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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 ofDepartment of Developmental

DisabilitiesWebsite Re-platform Project Statement of Work

ODX Solicitation ID No. Solicitation Release Date

DXDMR-19-01-001 8/30/2018

Section 1: Purpose

The purpose of this Project Statement of Work (SOW) is to provide the Ohio Department of Developmental Disabilities (DODD) with information technology services in Applications Development and Maintenance. A qualified Contractor, herein after referred to as the “Contractor”, with subcontractors as necessary, 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: 8/30/18Inquiry Period Begins: 8/30/18Inquiry Period Ends: 9/14/18 at 8:00 amProposal Response Due Date: 9/17/18 at 1:00 pm

Section 2: Background Information

2.1 Agency Information

Agency Name Ohio Department of Developmental Disabilities

Contact Name Kim Campbell Contact Phone 614-369-4082

Bill to Address 30 E. Broad St, 12th FL

Columbus, OH 43215

2.2 Project Information


Project Name Re-platform DODD website to the Ohio ODX Platform

Project Background & Objective

The Ohio Department of Developmental Disabilities (DODD) is seeking to secure a website development contractor to move DODD’s website to the ODX platform via the ODX Website Accelerator. The selected Contractor will follow the ODX Content-first approach as a means to architect the new DODD website.

The rationale for moving DODD’s website to ODX is to leverage the features and functionality of the ODX platform and streamline website maintenance and content creation for DODD.

The Contractor selected for this project will be responsible for the design and construction of the new DODD website. Contractor will use the ODX Website Builder tool and will follow ODX’s Content First methodology for website design.

The Contractor must provide training and technical assistance to DODD staff who will be responsible for editing and updating the website, and for creating new pages on the site.

In performing these tasks, which are further explained in the SOW and deliverables, the Contractor must work with the Ohio Department of Administrative Services (DAS), ODX staff to ensure the new website is consistent with the ODX platform and guidelines.

Expected Project Duration

This project must be completed by 11/30/2018. If a prospective Contractor cannot meet this timeline or any of the dates outlined in the project schedule, they may not be selected for this project.

Deliverable Expectations

Deliverables must be provided according to the approved and baselined project plan established during the first weeks of the project. Any changes to the timeline must have prior approval (in writing) by the DODD contract manager or designate.

All deliverables must be submitted in a format approved by DODD’s contract manager.

All deliverables must have acceptance criteria established and time for testing or acceptance.

If the deliverable cannot be provided within the scheduled timeframe, the Contractor is required to contact the DODD contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project. If DODD determines a deliverable is no longer needed, they will submit that in writing to the Contractor within 2 weeks.

A request for a revised schedule must be reviewed and approved by the DODD contract manager before placed in effect.

DODD will complete a review of each submitted deliverable within 5 working days of the date of receipt.


2.3 Project Schedule

Date Task

Date Award letter; Project commences.

Contractor-supplied date

Project kickoff


Requirements gathering workshops


Contractor completes the designs and demonstrates the prototypes and completes the building of the website.


DODD provides feedback to Contractor, who makes necessary revisions to website / pages, functionality, etc.


Editable templates and web pages are completed and submitted to DODD.


Contractor provides technical assistance to DODD staff. This includes, but is not limited to, training DODD staff on updating website content, pages, and creating new pages.

Contractor supplied date

Contractor delivers progress report to DODD.


Contractor delivers final report to DODD.


New website(s) launch.

11/30/18 Project concludes.

2.4 Contractor’s Work Effort Requirement

The Contractor’s full-time regular employees must perform at least 30% of the effort required to complete the Work. The Contractor may use its personnel or subcontractor personnel to meet the remaining 70% of the effort.

2.5 Ohio Certified MBE Set-aside Requirement

NA


Section 3: Scope of Work

3.1 Description of Scope of Work

The DODD website project consists of multiple components including the building of the website (including all necessary web pages) as well as providing technical assistance to train DODD staff on creating / updating website content and running reports using analytics software.

