A

**IMPORTANT NOTICE**

ONLINE BIDDING PROCESS

  • Bid pricing must be submittedonline through Alameda CountyStrategic Sourcing Supplier Portal.
  • The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
  1. Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
  2. Must be signed by Bidder
  3. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
  4. Must be signed by Bidder
  5. Must be signed by SLEB Partner if subcontracting to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.

COUNTY OF ALAMEDA

REQUEST FORPROPOSALNo.901409

for

WEBSITE DEVELOPMENT AND DIGITAL SERVICES

For complete information regarding this project, seeRFPposted ator contact the County representative listed below. Thank you for your interest!
Contact Person: Evelyn Benzon, Procurement & Contracts Specialist
Phone Number: (510) 208-9622
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

September 23, 2015

through

Alameda County, GSA-Procurement & Support Services

Strategic Sourcing Supplier Portal

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FORPROPOSALNo. 901409

SPECIFICATIONS, TERMS & CONDITIONS

for

Website Development and Digital Services

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK...... 4

A.INTENT...... 4

B.SCOPE...... 4

C.BACKGROUND...... 4

D.BIDDER QUALIFICATIONS...... 6

E.SPECIFIC REQUIREMENTS...... 6

F.DELIVERABLES / REPORTS...... 8

II.CALENDAR OF EVENTS...... 9

G.NETWORKING / BIDDERS CONFERENCES...... 10

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS...... 11

H.EVALUATION CRITERIA / SELECTION COMMITTEE...... 11

I.CONTRACT EVALUATION AND ASSESSMENT...... 15

J.NOTICE OF RECOMMENDATION TO AWARD...... 15

K.TERM / TERMINATION / RENEWAL...... 16

L.QUANTITIES...... 16

M.PRICING...... 16

N.AWARD...... 17

O.METHOD OF ORDERING...... 19

P.WARRANTY...... 19

Q.INVOICING...... 19

R.ACCOUNT MANAGER / SUPPORT STAFF...... 20

IV.INSTRUCTIONS TO BIDDERS...... 20

S.COUNTY CONTACTS...... 20

T.SUBMITTAL OF BIDS...... 21

U.RESPONSE FORMAT...... 23

ATTACHMENTS

EXHIBIT A–BID RESPONSE PACKET

EXHIBIT B–INSURANCE REQUIREMENTS

EXHIBIT C – VENDOR BID LIST

EXHIBIT D – “SAMPLE” STATEMENT OF WORK – WEBSITE DESIGN

EXHIBIT E – EVALUATION PROCESS FOR NEW PROJECTS

Specifications, Terms & Conditions

for Website Development and Digital Services

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms and conditions to describe the required qualifications of vendors that specialize in providing application development and support services related to web design applications. As projects are identified by the County that are appropriate for vendor development, the Information Technology Department (ITD) wants to be able to quickly work with vendors to deliver solutions in both a timely and cost effective manner.

The County intends to award a three-year contract (with option to renew) to pool of qualified bidders whose response conforms to the RFP and meets the County’s requirements.

B.SCOPE

Alameda County Information Technology Department plans to enter into agreements with technical firms that have the expertise to provide assistance in all aspects of digital services including services related to the product selection, installation, development, maintenance and support of applications, and tools designed for website development using content management system. Services may include requirements gathering, analysis, design architecture, programming, data management, quality assurance, systems integration services, training, documentation, project management, customer interaction, and consulting related to the delivery of digital solutions. The technology expertise required includes but is not limited to HP Autonomy Suite (TeamSite, OpenDeploy, LiveSite, Site Publisher), HTML5, CSS3, Java Script, JQuery, XML, Java, PHP, and SQL Server. Subject matter expertise may extend to security, testing tools, current trends, branding, performance etc.

