View DXJFS-18-01-003 MS Word Format - procure.ohio.gov · Web viewA qualified Contractor, herein after referred to as the “Contractor”, with subcontractors as necessary, shall

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

Department of Administrative Services on behalf of Ohio Department of Job and Family Services, Foster Care and Adoption Website Branding Project Statement of Work

ODX Solicitation ID No. Solicitation Release Date

DXJFS-18-01-003 6/19/2018

Section 1: Purpose

The purpose of this Project Statement of Work (SOW) is to provide the Ohio Department of Job and Family Services (ODJFS) with information technology services in Marketing Design, ODX Application Development and Maintenance Transition Planning. 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 Contents

Section 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 Released to pre-qualified Contractors: 06/19/2018Inquiry Period Begins: 06/19/2018Inquiry Period Ends: 07/05/2018 @ 8:00 a.m. ESTProposal Response Due Date: 07/09/2018 @ 1:00 p.m. EST

Section 2: Background Information

2.1 Agency Information

Agency Name Ohio Department of Job and Family Services (ODJFS), Office of Families and Children (OFC)

Contact Name Tara Shook, Policy Developer Contact Phone 614-752-0079

Bill to Address 4200 East Fifth Avenue, 2nd Floor, Columbus, Ohio 43219


2.2 Project Information

Project Name Foster Care and Adoption Website and Marketing Design

Project Background & Objective

The Ohio Department of Job and Family Services (ODJFS), Office of Families and Children (OFC) is seeking to secure a website development and marketing prime Contractor with subcontractor, if appropriate, to provide an overall campaign to raise the awareness of the foster care and adoption services. These areas are being stressed to new levels with even more children needing both short term and long-term support. This effort is to kick off a marketing campaign that highlights the needs in multiple media forms both standard print and digital (e.g. news, events, focused reach out for potential foster and adoptive families). In order to be able to follow through and help potential foster/adoptive families, we also need to design a new foster care and adoption brand and new website that will be owned, updated and maintained by the OFC.

The main objectives of the new foster care and adoption brand are to create urgency and interest in fostering or adopting children in the child welfare system in Ohio. Combined with the new branding, the new website will: raise awareness to the general public about foster care and adoption; educate persons interested in learning more about the foster care and adoption process; provide an online means for interested persons to forward inquiries to the foster care and/or adoption agencies of their choice; serve as a resource clearinghouse for current foster and adoptive parents to find relevant articles, organizations, support services, etc.; and inform and educate the wider community through resource content.

The key to achieving the main objectives centers on the new brand and website being modern, very user-friendly and interactive.

The current website (http://jfs.ohio.gov/ocf/index.stm) is outdated and does not meet the needs of the department, interested inquirers, or current foster and adoptive parents. It does not provide enough information about foster care and adoption – it simply directs visitors to an incomplete list of agencies and an adoption brochure. Also, the site does not reflect a foster care and adoption ‘brand’, and is not at all user-friendly or intuitive.

Most stakeholders are not aware that a foster care and adoption website exists; those who do seek information elsewhere. It is felt that a new informative website, paired with a public awareness campaign could assist all agencies in the state in the effort to build awareness and recruit future foster caregivers and adoptive parents.

With the current website, the department cannot customize or update pages or content to meet the unique needs of persons interested in becoming foster or adoptive parents, current foster or adoptive parents, and the agencies with which they work.

The foster care and adoption website must be very user-friendly so it can effectively serve multiple roles in recruiting and supporting foster and adoptive parents. Ohio families and agency stakeholders will benefit from access to current foster care and adoption information and resources available through multiple components on the website.

The new website will have a descriptive URL (e.g. fostercare.ohio.gov) and will tie into Ohio.gov via ODX’ Information Architecture and OH|ID Workforce. We look for the Contractor to help in the selection of the URL in the context of the branding.