The scope of this project includes all content within the dodd.ohio.gov domain; work is underway by DODD to assess and prioritize new content creation.

At a high level, functionality requirements will include:

Move the website and identified content to the ODX platform using the ODX Website Accelerator Tool, as well as other available ODX tools and accelerators as appropriate

Create and validate an authenticated portal

Follow ODX’s Content-First methodology for design of the website

Import all applicable content, identified by DODD from the current website

Incorporate SEO best practices

Other requirements:

Mobile device compatible

Compatible with multiple browsers including Google Chrome, Mozilla Firefox and Internet Explorer

Ability for DODD staff to run analytic reports

Compliance with Ohio web accessibility requirements: all materials must be captioned and designed for Americans with Disabilities Act/Section 508 compliance

Must be compatible with tool such as JAWS or Browse Aloud; testing will be part of UAT

Proposing ongoing scanning tool and cost for ADA compliance. DODD reserves the right to strike if too costly or deemed out of scope.

Integrations There are no integrations associated with this project.

3.2 Assumptions and Constraints

Assumptions DODD assumes that any selected Contractor will have the capacity to do, or contract to do, branding, content writing and design (including all functionality requirements provided in section 3.1) as well as the building of the actual website.

DODD assumes that any selected Contractor will have the capacity to provide technical assistance to the DODD staff including, but not limited to, training DODD staff on editing/modifying editable forms and templates, updating website content and training DODD staff on analytics to run reports.

Constraints Contractor must be able to work within DAS Ohio Digital Experience (‘ODX”) hosted solution requirements. This requirement entails utilizing the hosted and configured IBM Digital Experience portal


tools as configured, hosted and supported by DAS and per the RFP 0A1216 requirements.

Travel expenses are the responsibility of the Contractor and will not be billed back to the DODD.

3.3 Detailed Description of Deliverables

Deliverables must be provided according to the project plan as agreed upon during the initial weeks of the project. Any changes to the timeframes must have prior approval (in writing) by DODD’s contract manager.

All deliverables must be submitted in a format approved by DODD’s contract manager. All deliverables must have acceptance criteria established and a time period for testing or acceptance. If the deliverable cannot be provided within the scheduled timeframe, the Contractor is required to contact the

DODD contract manager in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project. If DODD determines a deliverable is no longer needed, they will submit that in writing to the Contractor within 2 weeks. Money cannot be reallocated.

A request for a revised schedule must be reviewed and approved by the DODD contract manager before placed in effect.

DODD will complete a review of each submitted deliverable within 5 working days of the date of receipt.

Deliverable Name Deliverable Description

Project Plan & Schedule Provide a detailed project plan and schedule of activities required to complete the project.

Kickoff Meeting Kickoff meeting will be held at a location and time selected by DODD where Contractor and its staff will be introduced to DODD and will discuss project requirements and brand guidelines.

DODD Stakeholder Meeting Contractor will meet with stakeholders identified by DODD at a date within the first month of project initiation that is mutually agreed upon by the Contractor and DODD. Contractor will ensure all stakeholders have ample notice of the meeting. DODD will provide contact information for all stakeholders. The Contractor will arrange the specifics of the meeting, including but not limited to, providing an agenda, location, date, and time for the meeting. The Contractor will provide these specifics to DODD for approval. The Contractor will be responsible for assembling stakeholders, conducting the meeting, and maintaining a line of communication for feedback with stakeholders after the meeting. The Contractor will use the meeting for the purpose of establishing a relationship with stakeholders and soliciting design, functionality, utility, usability, etc. ideas from those most likely to utilize the website. The meeting will result in a list of desired outcomes and functions provided by the stakeholders. This list must be developed by the Contractor, based on the stakeholder input, and provided to DODD within one week of the stakeholder meeting. DODD will determine


which of the desired outcomes and functions must be incorporated by the Contractor. The Contractor is responsible for follow-up with stakeholders and DODD regarding this meeting. The Contractor may be required to conduct further stakeholder meetings in a fashion similar to this initial meeting at the request of DODD. These subsequent stakeholder meetings would be limited to at most 2 additional meetings.

