into one file. Electronicsignatures are acceptable. All submittals are required to be electronic and be contained in one (1) file. No hard copieswill be accepted.GENERAL STEPS:A.Go to Demandstar.com and download this Request for Proposal (RFP), RFP2022-14DC from DemandStar.B.Save to your hard drive, this document is in pdf. format.Enter information as requested on the Checklist. Complete and sign all required forms in this RFP.Save to your hard drive, for your records.C.Electronically sign the proposal reply where indicated.D.Upload in one file the proposal reply for RFP2022-14DC, proposal response formatted as instructed, by thedue date and time. Acknowledge all Addenda on the Proposal Reply.E.The Submit button at the bottom of the page in Demandstar must be selected to send the documents.*** Only electronic replies are accepted. No hard copies will be accepted.NOTE: The College may not accept proposals from companies, that have had adversarial relationships with theCollege or companies that have represented entities that have had adversarial relationships with the College. Thisincludes the Company, employees and financial or legal interests. The College will not enter into a contract or conductbusiness with any Company or any personnel that is listed on the Federal, State, or other local government agencies'Excluded Parties List, Suspended List or Debarment List.CAUTIONIt is the sole responsibility of the Proposer to assure that his or her submittal is uploaded to DemandStar on or beforethe RFP Due Date and Time. The College shall in no way whatsoever be responsible for any delays caused by anypower outages or internet failures. No exceptions will be made.RFP-2022-14-DCPage 6 of 33
RFP – Redesign of College WebsitePalm Beach State CollegeNOTICE OF PROPOSALS BEING PUBLIC RECORDSAny material that is submitted in response to this RFP, may become a public document pursuant to Chapter 119 ofthe Florida Statutes. If information submitted in response to a procurement is believed to be confidential, proprietaryor trade secret information, the responding entity should identify the information as such in writing and submit it in aseparate responsive package. Palm Beach State College will comply with all public record laws, including thoseexempting disclosure of trade secret information pursuant to Florida law. Proposer is solely responsible for all costand actions associated with any litigation or challenge as to the exemption of any materials submitted.5.0PROPOSAL SUBMISSION DEADLINE/PROCESS SCHEDULEProposals shall be submitted no later than the Proposal Due Date and Time on DemandStar. Proposers shall respondto the written RFP and any exhibits, attachments, or amendments. A Proposer’s failure to submit a proposal asrequired before the deadline shall cause their proposal to be disqualified. Under no circumstances shall proposalsdelivered to or received by the College after the RFP Due Date and Time be accepted or considered. The Collegeshall in no way be responsible for any delays arising from or caused by any occurrence whatsoever in its receipt ofany proposals after the RFP Due Date and Time. No exceptions will be made.5.1Proposal Due DateTuesday, February 8, 2022 @ 2:00PM (EST) through Demandstar.comTENTATIVE SCHEDULEThe following projected timetable should be used as a working guide for planning purposes. The College reserves the rightto adjust this timetable as required during the course of the RFP process.REVIEW AND SELECTION PROCESSACTIONDATEAdvertisement with DemandStar – RFP Document Available Thursday December 16, 2021Questions DueFriday January 14, 2022Answers to Questions Posted on DemandStarFriday January 21, 2022Proposals DueTuesday February 8, 2022Evaluation Committee Review and Scoring of ProposalsWednesday February 9 throughFriday February 18, 2022Website Project Demonstrations (if required)Friday February 25, 2022* Approval to Execute Contract-District Board of TrusteesTuesday April 12 2022TIME5:00PM (EST)5:00PM (EST)5:00PM (EST)2:00 PM (EST)9:00AM – 3:00PM (EST)4:00PM (EST)*District Board of Trustee Meetings are held once per month, time and location varies. Please check College’s website toconfirm.RFP-2022-14-DCPage 7 of 33
RFP – Redesign of College Website6.0Palm Beach State CollegePROPOSAL QUESTIONSAll questions related to the RFP must be directed to the RFP Facilitator, David Chojnacki, Interim Director in theProcurement Department. All communication should be in writing to the RFP Facilitator. Any oral communicationsshall be considered unofficial and non-binding. Written comments, including questions and requests for clarification,must reference the RFP number. Questions may be emailed to chojnacd@palmbeachstate.edu.6.1Questions Due DateFriday, January 14, 2022 @ 5:00PM (EST)Late questions will not be accepted or answered.6.2Answers Posted on DemandStar.com and through the College Procurement WebsiteFriday January 21, 2022 @ 5:00PM (EST)7.0ADMINISTRATIVE INFORMATIONIncorporation of Proposal into the contract: The contents of this proposal and the selected Proposer’s response andany negotiated changes are to be incorporated, in its entirety, into the Contract.7.1RFP-2022-14-DCRFP Facilitator:David Chojnacki, CPPPInterim Director, Procurement4200 Congress Avenue, PS #101Lake Worth, Florida 33461-4796E-mail: chojnacd@palmbeachstate.edu7.1.1Communications Regarding the