Creation of a new, separate website for foster care and adoption will help meet the state’s needs with respect to the federal Family First Prevention Services Act (https://www.acf.hhs.gov/sites/default/files/cb/im1802.pdf). The regulations in this bill will undoubtedly result in increased demand for families who are willing and able to care for children who will have significant therapeutic and treatment needs.


https://www.acf.hhs.gov/sites/default/files/cb/im1802.pdf

http://jfs.ohio.gov/ocf/index.stm

The Contractor selected for this project will be responsible for creating a marketing campaign to highlight foster care and adoption ‘brand’ in Ohio, designing and developing the new website, and writing content for the site. The Contractor will use focus groups with service providers as well as foster/adoptive families to identify the most effective channels to reach out to perspective families and propose events, mailings, signage to get the word out. The Contractor’s statewide public awareness campaign will need to promote the new brand and website. The success of the campaign will be measured in the increased number of hits to the foster care and adoption agencies. The website must be developed such that department staff can update and modify the content. Accordingly, the Contractor must provide content authoring and page creation training and technical assistance to OFC staff.

In performing these tasks, which are further explained in the deliverables, the Contractor must work with the Department of Administrative Services (DAS) to ensure the new foster care and adoption website is compatible with its server/host platform, and must work with Office of Communications to ensure the website meets brand requirements for a state of Ohio page.

Expected Project Duration

The project duration is 6 months from the date of award. There is a firm deadline of 9/30/18 for delivery of a clickable prototype of the website and delivery of an OFC approved plan for the public awareness marketing campaign.

Deliverable Expectations

Deliverables must be provided within the timeframes specified. Any changes to the timeframes must have prior approval (in writing) by the Agency contract manager or designate.

All deliverables must be submitted in a format approved by the Agency’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 Agency 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 agency determines a deliverable is no longer needed, they will submit that in writing to Contractor within 2 weeks. Money cannot be reallocated.

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

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

2.3 Project Schedule & Deliverables

Date Task

Approximately 7/15/18

Award letter; Project commences.

7/31/18 Kickoff meeting will be held to review project plans and begin collection of brand ideas and website


Date Task

requirements.

The kickoff meeting will be held at a location and time selected by the Agency where Contractor and its staff will be introduced to the Agency and will discuss project requirements and brand guidelines. Goal: Contractor has a complete and thorough understanding of the project objectives and who the stakeholders are.

Deliverable: Project Plan

Provide a detailed project plan and schedule of activities required to complete the project. Define the tools and methods for developing the deliverables and related documentation.

8/31/18 Complete assessment of forms and detail design patterns for Foster care web site. This includes meeting with OFC Foster care and Adoption stakeholders (state, county, private agencies) to discuss the objectives of building the website and receiving their feedback. This also includes meeting with OFC Foster care and Adoption parent groups to discuss the website and receiving their feedback.

Deliverable: OFC and Office of Communications approved Public Awareness Campaign PlanContractor will conduct meeting with stakeholders identified at a date within the first month of project initiation that is mutually agreed upon by the Contractor and Agency. Contractor will ensure all stakeholders have ample notice of the meeting. The Agency will provide contact information for all stakeholders. This includes meeting with foster caregivers and adoptive parents 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 the Agency 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 establishing a relationship with stakeholders and soliciting marketing brand, design, functionality, utility, usability, etc. to utilize the website. The Agency 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 the Agency 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 the Agency. These subsequent stakeholder meetings would be limited to at most 2 additional meetings. The Contractor will provide a list of desired outcomes and functions provided by the stakeholders after the meeting to the agency.

9/14/18 Contractor completes the Design and demonstrates the prototype of the website that includes integration with ODX ODJFS portal and complete workflow designs for approval with stakeholders. OFC provides feedback to Contractor who makes any necessary revisions to website pages, content, functionality, etc. Final website pages and content completed by Contractor and approved by OFC and ODJFS Office of Communications.

