Request for Proposals for MIS Programming & Web Development Services Publication of Proposal August 23, 2012 Submission of Proposal Deadline September 17, 2012 no later than 4:30p.m. workforceconnections is an Equal Opportunity Employer/Program Auxiliary aids & services available upon request for individuals with disabilities from workforceconnections Program & Web development services RFP August 2012 1
Table of Contents Proposal Publication & Deadline Dates.........Page 1 Table of Contents...Page 2 Schedule of Important Dates....Page 3 Introduction & Glossary of Terms....Page 4 Instructions for Submitting Responses..Page 5 Submission of late Proposals, Modifications & Addenda.....Page 6 Ex Parte Communication...Page 6 Disputes...Page 7 workforceconnections Reservation of Rights. Page 7-8 Respondent s Reservation of Rights...Page 8 Programming Scope of Work Specifications and Deliverables.. Page 9 Programming Qualifications and Experience Requirements... Page 9-10 Web Development Scope of Work Specifications and Deliverables...Page 10-11 Proposed Fees for Services...Page 11 Review and Evaluation of Proposals...Page 11 Contract Award Process..Page 12 Proposal Cover Page Instructions...Page 12 Proposal Cover Page..Page 13 Certificate Regarding Debarment, Suspension, Ineligibility.Page 14 Affirmation and Certification..Page 15 Program & Web development services RFP August 2012 2
Schedule of Important Dates RFP Release.. August 23, 2012 Proposal Deadline for Response.September 17, 2012 Public Review of Proposals.September 18, 2012 Evaluation of Proposals September 19-20, 2012 Recommendation of Award to wc Board September 25, 2012 Award of Contract(s).TBA Program & Web development services RFP August 2012 3
REQUEST FOR PROPOSALS for MIS PROGRAMMING AND WEB DEVEPMENT SERVICES INTRODUCTION workforceconnections (wc) is designated by the Governor of the State of Nevada as a public agency whose primary responsibility is to provide administrative oversight of funds awarded to wc under the Workforce Investment Act (WIA) and the American Recovery and Reinvestment Act (ARRA). One of the primary uses of these funds is to provide employment and training services to eligible unemployed and under-employed adults and low income youth who reside in the Southern Nevada Workforce Investment Area (SNWIA). The SNWIA encompasses the cities of Las Vegas, North Las Vegas, Henderson, Boulder City, and the counties of Clark, Nye, Lincoln and Esmeralda. As the prime recipient of employment and training federal funds, wc is responsible for designing and implementing an information gathering system which ensures the data derived from this system is consistent and accurate. This system is required to produce and report quantitative data that specifies a high level of transparency and accountability which ensures federal funds awarded to wc, are being spent in a timely, prudent, compliant, and effective manner. wc must also have a well-qualified Information Systems staff that is responsible for efficiently administering and maintaining this system. It is the intent of this Request for Proposals (RFP) to obtain Program and/or Web Development services from competent and experienced entities that will assist in the operations and management of wc s existing information gathering system. RFP GLOSSARY A. The words, proposer and respondent are used interchangeably throughout this document and refers to the individual and/or company submitting a proposal in response to this Request for Proposals. B. The term ex parte communication refers to communications that are directly or indirectly made by the respondent to influence a decision-making official, which is generally off the record and may also be out of the presence of other parties. Ex parte communications are restricted by State, Federal and local regulations C. The term interested party refers to an actual prospective respondent whose direct economic interest would be affected by the award of the contract. D. The term protest refers to a written objection by an interested party to this solicitation or to a proposed or actual award of a contract pursuant to this solicitation. The term may be interpreted as broadly as possible to include, but not limited to, any complaint, protest, or appeal, related to this Request for Proposal(s). Program & Web development services RFP August 2012 4
Request for Proposals Program & Web Development IT Services 1.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS 1.1. Proposal Format - All proposals must to be addressed, mailed and/or delivered to the following Workforce Connections administrative office on or before September 17, 2012, no later than 4:30pm to: workforceconnections 7251 West Lake Mead Blvd., Suite 250 Las Vegas, Nevada 89128 Attention: Programming Services RFP and/or Web Development Services RFP workforceconnections Hours of Operation Monday through Friday, 8:00 A.M. to 5:00 P.M. 1.2 All proposals must be submitted in a sealed envelope and plainly marked, Request for Proposals with the name of the proposed description of services (Program) and/or Web Development) with the name and address of the Proposer clearly marked on the outside, in the upper left hand corner of the sealed envelope. 1.3 All proposals shall be time-stamped by workforceconnections upon receipt. Proposals may not be sent via e-mail or facsimile. Please provide one (1) original, sealed, unbound response and two (2) stapled or bound copies of the proposal s response for either the MIS Program services and/or the Web Development services. 