NOTICE Web viewDeliverable acceptance criteria and time period for deliverable testing and...

NOTICE

This opportunity is being released to ODX Contractors pre-qualified as a result of RFP #0A1216.

ONLY pre-qualified Contractors are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations that are not pre-qualified.

An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows:

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Statement of Work Solicitation

DAS on behalf of The Ohio State Employment Relations Board Website Re-platform Project Statement of Work

ODX Solicitation ID No.Solicitation Release Date

DXERB-18-01-001 2/14/2018

Section 1: Purpose

The purpose of this Project Statement of Work (SOW) is to provide the State Employment Relations Board (SERB) with information technology services. A qualified Contractor, herein after referred to as the “Contractor”, shall furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for or incidental to the performance of work set forth in Section 3, Scope of Work.

Table of ContentsSection 1: PurposeSection 2: Background InformationSection 3: Scope of WorkSection 4: Deliverables ManagementSection 5: SOW Response Submission RequirementsSection 6: SOW Evaluation CriteriaSection 7: SOW Solicitation Calendar of EventsSection 8: Inquiry ProcessSection 9: Submission Instructions & Location

TimelineSOW Solicitation Release to Pre-Qualified Contractor: 2/14/2018Inquiry Period Begins: 2/14/2018Inquiry Period Ends: 2/27/2018 at 8:00 a.m.Proposal Response Due Date: 3/2/2018 at 1 p.m.

All time listed are Eastern Standard Time

Section 2: Background Information

2.1 Agency Information

Agency/Program Name

State Employment Relations Board (SERB)

Contact Name Justin Brown Contact Phone (614)-466-1122

Bill to Address State Employment Relations Board65 E. State St., Suite 1200Columbus, OH 43215

Contact Email [email protected]


2.2 Project Information

Project Name (s) Website migration re-platform

Project Background & Objective

Using the Ohio Digital Experience platform and accelerators, move existing website to ODX platform, build necessary components, and test and deploy the website.

Key project objectives are to enhance website / website management usability for SERB’s content owners and information accessibility for SERB’s constituents. SERB Content Managers will be trained on ODX content management approach, which when used, will enhance the quality of site search results.

Tasks are outlined in the Deliverables section.

Expected Project Duration

Work must be completed and approved by SERB on or before May 31, 2018.

If a prospective Contractor cannot meet this timeline or any of the dates outlined in the project schedule, they should clearly detail reasons why they believe dates cannot be meet and propose another plan with dates.

In the event of multiple sites, contractor must be able to make site(s) live at the time they are approved and accepted; site completion can be staggered throughout the project.

2.3 Project Timeline

Date Task

March 19, 2018 Earliest project commencement date; actual start date will be driven by availability of ODX accelerators required for this project

Vendor proposed Project kickoff with SERB and ODX; workshop (requirements validation and working sessions); technical design

Vendor proposed Project plan

Vendor proposed Business, functional, and technical requirements

Vendor proposed Clickable Design Prototype (functional design)

Vendor proposed Technical Design

Vendor proposed Web Content Author Training

Vendor proposed SIT Plan and SIT Completion

Vendor proposed UAT Test Completion

Vendor proposed Production Environment Build deployment

May 31, 2018 Final Website Presentation, Final Report and Agency Style Guide


2.4 Contractor’s Work Effort Requirement

The Contractor’s full-time regular employees must perform at least 75% of the effort required to complete the work. The Contractor may use its personnel or subcontractor personnel to accommodate the remaining 25% of the effort.

Section 3: Scope of Work3.1 Description of Scope of Work

1. Develop the User Experience and Technical Designs / changes to existing design for http://www.serb.state.oh.us/.

This work will culminate with documentation, style guide, and clickable prototype(s) that will describe in detail SERB’s desired visual style and the technical implications of the user experience, and will define the agreed-upon end product for this phase of work.