Deliverable: Clickable Website Prototype with new branding

Contractor will create a new brand for foster care and adoption in Ohio. Contractor will create a clickable website prototype to socialize the design of the new site. The prototype will be created using Sketch files and/or the Invision tool. The Agency will review the prototype design. The Agency may request further modifications based on the prototype.


Date Task

10/15/18 Contractor will build complete website for the Agency. Complete user acceptance testing of all website form and function.

Deliverable: User Acceptance Test SignoffThe website address will be agreed upon mutually by the Contractor and the Agency and correspond with brand. Components of the website will be approved by the Agency. All items within the Scope of Work must be developed by the Contractor and included in this website. The Contractor will submit any issues or concerns encountered during the development of the website. Contractor will be responsible for coordination and insuring compliance with ODX hosting platform and capabilities.

The Contractor will develop web design to include foster care and adoption brand and write web content simultaneously. Before officially integrating any component into the website design or content, the Contractor will seek the Agency’s approval. The website design and website content will be informed by the Agency and stakeholder feedback.

Contractor is responsible for developing and writing all content for the website including website creative components such as theme, look, feel, wording and images. All creative components must adhere to the ODJFS Brand Guide requirements which will be provided after award.

The Contractor will create and post approved videos and advertisements to the website. All videos must be approved by the Agency. The Agency may request changes or modifications to any videos provided by the Contractor. The Agency may request additional videos to be situated on the website. The Agency will own all rights to the videos.

10/15/18 Go / No-Go decision for the production go live of the website

New OFC Foster Care and Adoption website launch. Editable screens, style guide, templates and web pages completed and approved by OFC and ODJFS Office of Communications.

Deliverable: Begin 1-month pilotOnce the website is approved for launch, it must enter into a one-month pilot phase whereby stakeholders and the Agency will use the website. Throughout this testing phase, feedback and suggested modifications may occur. Thus, the Contractor must conduct modifications quickly and provide technical assistance during this phase. The Contractor will provide any pertinent considerations regarding suggested modifications and feedback to the Agency. The Agency will officially request modifications to the website during this phase and the Contractor must respond in a timely manner.

Completed system test plan and execution of acceptance testing of forms processing workflow and forms website to meet requirements as stated. Completed user acceptance testing sessions to ensure system performance is acceptable and site is user friendly. For both the testing processes, provide detailed documentation on test plan, the execution of user acceptance test and any errors or performance issues with remediation and outcome.

In preparation for this milestone, the Contractor is responsible for training several Agency staff to post content, modify site pages, address common problems that could arise, and run analytic reports. The Contractor must ensure that Agency staff have an intimate and comprehensive understanding of website operations and functionality. The Contractor must transfer all pertinent information regarding website development and operation that the Agency may find useful.

11/15/18 New OFC Foster Care and Adoption public awareness campaign fully executed and results available to Office of Families & Children. The approved plan will include appropriate milestones for


Date Task

each aspect of the campaign.

Deliverable: Public Awareness Campaign Executed, Initial results availableContractor delivers final report to OFC. Project concludes

11/15/18 New OFC Foster Care and Adoption website fully available to Office of Families & Children. No outstanding issues with website.

Deliverable: Report of pilot test findings and resultsContractor delivers final report to OFC. Project concludes

1/15/19 Provide on-site and or remote technical assistance with site issues that includes, but is not limited to, training OFC staff on editing/modifying screens, updating website content and training OFC staff on analytics so they can run reports.

Deliverable: Warranty period complete

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.


Section 3: Scope of Work

3.1 Description of Scope of Work

The timeline of the Foster Care and Adoption Marketing and Website project is four months (plus two months of warranty support) and consists of multiple components including the design of a new foster care and adoption brand for Ohio and the building of the website (including all necessary web pages) and the writing and designing of all needed website content (including the creation of web videos and editable forms and templates) which will be done simultaneously as well as technical assistance component whereby the Contractor will train OFC staff on editing/modifying the editable forms and templates, updating website content and running reports using analytics software.