RFP7.1.2Restricted Communications: During the proposal process, companies shall not contact College staff.Additionally, companies and their employees of related companies as well as paid or unpaidpersonnel acting on their behalf shall not contact or participate in any type of contact outside theCollege offices with College employees, including District Board of Trustee members. Such contactmay result in the vendor being disqualified. All contact must be coordinated through DavidChojnacki, RFP Facilitator, for this procurement.7.1.3Upon release of this RFP, all proposer communications concerning this procurement must bedirected to the RFP Facilitator.7.1.4All communication should be in writing to the RFP Facilitator. Any oral communications shall beconsidered unofficial and non-binding. Written comments, including questions and requests forclarification, must reference the RFP number and should be submitted no later than Friday, January14, 2022 @ 5:00PM (ET).Page 8 of 33
RFP – Redesign of College Website7.1.57.2Palm Beach State CollegeThe College shall respond in writing to written communications. Such response shall constitute anaddendum to the RFP. Only written responses to written communication shall be considered officialand binding upon the College. The College reserves the right, at its sole discretion, to determineappropriate and adequate responses to the written comments, questions, and requests forclarification.Proposal Preparation Costs:The College shall not be responsible or liable for any costs associated with the preparation, submittal,presentation, or other costs incurred by participating in this procurement process.7.4Proposal Withdrawal:A proposing Company may withdraw their Proposal by submitting a written request for its withdrawal, suchrequest having the signature of an authorized company representative, to the College RFP Facilitator at anytime prior to the submission deadline. The Company may thereafter submit a new Proposal prior to thedeadline. Modifications offered after the deadline and before the BAFO (if applicable) process will not beconsidered.7.5Proposal Amendment:The College shall not consider any amendments, revisions, or alterations to proposals after the deadline forsubmittal unless such is formally requested in writing.7.6Ambiguity, Conflict or Errors in RFP:Due care and diligence have been used in the preparation of this information, and it is believed to besubstantially correct. However, the responsibility for determining the full extent of the request and theverification of all information presented herein shall rest solely with the proposer.If a Company discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, the Companyshall immediately notify the College of such error in writing and request modification or clarification of thedocument. Any modification made to this RFP will be issued as an addendum. Written notice will be givento all parties who have been furnished with the RFP without divulging the source of the request.If a Company fails to notify the College prior to the date and time fixed for submission of an error or ambiguityin the RFP known to the Company, or an error or ambiguity that reasonably should have been known to theCompany, the Company shall not be entitled to additional time by reason of the error/ambiguity or its lateresolution.The College may also modify the RFP prior to the date and time fixed for submission of proposals byissuance/posting of an addendum. All addenda will be numbered consecutively beginning with 1.7.7Proposal Acceptance Period:Each proposal shall be valid for a period of one hundred twenty (120) days after the RFP submission deadlinedate to allow time for evaluation, selection, and any unforeseen delays. The one hundred twenty (120) daysmay be extended upon agreement of the parties.RFP-2022-14-DCPage 9 of 33
RFP – Redesign of College Website7.8Palm Beach State CollegeRight to Rejection:7.97.8.1Palm Beach State College reserves the right, at its sole discretion, to reject any or all proposals orto cancel this RFP entirely if determined to be in the best interest of the College. Any Company whois currently involved, either directly or indirectly with any litigation against or involving the College,which, as determined by the Palm Beach State College District Board of Trustees majority vote, maynot be in the best interest of the College may be disqualified and/or not considered for an award.7.8.2Any proposal received which does not meet the requirements of this RFP may be considered nonresponsive, and the proposal may be rejected. Proposers must comply with all the terms of this RFPand all applicable federal, state and local laws and regulations. The College may reject any proposalthat does not comply with all the terms, conditions, and performance requirements of this RFP.7.8.3The College reserves the right, at its sole discretion, to waive any technicality in proposals providedsuch action is in the best interest of College. Where the College waives minor technicalities inproposal, such waiver does not modify the RFP requirements or excuse the proposer from fullcompliance with the RFP. Notwithstanding any minor technicalities, the College may hold anyproposer to strict compliance with the RFP.Implied Requirements:Products and services not specifically mentioned in this RFP, but which are necessary to provide the