Content selection and site requirement gathering working sessions Design prototype development; updates to State and SERB-provided branding guidelines as required Business requirements validation using design prototype (stakeholder interviews and workshops) Functional specifications document development leveraging design prototype and validated business

requirementso The functional specifications will clarify how website functionality will respond to user

navigation/interaction Non-functional requirements definition (e.g. performance metrics) Technical gap identification based on design prototype and business requirements

2. Deploy the new website(s) to the ODX Platform Virtual portal(s) creation Libraries creation: for content, code, as well as Java and/or JavaScript required components

o Libraries, workflow elements, categories, personalization components and other elements will be built to match the functional requirements to the application and the non-functional requirements that need to be fulfilled by the configuration of the WebSphere portal application platform

Unit and System Integration Issue/ Remediation documentation (prior to UAT) ODX CMS Content Import and Upload Content Author Training Sessions – Contractor to propose # of Content Author/ Owner training sessions

3. Fulfill the following Global Requirements: Responsive Design

o Responsive UI design to support mobile and tablet devices. o Mobile responsiveness will be tested for agreement at the conclusion of UAT for:

Apple – latest IOS version as of one month before commencement of UAT iPhone 7: Safari and Chrome browsers iPad Air 9”: Safari and Chrome browsers

Android – latest Android version as of one month before commencement of UAT Samsung Galaxy: Chrome browser Asus ZenPad 3S: Chrome Browser

Additional requirements:


Use of the ODX site, content and information architecture accelerator(s) and capabilities Intuitive navigation Clean and focused design Search Engine Optimization (SEO) best practices Forward-facing searchable document library Analytic reporting capability Compliance with Ohio web accessibility requirements and other policies, including Americans with

Disabilities Act/Section 508 compliance.

The Contractor will collaborate with SERB stakeholders during the first week of the project to clarify SERB business requirements in addition to requirements stated herein.

3.2 Assumptions and Constraints

Assumptions The project must be completed by 5/31/2018.

Contractor will have the capability and capacity to perform content design, satisfy all requirements described in section 3.1, and build / deploy the website(s).

Contractor will have the capacity and ability to provide technical assistance and training to SERB staff, including, but not limited to the following activities: edit / modify editable forms and templates, update content, and running website Analytics reports.

Constraints Contractor must be able to adhere to ODX-hosted solution requirements: including use of IBM Digital Experience portal tools as configured, hosted and supported by DAS and per the requirements set forth herein.

Contractor is responsible for travel expenses and cannot charge SERB and ODX for incurred expenses

3.3 Detailed Description of Deliverables

Contractor and SERB will agree upon deliverable dates after the project commences. Once the project schedule and plan are set, Contractor must meet specified deliverable timeframes. Any deviation from established schedule and plan requires prior approval (in writing) from the ODX Contract Manager or designate.

Deliverables must be submitted to SERB in the ODX-approved format. Deliverable acceptance criteria and time period for deliverable testing and acceptance must be established

with SERB and ODX Contract Manager within the first two weeks of project commencement. If a deliverable cannot be completed per the approved schedule and plan, Contractor must notify in writing

SERB PM and ODX Contract Manager with the reason for the delay and proposed revision to the schedule. Proposed schedule revision must include the downstream impact and impact to the overall project.

If SERB PM and ODX Contract Manager determine a deliverable is no longer needed, Either SERB PM or ODX Contract Manager will provide this information in writing to the Contractor within 2 weeks. Monies cannot be reallocated.

The SERB PM and ODX Contract Manager must approve any schedule revision prior to revision taking effect. Deliverable reviews will be conducted by the ODX Contract Manager and SERB designate within 5 working


days of deliverable submission.

Deliverable Description

Project Plan Includes tasks, milestones, and deliverables, milestone and deliverable dates and owners, and critical path (baselined). Contractor will proactively maintain baselined, approved project plan throughout the project.

Business, Functional, and Technical Requirements Complete documentation of business, functional, and technical requirements.

Functional Design (Clickable Design Prototype) Functional specifications document using the visual components from the design prototype and documented business requirements.

Technical Design Includes technical infrastructure and data architectural design for Digital Experience.