The foster care and adoption website functionality requirements include:

Foster care and adoption ‘brand’ with corresponding logo/website/ email address and public awareness campaign Build site and content using the Ohio Digital Experience (ODX) site, content and information architecture

accelerator(s) and capabilities which enables the real-time, decentralized and easy to use content management with full approval workflow (as needed).

Intuitive navigation Clean and focused design with content written and created by communication and marketing expert All applicable content, identified by the OFC 75 website pages at minimum Search Engine Optimization (SEO) best practices including ensuring that OFC foster care and adoption is first

result on searches Clear path to conversion/lead generation A robust social media integration including share buttons, follow buttons, download ability, etc. that enables visitors

to share posts straight from website to their social media (Facebook, Twitter) and RSS feed Contact Form to include a new foster care and adoption email box to correspond with brand/website Inquiry Form that goes directly to foster and adoption agencies Posting of approved videos (Homepage/AdoptUSKids) Interactive County Map which depicts where (public and private) foster care and adoption agencies are located as

well as which counties they recruit in Interactive calendar Forward facing searchable document library Website needs to be mobile device compatible Website needs to be compatible with multiple browsers including Google Chrome, Mozilla Firefox, MS Edge and

Internet Explorer Ability for OFC staff to run analytic reports for the new website. In addition, the OFC utilizes forms containing

information inputted by individuals and we will need to be able to collect the data from the forms and analyze it Integration with email databases including Microsoft Outlook Ensure compliance with Ohio web accessibility requirements Ensure that all materials will be captioned and designed for Americans with Disabilities Act/Section 508

compliance. Ensure website can successfully interact with third party applications

In addition to the above, please see the following attachment:

Attachment 1 OFC Webpage Content Outline

3.2 Assumptions and Constraints


Assumptions OFC 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) and video creation as well as the building of the actual website.

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

OFC assumes that any selected Contractor will have the capacity to collect contact information from potential foster and adoptive parents.

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 original RFP requirements.

Travel expenses are responsibilities of the Contractor and will not be billed back to the Agency.

3.3 Roles and Responsibilities

Project or Management Activity/Responsibility Description Contractor Agency

Detailed project plan & schedule X

Creation of brand, clickable website design prototype, website, and content X

Approval of brand, clickable website design prototype, website, and content X

Provide technical assistance X

Schedule a kickoff/planning meeting X X

Conduct stakeholder meetings X

Conduct parent meetings X

Schedule meetings to test website X X

Provide pages and content X

Provide project progress reports X

Launch public awareness campaign X

Provide project final report and style guide X

Approve third party subcontractor(s) X


Project or Management Activity/Responsibility Description Contractor Agency

Submit monthly status reports X

Provide final product X

Approve final product X

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

3.5 Resource Requirements

Agency expects Contractor to perform their required work at their location with the possible exception of presentations and meetings.

Contractor must provide any and all equipment it needs 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 they need to purchase.

Section 4: Deliverables Management

4.1 Submission/Format

PM Artifact/Project Work Product Submission Format

Agendas and information for planning meetings, stakeholder meetings, and parent meetings (all approved by OFC)

One week before agendas are to be sent out

Contractor may use whatever format with which they’re most comfortable; OFC will modify the format if necessary.

Monthly status reports First Wednesday of every month during the contracting period.

The monthly 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).

OFC Final Project Report and Website Style Guide On or before 11/15/2018

In a report format based on a template provided by the OFC. The Agency may request additional information for this report.

4.2 Reports and Meetings

The Contractor is required to provide the Agency contract manager with monthly written progress reports of this

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project. These are due to the Agency contract manager by the close of business on the first Wednesday of the month throughout the life of the project.

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

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 Agency contract manager. The meetings will be held on a date and at a time and place so designated by the Agency contract manager – unless revised by the Agency contract manager. The meetings can be in person or over the phone at the discretion of the Agency contract manager.