Clickable Prototypes Contractor will create a responsive website for DODD. Components of the website will be approved by DODD. All items within the Scope of Work must be developed by the Contractor and included in this website. DODD will review the website design (clickable prototype). DODD may request further modifications to the website after prototype is designed. The Contractor will submit any issues or concerns encountered during the development of the website.

Contractor will be responsible for coordination and ensuring compliance with the Ohio DAS ODX hosting platform and capabilities.

Testing DODD can request testing meetings. The Contractor and DODD will mutually agree upon the components to be tested. The Contractor is responsible for providing a location for these meetings.

Once the site is built out and ready to deploy, Contractor must conduct User Acceptance Testing (UAT) whereby DODD stakeholders will use the website. Throughout this testing phase, feedback and suggested modifications may occur. Contractor must conduct modifications quickly and provide technical assistance during this phase. Contractor will provide any pertinent considerations regarding suggested modifications and feedback to DODD. DODD will officially request modifications to the website during this phase; Contractor is expected to respond in a timely manner.

Deploy Website into Production Fully functional website is ready for public use.

Validate an authenticated portal Vendor will leverage the ODX portal accelerator to create an authenticated portal. The authenticated portal must include a design to allow login and OH|ID links and an alternate page if the authenticated portal does not go live at same time as the unauthenticated content. The authenticated portal must include sample content such as new, events, and resources shown by three roles in order to demonstrate content personalization. Role A sees all content, Role B sees some content but shares no content with Role C, Role C sees content remaining content that Role B cannot view.


Technical Assistance Contractor will provide ongoing technical assistance to DODD staff during the entire project period. This includes, but is not limited to, answering questions of functionality, modifying website components, design, and functionality based on DODD staff, stakeholder, and parent feedback, and any other assistance requested by DODD to advance DODD operation of the website. Technical assistance will provide DODD with the information and skills needed to operate the website without further assistance.

Training DODD Staff Contractor is responsible for providing website training to DODD staff including analytics to allow DODD staff the ability to run reports. Contractor must ensure that DODD staff have a comprehensive understanding of website operations and functionality. Contractor is responsible for training DODD staff on how to make modifications to the website and how to address any problems that may arise. Contractor must transfer all pertinent information regarding website development and operation that the DODD may find useful.

Weekly Status Reports Contractor is required to provide a weekly report of status updates to DODD each Wednesday of the contracting period. The report must be inclusive of, but not limited to, Contractor’s activities, products developed, concerns and barriers encountered.

Final Project Report Contractor is required to submit a final report to DODD according to the agreed-upon project plan. DODD will provide a report form template to be used by Contractor to complete this report.

Deliverable Name Due Date (if applicable)

Payment Eligible?

Acceptance Criteria

Project Plan & Schedule No later than 15 days from project initiation

Yes Approval by DODD

Kickoff Meeting No later than 5 days following project initiation

Yes Meeting was conducted

DODD Stakeholder Meeting No later than 20 days following

Yes Meeting was conducted; stakeholder input was translated into list of desired


project initiation

outcomes and functions socialized and approved by DODD staff

Clickable Prototypes TBD Yes Detailed review with DODD stakeholders

Testing TBD Yes Demonstration that desired project outcomes have been achieved; approved input incorporated into final website

Validate Authenticated Portal TBD Yes Demonstrate authenticated portal includes design to allow login and OH|ID links and an alternate page if the authenticated portal does not go live at same time as the unauthenticated content. Must include sample content such as new, events, and resources shown by three roles.

Deploy Website into Production TBD Yes Website deployed to production according to ODX processes and are fully functional

Technical Assistance TBD No

Training DODD Staff TBD Yes ODI staff receive training on multiple topics including analytics for running reports; Training provides necessary knowledge and skills for DODD staff to operate website without further assistance.

Weekly Status Reports Weekly No DODD will provide a report form template to be used by Contractor to complete this report.

Final Project Report TBD No DODD will provide a report form template to be used by Contractor to complete this report. Upon review of completeness, DODD will inform Contractor as to


acceptance of the report.