Web Content Author Training Materials Materials used for training Content Owners to use the Digital Experience WCM Web Content Authoring System. Materials can include:

Class outline

Training presentation

Lab handout

SIT Plan and SIT Completion System Integration Testing Plan and results of this test

UAT Test Completion Completion of the User Acceptance Testing. It will include what was tested and what changes, if any, are required.

Production Environment Build Deployment Deployment of SERB-specific code and configuration to the ODX production environment.

Communication and Engagement Plan Detailed, sequenced plan for communicating to impacted stakeholders. Defines what is communicated, to what stakeholder groups, by whom, and by when and defines the communication vehicle. Plan is based upon stakeholder identification and impact assessment.

Present final version, project report, and Agency Style Guide to Agency by 5/31/2018

Contractor is required to submit a final report to SERB and ODX on or before 5/31/2018. ODX will provide Contractor with a report form template.


Deliverable Name Due Date (If applicable)

Payment Eligible?Yes/No

Acceptance Criteria

Project Plan TBD / updated throughout project

Yes SERB and ODX Contract Manager approval. Requirements for approval:

Meets criteria established in Deliverable Expectations Document

Business, Functional, and Technical Requirements TBD Yes SERB and ODX Contract Manager acceptance


Functional Design (Clickable Design Prototype) TBS Yes SERB and ODX Contract Manager acceptance


Technical Design TBD Yes SERB and ODX Contract Manager acceptance


Web Content Author Training Materials TBD Yes SERB and ODX Contract Manager acceptance


SIT Plan and SIT Completion TBD Yes SERB and ODX Contract Manager acceptance


UAT Test Completion TBD Yes SERB and ODX Contract Manager acceptance



Deliverable Name Due Date (If applicable)

Payment Eligible?Yes/No

Acceptance Criteria

Production Environment Build Deployment TBD Yes SERB and ODX Contract Manager acceptance


Communication and Engagement Plan TBD No SERB and ODX Contract Manager acceptance

Final Project Report and Agency Style Guide TBD Yes ODX Contract Manager acceptance

Subcontractors detailed list Duration of the contract.

No All subcontracts are submitted to SERB and ODX for approval before any agreement is entered into by the Contractor and subcontractor.

3.5 Roles and Responsibilities

Project or Management Activity/Responsibility Description Contractor SERB/ODX

Schedule a kick-off meeting with all key stakeholders X X

Prepare for kick-off meeting materials X

Identify SERB Stakeholders X

Project Plan X

Business, Functional, and Technical Requirements X

Functional Design (Clickable Design Prototype) X

Technical Design X

Web Content Author Training Materials X

SIT Plan and SIT Completion X

UAT Test Completion X X


Project or Management Activity/Responsibility Description Contractor SERB/ODX

Production Environment Build Deployment X

Communication and Engagement Plan X

Final Project Report and Agency Style Guide X

3.6 Restrictions on Data Location and Work

The Contractor must perform all Work specified in the SOW Solicitation and keep all State data within the United States, and the State may reject any SOW Response that proposes to do any work or make State data available outside the United States.

The Contractor must maintain all of SERB’s data on a secure data storage unit (hard drive, USB, etc.). If multiple storage units are necessary, SERB must be notified. Data provided by SERB will be used solely for the creation of this website.

3.7 Resource Requirements

SERB and ODX expect contractor to perform their required work at their location with the possible exception of presentations and meetings.

Contractor shall use any and all equipment they need to perform activities at their workplace.

Contractor should clearly identify technology and tools they will utilize to develop the site and any software licensing that needs to be purchased.

Section 4: Deliverables Management

4.1 Submission/Format

PM Artifact/Project Work Product Submission Format

Contractor must follow SERB and ODX Program Management methodology. Contractor, SERB PM, and ODX PM will align on work products required for this project within the first 2 weeks of the project

During each SDLC phase Templates will be provided by SERB or ODX Program Office

Weekly Status Report TBD The report will include specific information about the progress of the project. The report must be in a format that makes it easy to read and follow (Microsoft Office compatible format).