Final project synopsis report and website style guide on or before 11/15/18.

4.3 Period of Performance

This project is expected to be completed within 4 months (plus a two-month warranty period). 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 the OFC. The OFC 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.

OCF will hold back 20% of each milestone payment. This hold back will be made available to the Contractor at the end of the successful two-month warranty period.

4.5 State Staffing Plan

Staff/Stakeholder Name Project Role Percent Allocated

OFC staff Stakeholder/Funder 10%

DAS ODX staffODX Capabilities and Compliance for use of solutions and hosting. 10%

OFC Foster care and adoption coordinators Stakeholder <1%

Foster caregiver and adoptive parent Advisory Group Stakeholder <1%

OFC Program Manager Manager of grant agreement 20%

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. Pre-qualified Contractor 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. Training and Transition 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 pre-qualified Contractor;

c. Must include a statement regarding the pre-qualified 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. Pre-qualified Contractor’s or subcontractor’s Experience Requirements

a. Each proposal must include a brief executive summary of the services the pre-qualified Contractor and subcontractors 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 pre-qualified Contractor’s and subcontractor’s experience, capability, and capacity to provide all requirements of the SOW. 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 pre-qualified Contractor’s and subcontractor’s experience in creating a brand design with corresponding website and public awareness campaign that reaches professionals and the general public. Pre-qualified Contractor should also include examples of website templates they have created for projects similar to this one.

c. Mandatory Requirements:

The pre-qualified Contractor and subcontractor must possess knowledge of the following: Brand Design


with logo and corresponding website.

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 Agency staff including, but not limited to, training Agency

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

Capacity to create editable forms and templates that Agency staff can update and modify as needed. Capacity to launch a statewide public awareness campaign for foster care and adoption brand/

website.

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

5. Payment Address: The pre-qualified Contractor must give the address to which the Agency 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.

Resource Name Role Contractor or Subcontractor? No. Hours Hourly Rate


Resource 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. Training and Transition Plan

Provide a detailed training and transition plan.

14. Payment Structure including Estimated Work Effort for each Milestone

Payment will be scheduled upon approval and acceptance of each Milestone by the Agency within the usual payment


terms of the State.

MilestoneTotal Estimated Work Effort (Hours) to Achieve Milestone

Not-to-Exceed Fixed Price for Milestone

OFC and Office of Communications approved Public Awareness Campaign Plan

Clickable Website prototype with new branding

Public Awareness Campaign Executed, Initial results available

Report of pilot test findings and results

Warranty Period (at least two months) (20% of Total Not-to-Exceed Fixed Price for all Milestones)

Total Not-to-Exceed Fixed Price for all Milestones

15. Rate Card

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

Pre-qualified Contractors 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.

Rate Card

Resource Title Hourly Rate

$

$

$

$

$

$

$

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 Weight Does Not Meet

Partially Meets Meets Exceeds

Proposal-

Submitted on time with all required components. Contains required sections and content defined in 5.1

2 0 2 5 7

Pre-qualified Contractor’s and Subcontractor’s Experience Requirements-

Proposal includes a brief executive summary of the services the pre-qualified Contractor and subcontractors propose to provide and one representative sample of previously completed projects as it relates to this proposal. Include project description, who it was for and name of contact person.

4 0 2 5 7


Proposal describes the pre-qualified Contractor’s 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 and subcontractor’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 pre-qualified Contractor and subcontractors possess 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

Pre-qualified Contractor’s Subcontractor’s Experience Requirements-

Proposal clearly demonstrates that pre-qualified Contractor and subcontractors possess knowledge of website construction.

3 0 2 5 7


Proposal clearly demonstrates that pre-qualified Contractor

3 0 2 5 7


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


Proposal clearly demonstrates that pre-qualified Contractor and subcontractors possess the capacity to create editable forms and templates that Agency staff can update and modify as needed.