C.BACKGROUND

The Alameda County ITD provides service to County Departments which aid in the effective delivery of information technology (IT) that supports the business needs of the County. IT is a vital part of the organization, providing faster and better ways for County employees to do their jobs and for County residents to access County services. ITD provides the following services for which the Contractor(s) will provide support:

1.Application and Web Services: Application services include the assessment, development, implementation, and support of technology-based business solutions that assist with County departmental goals and objectives for both legacy and mobile apps. Services in this area include, but are not limited to:

a.Business analysis;

b.Application construction;

c.QA and test automation;

d.Web support; and

e.Project management.

2.Infrastructure and Technical Services: ITD Staff builds, monitors, and maintains the physical computer system environment for the County. These services include, but are not limited to, support of the following:

a.Countywide network;

b.Data center;

c.Server farm;

d.System security;

e.Office systems; and

f.Database administration.

3.Data Center Services: This group is responsible for the 24/7 operation of the County’s 10,000 square foot data center. Services in this area include, but are not limited to:

a.Monitoring the County’s computing environment and network infrastructure;

b.Help desk and production support; and

c.Specialized print services.

This group is responsible for delivery of the reliable, uninterrupted power that is critical for this data center.

D.BIDDER QUALIFICATIONS

1.Bidder and/or all key personnel assigned to the project shall be regularly and continuously engaged in the business of providing development and support services using experienced Information Technology (IT) professionals for the past three years.

2.Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.

E.SPECIFIC REQUIREMENTS

1.Bidder and/or key personnel shall have experience in website development utilizing HP Autonomy Web Content Management System. This must be verifiable through references, past projects completed, and/or current projects underway.

2.Bidder must have extensive experience with all aspects of application development and maintenance services.

3.Bidder must have a comprehensive understanding of current and future trends in this technology space.

4.Bidder must have extensive experience in understanding an organization’s technology needs and providing the appropriate resources to assess, develop, and consult in the area of digital technologies.

5.Bidder must have a strong customer relationship model that proactively partners with the client to place the right resources at the right time and quickly resolve issues. This must be verifiable through references.

6.Bidder must have qualified individuals that may have to pass a hiring background check to work on some applications (i.e., work history and references).

7.Bidder shall hand over the website design to the County for maintenance and continue to host and maintain the website.

8.Bidder shall train the County staff for the County to maintain the website.

9.Bidder will provide Alameda County ITD with expertise and experience in website development using HP Autonomy Web Content Management System. The scope may include the completion of various phases of the development lifecycle or the complete development of a digital solution. The County will provide general requirements for the task or project and the contractor will respond with a Statement of Work to complete the needed work. A fixed price Statement of Work is preferred. These services for digital technology development include one or more of the of the following, but are not limited to:

a.System architecture;

b.Analysis;

c.Design;

d.Programming/software engineering;

e.Data management;

f.Test automation;

g.Quality assurance;

h.Product support;

i.Consulting; and

j.Project management.

10.A Statement of Work must include, but is not limited to:

  1. A summary of work to be completed;
  2. Goals and Objectives to this assignment;
  3. Proposed solution;
  4. A statement of the requirements;
  5. Responsibilities matrix;
  6. Task breakdown;
  7. Time Estimate;and
  8. Cost summary.

11.Bidder will provide a list of key team members that will be available to work on potential projects. The bidder team should consist of an Account Manager and various supporting staff. In addition, the bidderwill provide the following for each Statement of Work.

  1. Bidder must submit resumes of key staff for the project.
  2. Bidders are required to notify the County of any change in personnel prior to that change being implemented. The bidder must have qualified personnel with proven experience in the discipline required. The screening process must include a criminal background check, as well as verification of education, work history, and references.
  3. The County reserves the right to perform its own background check in addition to any checks provided by the Contractor.

12.Bidder must provide an account manager or single point of contact to:

  1. Receive requirements;
  2. Communicate with the County project team via e-mail, phone, and on-site meetings;
  3. Be an escalation point for any issues and questions;
  4. Return a detailed Statement of Work (SOW) within one week after receiving specifications for specific work assigned; and
  5. Report monthly on activities and progress of various assignments.