Weekly project dashboard for ODX Status Report Wednesdays at 3 p.m. Format will be provided by ODX Program Office

In a report format based on a template provided by ODX.


Final Project Report 5/31/2018

4.2 Reports and Meetings

Contractor will conduct weekly status meetings with SERB PM/ team. SERB PM will establish meeting date/time/location. Meetings can be in person or over the phone at the discretion of SERB PM.

Contractor will submit a project status report that includes work performed and completed for the current week and planned work for the subsequent week; and documentation of issues and risks encountered or outstanding, with an explanation of the cause and resolution / proposed resolution

Contractor is required to provide the ODX with a weekly status reports summary. Status reports are due to ODX by 3 p.m. each Wednesday; template will be provided by ODX Program Office

4.3 Period of Performance

Project must be completed on or before 5/31/2018. Performance is based on the delivery and acceptance of each deliverable.

4.4 Performance Expectations

This section establishes performance specifications between Contractor and SERB and ODX. Contractor is responsible for completion of each item as listed in Section 3.3 Detailed Description of Deliverables per the timeline established between Contractor and SERB and ODX. The ODX Program Office and SERB Project Manager will provide feedback to Contractor as to its ongoing performance and will discuss, if necessary, any remedies to Contractor’s performance if not in adherence to grant expectations.

4.5 Service Level Agreement (SLA)

This section sets forth the performance specifications for the Service Level Agreement (SLA) to be established between the Contractor and SERB and ODX. Service levels are linked to “Fee at Risk” due to SERB and ODX to incent Contractor performance.

SERB, ODX and the Contractor recognize and agree that Service Levels and performance specifications may be added or adjusted by mutual agreement during the term of the Contract as business, organizational objectives and technological changes permit or require.

The Contractor agrees that 10% of the not to exceed fixed price for each deliverable will be at risk (“Fee at Risk”).

The Contractor will be assessed the 10% Fee at Risk for each SLA failure.

The Contractor will not be liable for any failed SLA caused by circumstances beyond its control, and that could not be avoided or mitigated through the exercise of prudence and ordinary care, provided that the Contractor promptly, notifies SERB and ODX in writing and takes all steps necessary to minimize the effect of such circumstances and resumes its performance of the Services in accordance with the SLA as soon as reasonably possible.

To further clarify, the 10% Fee at Risk available to SERB and ODX will not constitute the SERB and ODX’s exclusive remedy to resolving issues related to the Contractor’s performance. In addition, if the Contractor fails multiple service levels or demonstrates a pattern of failing a specific service level throughout the SOW, then the Contractor may be required, at the SERB and ODX’s discretion, to implement a SERB and ODX-approved corrective action plan to address the failed performance.

SLA will commence when the SOW is initiated.

Weekly Service Level Report. On a weekly basis, the Contractor must provide a written report (the “Weekly Service Level Report”) to SERB and ODX which includes the following information:

Identification and description of each failed SLA caused by circumstances beyond the Contractor’s control and that could not be avoided or mitigated through the exercise of prudence and ordinary care during the applicable week;

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The Contractor’s quantitative performance for the SLA;

The amount of any weekly performance credit for the SLA;

The year-to-date total performance credit balance for the SLA;

Upon SERB and/or ODX’s request, a “Root-Cause Analysis” and corrective action plan with respect to the SLA where the SLA failed during the preceding week; and

Trend or statistical analysis with respect to the SLA as requested by SERB and/or ODX.

The Weekly Service Level Report will be due no later than the tenth (10th) day of the following week.

Deliverable Acceptance SLA

The Deliverable Acceptance Service Level will measure the SERB and ODX’s ability to accept Contractor deliverables based on submitted quality and in keeping with defined and approved content and criteria for Contractor deliverables in accordance with the terms of the Contract and the applicable SOW.

The Contractor must provide deliverables to SERB and ODX in keeping with agreed levels of completeness, content quality, content topic coverage and otherwise achieve the agreed purpose of the deliverable between SERB, ODX and the Contractor in accordance with the Contract and the applicable SOW.