4 0 2 5 7

Subcontractor Documentation-

Proposal includes all required subcontractor documentation as defined in section 5.1.

2 0 2 5 7

Staffing Plan-

Proposal includes staffing plan containing personnel resumes, time commitment information and an organizational chart as defined in section 5.1.

3 0 2 5 7

Contingency Plan-

Proposal includes a detailed contingency plan as defined in section 5.1.

3 0 2 5 7

Project Plan and schedule-

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

Communication Plan-

Proposal must include a detailed communication plan that complies with all project reporting requirements as defined in section 5.1.

3 0 2 5 7

Risk Management Plan-

Proposal includes a detailed risk management plan as defined in section 5.1.

3 0 2 5 7

Quality Management Plan-

Proposal includes a detailed quality management plan as

3 0 2 5 7


defined in section 5.1.

Training and Transition Plan-

Pre-qualified Contractor’s proposed training and transition plan clearly defines transition of support to the Agency.

3 0 2 5 7

Technology Platform –

Pre-qualified 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 06/19/18

Inquiry Period Begins 06/19/18

Inquiry Period Ends 07/05/18 at 8:00 a.m. EST

Proposal Response Due Date 07/09/18 at 1:00 p.m. EST

Anticipated Dates

Estimated Date for Selection of Awarded Contractor 07/15/18

Estimated Commencement Date of Work 07/25/18

SECTION 8: Inquiry Process

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

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

From the Navigation Bar on the left, select “Find It Fast”;

Select “Doc/Bid/Schedule #” as the Type;

Enter the ODX Solicitation ID number found on the first page of this SOW Solicitation;

Click the “Find It Fast” button;

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 pre-qualified Contractor’s representative who is responsible for the inquiry,

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

Pre-qualified Contractors may view inquiries and responses on the State’s Procurement Website by using the “Find It Fast” feature 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.

The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this RFP.


Section 9: Submission Instructions & Location

Each pre-qualified Contractor must submit five (5) complete, sealed and signed copies of its Proposal Response and each submission must be clearly marked “OFC Foster Care and Adoption Branding/Website Project” on the outside of its package along with pre-qualified Contractor’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 Response should be good for a minimum of 60 days.

The State will not be liable for any costs incurred by any pre-qualified 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 pre-qualified Contractors responding to this SOW Solicitation.

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

Jay EasterlingOhio Department of Job and Family ServicesOffice of Contracts and Acquisitions30 East Broad Street, 31st Floor 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 pre-qualified 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 pre-qualified Contractor 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 a pre-qualified 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 pre-qualified Contractors.

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.


Attachment 1

OFC Webpage Content Outline

Home Page Header with the following interactive tabs:

Homestudy ProcessMyths and Realities/ FAQAre you ready? Current foster and adoptive parents Get Involved/How to Help

Picture with brand / logo

Interactive boxes under central picture containing: Foster Care in Ohio Adoption in OhioEducation & Training (Subpage) Supports and Resources (2 subpage with opportunity for more, interactive county map of Ohio – Would like user to be able to click on their county and bring up a list of resources/programs available to assist them) Agencies (1 Subpage- interactive map of foster care and adoption agencies to line up with their recruitment area) Research/ data (1 Subpage with opportunity for more) **Each section will take you to a new page

Prominent ‘Inquire’ button that will take you to inquiry page to enter demographics and forward inquiry, with agencies available in their county

Search bar RSS feeds for: Facebook Twitter Instagram

A CONTACT button to email address that corresponds with brandKeep Me Updated with Information (sign up for clearance notice?)

Foster Care Fact Sheet Adoption Fact Sheet Adoption GuideAdoption Subsidy GuideAcronym list


Documents

View DXJFS-18-01-003 MS Word Format - procure.ohio.gov · Web viewA qualified Contractor, herein after referred to as the “Contractor”, with subcontractors as necessary, shall