servicedescribed by this RFP, shall be included in the proposal. It is intended that this RFP describe therequirements and response format in enough detail to secure comparable proposals.7.10Proposal of Additional Services:If a proposer indicates an offer of services in addition to those required by and described in this RFP, theseadditional services may be added to the original contract at the sole discretion of the College.8.0INSTRUCTIONS FOR PREPARATION OF PROPOSALSA.Organization. Such materials should be organized in the following format:1.Table of contents.2.Cover letter. Not to exceed one (1) page. Cover letter should include company name, address, phonenumber, email address, date of submission, and the number and name of this solicitation. The proposer shallprovide an executive summary narrative containing information that indicates an understanding of the overallneeds of Palm Beach State College with this website redesign project.3.Project Experience. The Proposer should provide three URLs to live websites most reflective of the subjectof this RFP. These websites should represent the proposed project team’s experience, with at least one projectof similar scale and complexity for an institution of higher education. A brief one paragraph narrative describingthe project can accompany the URLs provided.4.Technical Requirements. Provide a high-level architecture for the College website along with details ofRFP-2022-14-DCPage 10 of 33
RFP – Redesign of College WebsitePalm Beach State Collegedesign, testing, security, and analytics. Please limit this section to two pages.5.Proposed Project Team. Please provide professional resumes for the following professionals that yourcompany intends to assign to this project: Project Lead Graphic Designer Web ArchitectPlease also provide the names and roles of any additional professionals that your company intends to assignto this project (i.e. CMS expert, UX expert, developers, and security specialist).6.Methodology/Timeline. Please provide a high-level project methodology along with proposed milestones forthe Scope outlined through July 2022. Please provide a statement that the company has the resources(including professional staff) available and the date of the availability to begin this project. Please indicate thecompany’s Change Management practices to assist the College community in stakeholder and userengagement.7.References. Submit references or reference letters for the three projects (URLs) submitted in the ProjectExperience.8.Cost Sheet. Please complete the fixed rate Cost Sheet that is attached to this solicitation. Include the CostSheet in your proposal.9.W/V/MBE CertificationState of Florida: Palm Beach State College values engagement with Women, Veteran, and/or Minority OwnedBusiness Enterprises. Certification is a procedure by the State of Florida ensures that businesses claiming tobe woman, veteran, or minority-owned and controlled meet the legal qualifications. The State appliesuniform criteria and procedures by which participating entities and organizations can qualify businesses toparticipate in procurement or contracting programs as certified minority business enterprises in accordancewith the certification criteria established by law. Eligibility criteria are in Chapter 287.0943 and 295.187, y administration/office of supplier diver sity osd/get certified).If Certified as such by the State of Florida, insert a copy of the State of Florida, Department of ManagementServices, Office of Supplier Diversity Business Certification which is issued upon State certification.Other Certifications - Applicant is certified by other state, county or local agencies. Provide any other state,county, or local evidence of certification.Diversity of Firm – Applicant should provide a percentage of its employees that are women, minorities, orveterans.10.Other Required Forms Completed and Signed – Copy and Paste these pages and save separately into a.pdf file. Complete and sign the forms electronically. Add completed forms into your proposal.E-Verify FormDrug Free FormNon-Collusion AffidavitProposal CertificationRFP-2022-14-DCPage 11 of 33
RFP – Redesign of College Website9.0Palm Beach State CollegeEVALUATION AND AWARDA College Evaluation Committee will consider many evaluation factors and will receive proposals from all responsibleapplicants. All proposals received by the specified deadline will be reviewed and evaluated consistently with the useof the Criteria in the below chart. Before the final evaluation and ranking of solutions is complete, the College maychoose to request a website demonstration. The companies will be ranked based on committee evaluation andscoring and a recommendation will be submitted to the Palm Beach State College District Board of Trustees.Each category shall be weighted as follows, and one hundred (100) points are the maximum total number of pointsthat can be awarded to a proposal.SELECTION CRITERIACover LetterProject ExperienceTechnical RequirementsProposed Project n/Minority CertificationMaximum PointsMAXIMUMSCORE5302010105155100The Procurement Department reserves the right to request any additional information needed for clarification fromany proposer for evaluation purposes.EVALUATION9.1Proposal Evaluation Process: The evaluation process is designed to award the contract to the overall highestrated proposal.Step One: All proposals shall be reviewed by the RFP Facilitator to determine compliance with basic proposalrequirements as specified in Section 8 of this RFP. Incomplete proposals may be determined to be insufficient forevaluation and returned to the vendor.Step Two: Proposals will be evaluated by the Evaluation Committee. For clarification purposes, the College mayrequest additional information from some or all the responding companies. The committee will evaluate all proposalsagainst the criteria as outlined. Scores will be applied as indicated for each section of the criteria. The highest rankedCompany(s) will be recommended to advance to the third step of the evaluation process.Step Three (if necessary): Upon consensus of the Evaluation Committee, the highest ranked Company or Companiesas identified in Step Two, may be requested to provide a website demonstration to the Evaluation Committee.Upon conclusion of website demonstrations, the Evaluation Committee will finalize their scoring and recommendationfor award. Recommendations for award are forwarded to the Palm Beach State College District Board of Trustees forfinal approval. No award is official until the District Board of Trustees takes formal action at one of its regularlyscheduled meetings.RFP-2022-14-DCPage 12 of 33
RFP – Redesign of College WebsitePalm Beach State CollegeNote: The College at its discretion reserves the right to contract with the top-ranking proposer(s) as it meetsthe needs of the taxpayers and fulfills the requirements as outlined in this Request for Proposal.9.2The College reserves the right, at its sole discretion, to request clarifications or conduct discussions forclarification with any or all Proposer’s. The purpose of any such discussions shall be to ensure full understanding ofthe proposal. If clarifications are made as result of such discussion, the offeror shall put such clarifications in writing.All communication (written or oral) with the Evaluation Committee will be coordinated by the RFP Facilitator.Proposers are prohibited from contacting the Evaluation Committee members directly.9.3Contract Award ProcessThe RFP Facilitator shall forward results from the proposal evaluation process and award recommendation to theDistrict Board of Trustees for their approval.The College reserves the right to make an award without further discussion of any other proposal submitted. Thereshall be no best and final offer procedure. Therefore, each proposal should be initially submitted on the most favorableterms the vendor can offer.The apparent highest ranked offeror shall be prepared to enter in a contract with the College. During the contractnegotiation phase, the College will make a good faith effort to negotiate the best contract possible. In the event theCollege and the apparent highest ranked offeror cannot reach an agreement; the College may formally endnegotiations by written notification to the offeror. At the College’s discretion, the College can then choose to enterinto negotiations with the next apparent highest ranked offeror and attempt to negotiate a contract with that offeror.The process will continue until the College has successfully negotiated a contract or rejected all proposals for award.Contract award shall be subject to the contract approval of all appropriate officials in accordance with applicableCollege Policy, Procurement Policy, Florida State laws and regulations. A Sample Contract is enclosed to provide abackground on some of the contract requirements of a public, higher education institution in the State of Florida.10.0General Requirements10.1 Request for Proposal - All requirements contained in the Request for Qualifications are hereby incorporated inthe specifications and the subsequent contract.10.2 Proposal Price - Proposers must agree to furnish all item(s) that are awarded to them because of their responseto this specification at the price(s) indicated on their respective proposal. Proposers shall guarantee that said price(s),not subject to escalation, for the one hundred twenty (120) days after proposal opening period. Submittal of a bidshall be prima facie evidence of the Proposer's intent to comply with this requirement. Any proposal submitted withescalation clauses shall be rejected.10.3 Qualifications - Proposers shall have the necessary organization, experience, capital, and equipment to carryout the provisions of the Contract to the satisfaction of the College. Proposers will submit all required licenses andcertifications required to perform this project with the bid reply. References from three (3) existing companies towhich it has provided these types of services in the past or with which it is under Contract for such services presentlyand the names of company representatives who may be contacted for references shall be furnished on the ReferenceCheck Form and included in the Proposals. References are subject to verification by the College and will be utilizedas part of the award process.RFP-2022-14-DCPage 13 of 33
RFP – Redesign of College
RFP - Redesign of College Website Palm Beach State College . RFP-2022-14-DC. Page 1 of 33 . Request for Proposals (RFP) RFP# 2022-14DC . Redesign of the College Website . Prepared By: David Chojnacki . Interim Director, Procurement . 4200 Congress Avenue, PS#101 . Lake Worth, Florida 33461-4796 . 561-868-3465 . chojnacd@palmbeachstate.edu