Upon mutual agreement, the service level will be calculated/measured in the period due, not in the period submitted. Consideration will be given to deliverables submitted that span multiple measurement periods.

The measurement period is weekly. The first weekly measurement period will commence on the first day of the first full calendar month of the Contract, and successive weekly measurement periods will run continuously thereafter until the completion of the applicable SOW.

SLA Performance EvaluatedNon-Conformance Remedy

Frequency of Measurement

Deliverable Acceptance Service Level

The Deliverable Acceptance Service Level will measure the State’s ability to accept Contractor deliverables based on submitted quality and in keeping with defined and approved content and criteria for Contractor deliverables in accordance with the terms of the Contract and the applicable SOW. The Contractor must provide deliverables to the State in keeping with agreed levels of completeness, content quality, content topic coverage and otherwise achieve the agreed purpose of the deliverable between the State and the Contractor in accordance with the Contract and the applicable SOW. Upon mutual agreement, the service level will be calculated / measured in the period due, not in the period submitted. Consideration will be given to deliverables submitted that span multiple measurement periods. The measurement period is a quarter of a year. The first quarterly measurement period will commence on the first day of the first full calendar month of the Contract, and successive quarterly

Fee at Risk Project Schedule


measurement period will run continuously thereafter until the expiration of the applicable SOW.

Compliance with deliverable acceptance is expected to be greater than 95%

This SLA is calculated as follows: “% Deliverable Acceptance” equals “# Deliverables accepted during period” divided by “# Deliverables submitted for review/acceptance by the State during the period”

4.6 State Staffing Plan

Staff/Stakeholder Name Project Role Percent Allocated

ODX Program Lead Program Lead / Contract Manager, second level of ODX escalation As needed

ODX Project ManagerProgram and Project Compliance; first point of ODX escalation 10% or as needed

SERB Project Roles

Christine DietschSERB Executive Director Project Sponsor As needed

Justin Brown, PMPResearch and Training Manager (R&T) SERB Project Manager As needed

Angela Phelps-WhiteInvestigations Administrator (REP/ULP) Business Stakeholder As needed

Judy KnappInvestigator (ULP Section) Business Stakeholder As needed

Debra ProtsInvestigator (Representation Section) Business Stakeholder As needed

Bryan WebbCustomer Service Assistant (Clerks Office) Business Stakeholder As needed


Staff/Stakeholder Name Project Role Percent Allocated

Tammy JohnsonResearch Administrator (R&T Section) Business Stakeholder As needed

Licia SappResearcher (R&T Section) Business Stakeholder As needed

Scott MarshallResearcher (R&T Section) Business Stakeholder As needed

Section 5: SOW Response Submission Requirements

5.1 Response Format, Content Requirements

An identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered.

Each Proposal must contain the following:

1. Cover Letter with signature2. Contractor Experience Requirements (can be same as shared in RFP process)3. Subcontractors Documentation4. Assumptions5. Payment Address6. Staffing plan, personnel resumes, time commitment, organizational chart7. Contingency Plan8. High-level Project Plan (3 separate plan or combined plan to include all 3 projects)9. Proposed Project Schedule (WBS using MS Project or compatible) – accounting for 3 discrete projects10. Communication Plan11. Training and transition Plan12. Risk Management Plan13. Quality Management Plan14. Fee Structure including Estimated Work Effort for each Task/Deliverable15. Rate Card

Include the following:

1. Cover Letter:

a. Must be in the form of a standard business letter;

b. Must be signed by an individual authorized to legally bind the Contractor;

c. Must include a statement regarding the Contractor’s legal structure (e.g. an Ohio corporation), Federal tax identification number, and principal place of business; please list any Ohio locations or branches;

d. Must include a list of the people who prepared the Proposal, including their titles; and

e. Must include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Proposal.

2. Contractors Experience Requirements

a. Each proposal must include a brief executive summary of the services the Contractor proposes to provide and


one representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);

b. Proposal must describe the Contractor’s experience, capability, and capacity to provide and optional Solicitation Assistance. Provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW for each of the resources identified in Section 6. The detailed information must include examples relevant to this project’s needs and requirements. One example must demonstrate Contractor’s experience in creating a website that interfaces with professionals and the general public. Contractor should also include examples of website templates they have created for projects similar to this one.

c. Mandatory Requirements: The Contractor must possess knowledge of the following:

Website content design, social media, analytics, video migration and all functionality requirements provided in section 3.1.

Building of the actual website Capacity to provide technical assistance to SERB staff including, but not limited to, training SERB staff on

editing/modifying editable forms and templates, updating website content and training SERB staff on analytics so they can run reports.

Capacity to create editable forms and templates that SERB staff can update and modify as needed.

3. Subcontractor Documentation:

a. For each proposed subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:

The subcontractor’s legal status, federal tax identification number, D-U-N-S number if applicable, and principal place of business address;

The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the subcontractor to contractual obligations;

A description of the work the subcontractor will do and one representative sample of previously completed projects as it relates to this SOW (e.g. detailed requirements document, analysis, statement of work);

Must describe the subcontractor’s experience, capability, and capacity to provide Information Technology Assessment, Planning, and Solicitation Assistance. Provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW from each of the resources identified in Section 6; The detailed information must include examples relevant to this project’s needs and requirements. One example must demonstrate subcontractor’s experience in creating a website that interfaces with professionals and the general public. subcontractor should also include examples of website templates they have created for projects similar to this one.

A commitment to do the work if the Contractor is selected; and

A statement that the subcontractor has read and understood the RFP and will comply with the requirements of the RFP.

b. SERB will approve all subcontractors and Contractor will provide at least three quotes for each activity that will require a subcontractor.

4. Assumptions:

The Contractor must list all assumptions the Contractor made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Contractor remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Contractor response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the RFP that the assumption


is applicable to. The Contractor should not include assumptions elsewhere in their response.

5. Payment Address:

The Contractor must give the address to which SERB will send reimbursements for completed activities/deliverables per the terms of the Contract.

6. Staffing plan, personnel resumes, time commitment, organizational chart

Identify Contractor and sub-contractor staff and time commitment. Identify hourly rates for personnel, as applicable.

Include Contractor and sub-contractor resumes for each resource identified and organizational chart for entire team.

Contractor Name Role Contractor or Sub-contractor No. Hours Hourly Rate

7. Contingency Plan

Identify and provide a Contingency Plan should the Contractor and subcontractor staff fail to meet the Project Schedule, Project Milestones or fail to complete the deliverables according to schedule. Include alternative strategies to be used to ensure project success if specified risk events occur.

8. Project Plan

Applicant must provide a detailed project plan that satisfies all project objectives including all parts of the SOW including meeting all website content and functionality requirements outlined in section 3.1 along with all project deliverables. Describe the primary tasks, how long each task will take and when each task will be completed in order to meet the final deadline.

9. Project Schedule (WBS using MS Project or compatible)

Applicant must provide a detailed project schedule that falls within the project duration and meets all of the project schedule timeline outlined in section 2.3. Describe the Project Schedule including planning, planned vs. actuals for monitoring performance, including milestones, and time for writing, editing and revising. Using MS Project or compatible, create a deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project with each descending level representing an increasingly detailed definition of the project work.

10. Communication Plan

Applicant must provide a detailed communication plan that complies with all project reporting requirements. Describe the methods to be used to gather and store various types of information and to disseminate the information, updates,


and corrections to previously distributed material. Identify to whom the information will flow and what methods will be used for the distribution. Include format, content, level of detail, and conventions to be used. Provide methods for accessing information between scheduled communications.

11. Training and transition plan

Clearly defines transition of support to the SERB.

12. Risk Management Plan

Describe the Risk Management Plan including the risk factors, associated risks, and assessment of the likelihood of occurrence and the consequences for each risk. Describe your plan for managing selected risks and plan for keeping people informed about those risks throughout the project.

13. Quality Management Plan

Describe your quality policies, procedures, and standards relevant to the project for both project deliverables and project processes. Define who is responsible for the quality of the delivered project artifacts and deliverables.

14. Fee Structure including Estimated Work Effort for each Deliverable

Payment will be scheduled upon approval and acceptance of each Deliverable by SERB and ODX within the usual payment terms of the State.

Deliverable Name Total Estimated Work Effort (Hours)

Not-to-Exceed Fixed Price for Deliverable

Project Plan

Business, Functional, and Technical Requirements

Functional Design (Clickable Design Prototype)

Technical Design

Web Content Author Training Materials

SIT Plan and SIT Completion

UAT Test Completion

Production Environment Build Deployment

Present final version, project report, and Agency Style Guide to Agency

Total Cost Not-to-Exceed for all Deliverables


15. Rate Card

The primary purpose of obtaining a Rate Card is to establish baseline hourly rates in the event that change orders are necessary. The contractor must submit a Rate Card that includes hourly rates for all services the Contractor Offers, including but not limited to those listed in Section 6. Enter the Rate Card information in this section.

Position/Title Rate/Hr.

Section 6: SOW Evaluation Criteria

Contractor must be capable of meeting the project duration and project schedule timeline outlined in section 2.3.

Contractor must submit proposal on time with all required components fully completed.

Scored Requirements WeightDoes Not

MeetMeet Exceed

s

Proposal submitted on time with all required components. Contains required sections and content defined in 5.1 2 0 5 7

Proposal includes a brief executive summary of the services the Contractor proposes to provide and two representative samples of previously completed projects as it relates to this proposal. Include project description, who it was for and name of contact person.

4 0 5 7

Proposal describes the Contractor and subcontractor’s experience, capability, and capacity to complete the project. Proposal includes specific detailed information demonstrating applicant’s experience similar in nature to the work described in this SOW. Detailed information includes examples relevant to this project’s needs and requirements. Proposal includes one example that demonstrates Contractor’s experience in creating a website that interfaces with professionals and the general public. Proposal also includes examples of website templates Contractor has created for similar projects (include project description, who it was for and name of contact person).

4 0 5 7

Proposal clearly demonstrates that Contractor possess experiences and 4 0 5 7


knowledge of website content design, social media, analytics, video migration and all functionality requirements provided in section 3.1.

Proposal clearly demonstrates that Contractor possess experiences and knowledge of website construction. 3 0 5 7

Proposal clearly demonstrates that Contractor and subcontractors possess the capacity and experience to provide technical assistance to SERB staff including, but not limited to, training SERB staff on editing/modifying editable forms and templates, updating website content and training SERB staff on analytics so they can run reports.

3 0 5 7

Proposal clearly demonstrates that Contractor and subcontractors possess the capacity and experience to create editable forms and templates that SERB staff can update and modify as needed.

4 0 5 7

Proposal includes all required subcontractor documentation. 2 0 5 7

Proposal includes staffing plan containing personnel resumes, time commitment information and an organizational chart. 3 0 5 7

Proposal includes a detailed contingency plan. 3 0 5 7

Proposal includes a detailed project plan that meets all the requirements of this project.

Proposal also includes an acceptable project schedule that meets the project duration and project schedule timeline outlined in section 2.3

4 0 5 7

Proposal must include a detailed communication plan that complies with all project reporting requirements. 3 0 5 7

Proposal includes a detailed risk management plan. 3 0 5 7

Proposal includes a detailed quality management plan. 3 0 5 7

Contractor’s proposed training and transition plan clearly defines transition of support to SERB. 3 0 5 7

Contractor’s proposed technology platform is in alignment with Ohio ODX technology services supporting internet applications. 4 0 5 7

Price Performance Formula. The evaluation team will rate the Proposals that meet the Mandatory Requirements based on the following criteria and respective weights.

Criteria PercentageTechnical Proposal 70%

Cost Summary 30%To ensure the scoring ratio is maintained, the State will use the following formulas to adjust the points awarded to each offeror.