3.4 Roles and Responsibilities

Project or Management Activity/Responsibility Description Contractor DODD

Detailed project plan & schedule X

Creation of clickable website design prototypes and website X

Approval of clickable website design prototypes and website X

Provide technical assistance X

Schedule a kickoff/planning meeting X X

Conduct stakeholder meetings X

Schedule meetings to test website X X

Select content to be imported to new site X

Import content to new site X X

Provide project progress report X

Provide project final report and style guide X

Submit status reports X

Provide final product X

Approve final product X

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

3.6 Resource Requirements

DODD expects Contractor to perform their required work at their location with the exception of DODD agreed upon meetings and presentations.

Contractor must provide all equipment and software needed to perform activities at their workplace.

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

Section 4: Deliverables Management

4.1 Submission/Format

PM Artifact/Project Work Product Submission Format

Weekly status reports Every Wednesday during the contracting period.

The weekly report will include specific information about the progress of the project in a report format based on a template provided by DODD. DODD may request additional information for this report.

Final Project Report and Website Style Guide TBD

In a report format based on a template provided by DODD. DODD may request additional information for this report.

4.2 Reports and Meetings

The Contractor is required to provide the DODD contract manager with weekly written progress reports of this project. These are due to the DODD contract manager by the close of business each Wednesday throughout the life of the project.

The progress reports shall cover all work performed and completed during the week for which the progress report is provided and shall present the work to be performed during the subsequent week.

The progress report shall identify any problems encountered or still outstanding with an explanation of the cause and resolution of the problem or how the problem will be resolved.

The Contractor will be responsible for conducting weekly status meetings with the DODD contract manager. The meetings will be held on a date and at a time and place so designated by the DODD contract manager – unless revised by the DODD contract manager. The meetings can be in person or over the phone at the discretion of the DODD contract manager.

Final project synopsis report and website style guide no later than five days after project go live. .

4.3 Period of Performance

This project is expected to be completed on or before 11/30/2018. Performance is based on the delivery and acceptance of each deliverable.

4.4 Performance Expectations

This section sets forth the performance specifications to be established between the Contractor and State.

Contractor is responsible for completing each item as listed in Section 2.3 Detailed Description of Deliverables per the timeline established between the Contractor and DODD. The DODD Project Manager will provide feedback to the 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 State Staffing Plan


Staff/Stakeholder Name Project Role Percent Allocated

Michelle Burk Project Sponsor 5%

James Gregory Project Sponsor 5%

Maryjo MaceWoodburn Business Management 25% (75% during peak phases)

Katherine Rider Project Manager 20%

Polly Malthaner Project Manager 20%

Jennifer Belisle Business Analyst 25% (75% during peak phases)

Christopher Murphy Business Subject Matter Expert 25% (75% during peak phases)

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. Offeror Experience Requirements3. Subcontractors Documentation4. Assumptions5. Payment Address6. Staffing plan, personnel resumes, time commitment, organizational chart7. Contingency Plan8. Project Plan9. Project Schedule (WBS using MS Project or compatible)10. Communication Plan11. Risk Management Plan12. Quality Management Plan13. Fee Structure including Estimated Work Effort for each Task/Deliverable14. 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 Offeror;

c. Must include a statement regarding the Offeror’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. Offerors Experience Requirements

a. Each Proposal must include a brief executive summary of the services the Offeror proposes to provide and one representative sample of previously completed projects as it relates to this Proposal (e.g. detailed requirements documents, analysis);

b. Each Proposal must describe the Offeror’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 brand design with corresponding website and public awareness campaign that reaches 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 Offeror must possess knowledge of the following:

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

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

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

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

3. Subcontractor Documentation

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:

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

ii. 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;

iii. A description of the work the subcontractor will do and the subcontractor’s relevant experience, capability, and capacity. Provide specific detailed information demonstrating experience similar in nature to the assigned 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.

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

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

4. Assumptions

The Offeror must list all assumptions the Offeror made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Offeror 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 Offeror 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 Offeror should not include assumptions elsewhere in their response.