13.Bidders qualified personnel must:

  1. Follow ITD’s processes and procedures; and
  2. Turn over source code(s) and documentation to the County for each assignment, when applicable.

F.DELIVERABLES/REPORTS

1.Contractor(s) will receive written specifications for specific work to be performed. Within one week of receiving these specifications, Contractor(s) must return a detailed proposal or Statement of Work that:

a.Details the scope, prices, rates, deliverables, and timeline:

(1)Travel expenses must be included in the hourly rate quoted by the bidder; travel expenses will not be paid directly by the County as specified in Exhibit A, Bid form A-1 and A-2.

b.Fully documents qualified personnel to fulfill roles specified in the plan—including résumé(s) and verification of the screening process (see SPECIFIC REQUIREMENTS, Item 11); the County reserves the right to review and screen résumés for any personnel recommended by the Contractor; and

c.Provides a change request process for approval by the County for any changes in qualified personnel, costs, or deliverables prior to the change taking place.

The County will evaluate the SOW(s) received and assign work to a specific Contractor based on best solutions and/or lowest price. The SOW must be approved by the County prior to the delivery of services.

2.Contractor must provide advanced notification to the County once 80% of the total value of a particular SOW has been reached or exceeded.

3.Contractor must provide a monthly report of activity for all current SOWs in progress.

II.CALENDAR OF EVENTS

EVENT / DATE/LOCATION
Request Issued / August 11, 2015
Written Questions Due / by 5:00 p.m. onAugust 21, 2015
*Networking/Bidders Conference #1
(Online conference option enabled for remote participation) / August 20, 2015@ 2:00 p.m. / at:General Services Agency
Room 1107, 11th Floor
1401 Lakeside Drive
Oakland, CA 94612
OR remotely @
alamedacounty.adobeconnect.com/admin/show-event-catalog
*Networking/Bidders Conference #2 / August 21, 2015 @ 10:00 a.m. / at:Public Works Agency
DUB OPS Conf Room 405
4825 Gleason Drive
Dublin, CA 94568
Addendum Issued / September 4, 2015
Response Due / September 23, 2015 by 2:00 p.m.
Evaluation Period / September 23 – October 12, 2015
Vendor Interviews / October 26, 2015
Board Letter Recommending Award Issued / November 25, 2015
Board Consideration Award Date / December 15, 2015
Contract Start Date / January 1, 2016

*Includes a tutorial of how to register and use Online Bid Process.

Note:Award and start dates are approximate.

G.NETWORKING / BIDDERS CONFERENCES

1.The bidders conference held on August 20, 2015, will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.

2.Networking/bidders conferences will be held to:

a.Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.

b.Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.

c.Provide the County with an opportunity to receive feedback regarding the project and RFP.

d.Provide the bidders with tutorials on how to bid online through Alameda County’s Strategic Sourcing Supplier Portal.

3.All questions will be addressed, and the list of attendees will be included, in an RFPAddendum following the networking/bidders conferences.

4.Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

H.EVALUATION CRITERIA / SELECTION COMMITTEE

All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response, Financial Stability, and Debarment and Suspension) will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in web design development and digital services. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria,the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

All contact during the evaluation phase shall be through the GSA-Procurement & Support Services department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.

The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.

Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.

The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.

Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty points, including the possible fifty pointsfor local and small, local and emerging, or local preference points(maximum 10% of final score).

The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation and interview and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation and interview.

If the two-stage approach is used, the three bidders receiving the highest preliminary scores and with at least 200 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.

The zero to five-point scale range is defined as follows:

0 / Not Acceptable / Non-responsive, fails to meet RFP specification. The approach has no probability of success. If a mandatory requirement this score will result in disqualification of proposal.
1 / Poor / Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving objectives per RFP.
2 / Fair / Has a reasonable probability of success, however, some objectives may not be met.
3 / Average / Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.
4 / Above Average / Good / Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.
5 / Excellent / Exceptional / Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

The Evaluation Criteria and their respective weights are as follows: