Solicitation FLCDQ2797 Website Design Modify Cancel Bid Clone Back To My List Print Version State of Colorado Fort Lewis College Documented Quote Solicitation Number: FLCDQ2797 Website Design Status:Open for BiddingFirst Published:06/30/2006 Modifications:0 Category:Computer Programming & Consulting Services Title:Website Design Description:Website *Requisition Number:FLCDQ2797 *Procurement Type:Service *Report Category:Computer Programming & Consulting Services Bid Submission Deadline Date & Time:07/18/2006 02:00 PM Address:Fort Lewis College Purchasing Department 290 BH 1000 Rim Drive Durango, CO 81301 Comments:E-mailed or Faxed Responses Accepted Vendor Qualifications . Pre Submission Meeting Comments:E-mailed or Faxed Responses Accepted Goods/Services Delivery DateLocation 11/01/2006Fort Lewis College Central Receiving 1000 Rim Drive Durango, CO 81301 FOB:Destination Comments:E-mailed or Faxed Responses Accepted Point Of Contact Name: Maurine Liddiard Agency:Fort Lewis College Phone:970-247-7430 Fax:970-247-7660 Email:liddiard_m@fortlewis.edu Comments:E-mailed or Faxed Responses Accepted Except as replaced, modified, or supplemented by the procuring agency in this solicitation, the State of Colorado Solicitation Instructions and Terms and Conditions apply to solicitations published on BIDS. Click here to see the current and prior versions of the Solicitation Instructions and Terms and Conditions. Specifications SECTION I BACKGROUND, OVERVIEW AND GOALS INTRODUCTION Fort Lewis College is seeking to increase inquiries from prospective students and their influencers who are shopping on the web. To accomplish this goal, we seek a firm that can collaborate with internal staff on leading messages and look/feel, and then design, copy write, optimize, and possibly host a marketing oriented website. This website will launch a customer relationship management (CRM) tool. Therefore, collaboration on leading messages and look/feel will also be required with the CRM vendor. Fort Lewis College seeks to develop an ongoing relationship with the successful bidder for assistance with creative updates to freshmen leading messages, content, look/feel, and functionality. Fort Lewis College invites qualified vendors to propose solutions. In addition to providing a response to the general and specific requirements in this solicitation, respondents should provide a detailed description of the specific solution and all associated costs for services required to successfully implement, maintain/update, and upgrade the solution. OBJECTIVES The Division of Enrollment Services and General Education seeks to invest in web design and development services to help the College achieve its enrollment goals. The firm selected must support Fort Lewis College's desire to have a website that: Primarily focuses on the prospective student and their influencers, but also includes secondary links for current students, alumni, donors, faculty and staff. Includes the look/feel, functionality and content to address the needs of today's prospective higher education students and their influencers. Incorporates a navigation structure that will deliver the most important prospective student information/functionality in the fewest possible clicks. Is developed by a firm with a strong track-record of successful higher education websites and proven ability to increase student inquiries. Allows authorized staff to easily change content, add new images, links or web pages. - Facilitates tracking of relevant detail of where the inquiry came from, where the inquirer clicked to, and how long they stayed on the site. - Integrates well with our CRM portal in terms of look/feel, navigation and content so that prospective students can move from a CRM web page to a website page and back without getting confused or lost. - Contains any web pages necessary to support links or information needs within the CRM. Communicates the college's marketing/branding message - Is live by November 1, 2006 or as soon as possible. - Is optimized for indexing by major search engines (Google, Yahoo, AOL, MSN). - Is fully functional with all major browsers (IE, Firefox, Safari) - Is ADA compliant Complies with current W3C standards Allows authorized staff to create blogs, forums, event calendars, photo galleries and databases. Allows authorized staff to create sub-domains, e-mail and page re-directs. SECTION II ADMINISTRATIVE INFORMATION SCHEDULE OF ACTIVITIES: ( DATES) Documented Quote Issued................. June 30, 2006 Vendor Written Proposals Due..... 3:00 pm MDT, Tuesday, July 18, 2006 INQUIRIES: Inquiries related to Administrative Information should be directed to Purchasing at the address or phone number below. Functional inquiries should be directed to Robin Cole, Webmaster, Office of Marketing and Communications, (970) 247-7449, cole_r@fortlewis.edu. Technical inquiries should be directed to Kerry Vosswinkel, Information Technology, (970) 247-7345, vosswinkel_k@fortlewis.edu. Fort Lewis College Purchasing Department 1000 Rim Drive, Rm 290 BH Durango, CO 81301 Tel. 970-247-7430 PROPOSAL SUBMISSION: One copy of the proposal should be submitted to the Purchasing Department.. The College reserves the right to reject any and all proposals, to waive informalities and minor irregularities in proposals received, and to accept any portion of a proposal or all items bid if deemed in the best interest of the College to do so. EVALUATION AND AWARD: Contract/Purchase Order(s) will be awarded to the bidder whose proposal will be most advantageous to the College, price and other factors considered. The specifications within this document represent the minimum performance necessary for response. Due to the evaluation procedure, lowest dollar price MAY or MAY NOT indicate the successful awardee. Vendors are encouraged to submit their best and final bid, as the College may chose to award the contract with no further vendor negotiations. Proposals will be judged according to the following criteria: 1. Price (see Solution Pricing section for required itemization) 2. Vendor qualifications (references, creativity and functionality of work for previous clients, experience in higher education industry, and long-term stability) 3. The extent to which the implementation, maintenance/updating, and upgrading services meet the stated objectives, with special attention to vendor?s ideas about how to best meet prospective students? and their influencers? informational, emotional, and functionality needs and wants Failure of the bidder to provide any information requested may result in the disqualification of the proposal and shall be the responsibility of the bidding individual or firm. The College reserves the right to: Reject any and all proposals Waive informalities and minor irregularities in proposals if deemed in the best interest of the College to do so. Cease further consideration of a respondent at any time, if the vendor is deemed non-qualified in comparison with other respondents. SCOPE OF WORK 1. Collaborative process to develop leading messages, content, functionality and look/feel. How will you work with our staff, our CRM vendor, and other consultants to ensure the coordination of the web with other marketing communication channels? 2. Proposed milestones to meet November 1, 2006 rollout. 3. Ideas about what website must do to meet prospective students and their influencers, informational, emotional, and functional needs and wants. What are your initial ideas about the cutting edge of prospective student websites. 4. Optimization. How will you optimize the website to ensure 'top 5' performance on search engines for agreed upon search terms. How will this optimization be maintained over time? 5. Technology. Provide a detailed list of the technology required to implement your proposed solution. A description of the Fort Lewis College web computing environment is listed below. Any technology not listed may or may not be supported ? the Inquiries section lists a Technical Contact for questions. 6. Hosting. If your proposed solution includes hosting services, clearly separate design serves from hosting services. The hosting services section of your proposal must include at a minimum: a. Cost and contract terms for a hosting relationship. Please give details if your pricing is based on bandwidth. b. Ownership and transferability of content c. SLA (Service Level Agreement) terms d. Content, design and functionality updates. Please discuss updates handled by the vendor and training of FLC staff to handle updates. e. Technological updates. How often are these implemented? f. Web traffic tracking services. 7. Testing and validation. How will you test and validate the integrity of the web site before launch? 8. Updates. What options are there for creative updates/upgrades to freshen leading messages, content, look/feel, and functionality? 9. Vendor Qualifications Section a. Legal Status. Describe the legal status of Vendor (e.g., corporation, sole proprietor, etc.). b. Prior Contract Performance. If a Vendor has had a Contract terminated for default during the past five (5) years, all such incidents must be described below. Termination for default is defined as notice to stop performance due to Vendors? nonperformance or poor performance and the issue was either: (a) not litigated; or (b) litigated and such litigation determined the Vendor to be in default. A Vendor response that indicates that the requested information will be provided only if and when the Vendor is selected as one of the Apparent Successful Vendors is not acceptable. Restricting Vendor responses to include only legal action resulting from terminations for default is not acceptable. c. Customer References. Vendors must provide a minimum of three Higher Education customer references. Identify the contact person, title, telephone numbers, and URL(s) of the website you designed for each reference. Each reference must have purchased Vendors' products/services within the last two years. The evaluation team may, at their option, contact other customers of the Vendors for references. d. Financial Information. Please provide most recent audited Financial Statement and a brief company history. e. Vendor is encouraged to provide project resumes of personnel who will be assigned to provide the services required to complete this project. 10. Customer Service Section a. Vendor?s Account Representative. Vendors must designate one individual to function as the vendor?s account representative to coordinate support and services related to the Contract. Vendors must provide access to the account representative via toll-free telephone (direct-dial voice and fax), voice-mail, and e-mail, including Microsoft Word and Excel file attachments. Provide below the Representative?s toll-free telephone and fax number and e-mail address for customers to use. b. Vendor?s Customer Support. Describe the resources that will be available to support inquiries. Hosting services must provide an SLA, listing at a minimum: i. Percentage of guaranteed website uptime ii. Contact information for business and non-business hours, including severity levels for reported problems, targeted response times for each severity level. iii. Penalties/remedies for non performance. SOLUTION PRICING Prices must be quoted for the following items: Design services: 1. Provide a single dollar amount for collaboration with Fort Lewis College staff and CRM vendor on leading messages and look/feel, including design, copywriting, optimization, and implementation services. List your pricing model (flat fee, per hour, per page, etc), and an estimate of the total cost to create 1) the Fort Lewis College home page, 2) two landing pages for Future Students and New Students, and 3) 50 subpages. Hosted solution: 2. Provide a single dollar amount for hosting setup and initial implementation. 3. Provide a single dollar amount for recurring fixed service fee, indicating if monthly, annual, or other period. Clearly state any minimum required purchase period (ex. if monthly, must purchase 12 months minimum) and amount of advance notice, if any, required to cancel recurring service fee. 4. If not included in recurring service fee (item b. above), provide a single dollar amount for annual support including telephone, web, and email. 5. Provide a single dollar amount for technical and user training. 6. Total first year cost. Conversion: If your solution can be converted to another host, provide costs for conversion. OVERVIEW OF FORT LEWIS COLLEGE ADMINISTRATIVE COMPUTING ENVIRONMENT Server Hardware / Software One web server, HP Proliant with a single 3.6MHz Zeon processor, 2BG RAM Windows Server 2003, IIS 6 ASP.NET v2.0 For information about support for other programming tools/languages, call or email the Technical contact listed in the Administrative Information section. Network The college's network is a Microsoft Windows 2003 Active Directory domain running on HP Proliant Servers supported by a fiber optic backbone. This information is provided so that the vendor can describe how the proposed solution can be integrated with or otherwise augment the normal daily use of the enterprise information system. Configurations proposed must not degrade, obstruct or negatively impact the current or expected functionality of the communications networks, hardware, or software. Vendors whose proposals include elements/limitations which would impact any component of this existing system, i.e. hardware, software, or communications network, must specifically state the consequences of that impact. Fort Lewis College reserves the right to eliminate vendors from consideration based upon their failure to comply with this requirement.