5. Payment Address

The Offeror must give the address to which DODD 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 subcontractor staff and time commitment. Identify hourly rates for personnel, as applicable.

Include Contractor and subcontractor resumes for each resource identified and organizational chart for entire team.

Contractor Name Role Contractor or Subcontractor? 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. 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.

12. 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.

13. Payment Structure including Estimated Work Effort for each Deliverable

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

Deliverable Name Total Estimated Work Effort (Hours)

Not-to-Exceed Fixed Price for Deliverable

Project Plan & Schedule

Kickoff Meeting

DODD Stakeholder Meeting

Clickable Prototypes

Testing

Deploy Website into Production

Validate Authenticated Portal

Training DODD Staff

Total Cost for all Deliverables

14. Rate Card

The primary purpose of obtaining a Rate Card is to establish baseline hourly rates if change orders are necessary.

Offerors 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.


Position / Title Rate/hr.

Section 6: SOW Evaluation Criteria

Applicant must meet the project duration and project schedule timeline outlined in section 2.3. Applicant must submit Proposal on time with all required components fully completed.

Scored Requirements WeightDoes Not

Meet

Partially Meets Meet Exceeds

Proposal submitted on time with all required components. Contains required sections and content defined in section 5.1.

2 0 2 5 7

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

4 0 2 5 7

Proposal describes the Offeror’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 2 5 7

Proposal clearly demonstrates that Offeror possesses knowledge of website content writing and design, social media, analytics, video creation and all functionality requirements provided in section 3.1.

6 0 2 5 7

Proposal clearly demonstrates that Offeror possesses knowledge of website construction. 3 0 2 5 7

Proposal clearly demonstrates that Offeror possesses the capacity to provide technical assistance to DODD staff including, but not limited to, training DODD staff on editing/modifying editable forms and templates, updating website content and training DODD staff on analytics so

3 0 2 5 7


they can run reports.

Proposal clearly demonstrates that Offeror possesses the capacity to create editable forms and templates that DODD staff can update and modify as needed.

4 0 2 5 7

Proposal includes all required subcontractor documentation. 2 0 2 5 7

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

3 0 2 5 7

Proposal includes a detailed contingency plan. 3 0 2 5 7

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

The plan 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 as outlined in section 2.3.

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

6 0 2 5 7

Proposal must include a detailed communication plan that complies with all project reporting requirements. 3 0 2 5 7

Proposal includes a detailed risk management plan. 3 0 2 5 7

Proposal includes a detailed quality management plan. 3 0 2 5 7

Contractor’s proposed training and transition plan clearly defines transition of support to DODD. 3 0 2 5 7

Contractor’s proposed technology platform is in alignment with OIT technology services supporting internet applications.

4 0 2 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 pre-qualified Contractors 8/30/2018

Inquiry Period Begins 8/30/2018

Inquiry Period Ends 9/14/2018 at 8:00 am

Proposal Response Due Date 9/17/2018 at 1:00 pm

Anticipated Dates

Estimated Date for Selection of Awarded Contractor 9/2018

Estimated Commencement Date of Work 10/2018

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 Offeror must submit five (5) complete, sealed and signed copies of its Proposal Response and each submission must be clearly marked “Move the Ohio Department of Developmental Disabilities website to the ODX Platform via Website Accelerator” on the outside of its package along with Offeror’s name.

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 responses should be valid for a minimum of 60 days.

The State will not be liable for any costs incurred by any Offeror 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 Offerors responding to this SOW Solicitation.

Proposal Responses MUST be submitted to the State Agency’s Procurement Representative:

Kim CampbellOhio Department of Developmental Disabilities30 E. Broad St, 12th FL Columbus, Ohio 43215

Proprietary informationAll 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 Offeror. 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 Offeror takes exception to the terms and conditions of the Contract.

Waiver of DefectsThe State has the right to waive any defects in any quotation or in the submission process followed by an Offeror. 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 Offerors.

Rejection of SubmissionsThe 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.


Documents

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