The offeror with the highest point total for the Technical Proposal will receive 700 points. The remaining offerors will receive a percentage of the maximum points available based upon the following formula:


Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 700

The offeror with the lowest proposed total cost for evaluation purposes will receive 300 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula:

Cost Summary Points = (Lowest Total Cost for Evaluation Purposes/Offeror’s Total Cost for Evaluation Purposes) x 300

Total Points Score: The total points score is calculated using the following formula:

Total Points = Technical Proposal Points + Cost Summary Points

Section 7: SOW Solicitation Calendar of Events

Firm Dates

SOW Solicitation Released to Contractors February 14, 2018

Inquiry Period Begins February 14, 2018

Inquiry Period Ends March 27, 2018 at 8:00 p.m.

Proposal Response Due Date March 2, 2018 at 1:00 p.m.

Anticipated Dates

Estimated Date for Selection of Awarded Contractor March 9, 2018

Estimated Commencement Date of Work March 19, 2018

All times listed are Eastern Standard Time (EST).

SECTION 8: Inquiry Process

Contractors may make inquiries regarding this SOW Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Contractors must use the following process:

Access the State’s Procurement Website at http://procure.ohio.gov/;

From the Navigation Bar on the right select “Bid Opportunities Search”;

Enter the ODX Solicitation ID number found on the first page of this SOW Solicitation in the “Document/Bid Number:” box;

Click the “Search” button;

Click on the Document/Bid Number to go to the document information page,

On the document information page, click the “Submit Inquiry” button;

On the document inquiry page, complete the required “Personal Information” section by providing:

o First and last name of the Contractor’s representative who is responsible for the inquiry,

o Name of the Contractor,

o Representative’s business phone number, and


o Representative’s email address;

Type the inquiry in the space provided including:

o A reference to the relevant part of this SOW Solicitation,

o The heading for the provision under question, and

o The page number of the SOW Solicitation where the provision can be found; and

Click the “Submit” button.

A Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Contractor will not receive a personalized response to the question nor notification when the State has answered the question.

Contractors may view inquiries and responses on the State’s Procurement Website by using the same instructions described above and by clicking the “View Q & A” button on the document information page.

The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.

Section 9: Submission Instructions & Location

Each Contractor must submit four (4) complete, sealed and signed copies of its Proposal Response. Each submission must be clearly marked “Development Services Agency Website Redesign Project” on the outside of its package along with Contractor’s name and the solicitation number DXDAS-0A1216-18-SERB-002.

A single electronic copy of the complete Proposal Response must also be submitted with the printed Proposal Responses. Electronic submissions should be on a CD, DVD or USB memory stick.

Each Proposal must be organized in the same format as described in Section 5. Any material deviation from the format outlined in Section 5 may result in a rejection of the non-conforming Proposal. Each Proposal must contain an identifiable tab sheet preceding each section of the Proposal. Proposal Response should be good for a minimum of 60 days.

The State will not be liable for any costs incurred by any Contractor in responding to this SOW Solicitation, even if the State does not award a contract through this process. The State may decide not to award a contract at the State’s discretion. The State may reject late submissions regardless of the cause for the delay. The State may also reject any submissions that it believes is not in its interest to accept and may decide not to do business with any of the Contractors responding to this SOW Solicitation.

Proposal Responses MUST be submitted to the Agency Procurement Representative:

Justin BrownState Employment Relations Board65 E. State Street, 12th FloorColumbus, OH 43215-4213

Proprietary information

All Proposal Responses and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a Proposal Response or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Contractor. Additionally, all Proposal Response submissions will be open to the public after the contract has been awarded.

The State may reject any Proposal if the Contractor takes exception to the terms and conditions of the Contract.

Waiver of Defects

The State has the right to waive any defects in any quotation or in the submission process followed by a Contractor. But


the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Contractors.

Rejection of Submissions

The State may reject any submissions that is not in the required format, does not address all the requirements of this SOW Solicitation, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. The State will reject any responses from companies not pre-qualified in the Technology Category associated with this SOW Solicitation. In addition, the State may cancel this SOW Solicitation, reject all the submissions, and seek to do the work through a new SOW Solicitation or other means.


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