1.4 All completed proposals shall consist of no more than a total of twenty-five (25) typewritten pages utilizing 12 point font typing. 1.5 All respondents may request the withdrawal of a sealed proposal prior to the scheduled closing date and time provided. The request for withdrawal must be submitted in writing to workforceconnections Interim Executive Director. 1.7 All proposals submitted in response to this RFP shall remain valid for 120 calendar days from the scheduled closing date and time of the RFP. 1.8 All questions relating to the RFP must be submitted in writing to workforceconnections administrative office, located at 7251 W. Lake Mead Blvd., Suite 250, Las Vegas, Nevada 89128, to the attention of Peter Bacigalupi. Questions can also be e-mailed to the following individual: pbacigalupi@nvworkforceconnections.org Program & Web development services RFP August 2012 5
Request for Proposals Program & Web Development IT Services 2.0 SUBMISSION OF LATE PROPOSALS, MODIFICATIONS & ADDENDA 2.1 The RFP indicates a closing date and time of September 17, 2012 no later than 4:30 p.m. in which the proposals must be received by workforceconnections. Proposals received after the denoted closing date and time will not be considered and shall be returned unopened to the respondent. 2.2 Any respondent/ proposer may modify their proposal in writing at any time prior to the scheduled closing date and time for receipt of proposals. Proposal modifications must be submitted in the same manner required for the original proposal. No modification should reveal the proposal price but should provide the addition and/or decrease of respondent s modification. All proposals will be secured under lock and key so that the final prices or terms will not be known by workforce Connections until the opening of all proposals. 2.3 If it becomes necessary for workforceconnections to revise any part of this RFP, a written addendum will be provided via workforce Connections website, at: www.nvworkforceconnections.org. 2.4 workforceconnections is not bound by or responsible for any oral representations, clarifications, or changes made to this RFP by workforceconnections employees. Such clarifications or changes are provided to proposers and/or interested parties of the general public in a written document by workforceconnections through workforce Connections web site. 2.5 Each proposer/respondent, upon receiving an addendum, shall insert the information in the RFP package. Failure to acknowledge any addenda may result in disqualification and rejection of the proposal. 3.0 EX PARTE COMMUNICATION Workforce Connections prohibits ex parte communication with any workforceconnections Board member, Committee member, Youth Council member, and/or Staff member after the publication the publication and final receipt of proposals. No board member, youth council member, wc committee member and/or staff member shall initiate or accept oral communication regarding any RFP under consideration. Any direct or indirect communication to these noted individuals by telephone, email, letter, face-to-face conversation, or other off the record contact, are strictly prohibited by wc, State and Federal procurement regulations. Any discovered ex parte communication will be provided to workforce Connections Interim Executive Director for review and appropriate action. Any respondents shall be disqualified who attempt to improperly influence directly and/or indirectly the review and evaluation process of a proposal in any way. Program & Web development services RFP August 2012 6
Request for Proposals Program & Web Development IT Services 4.0 DISPUTES Any respondent who has a dispute in connection with this request shall have the right to submit in writing, their protest to Workforce Connections. The written protest should be submitted to: Ardell Galbreth, Interim Executive Director, workforceconnections [wc] at the wc administrative office located at 7251 W. Lake Mead Blvd., Suite 200, Las Vegas, Nevada 89128. The protest must be in a format as outlined in workforceconnections Policy 5.7. This policy can be found on Workforce Connections website at: www.nvworkforceconnections.org. Failure by the respondent to request clarification of any inadequacy, omission or conflict will not relieve the proposer/respondent of this responsibility. The signing of the proposal form, however, will be considered as implicitly denoting that the proposer/respondent has a thorough comprehension of the full intent and scope of this RFP. 5.0 workforceconnections RESERVATION OF RIGHTS 1.1 workforceconnections reserves the right to reject any or all proposals, to waive any informality in the RFP process, to terminate the RFP process or to terminate any award pursuant to this RFP at any time at the convenience of wc. 1.2 wc reserves the right to reject and not consider any responses that do not meet all the requirements of this RFP including, but not limited to, incomplete proposals and/or proposals offering alternate or non-requested services. 1.3 wc reserves the right to reject all proposals that are submitted after the RFP designated deadline. 1.4 wc reserves the right not to award a contract pursuant to this RFP if it has been determined by wc that the original successful respondent(s) is not able to deliver the required services in a satisfactory manner and/or within the term as outlined in this RFP, 1.5 wc reserves the right, when the award of the successful respondent has been cancelled, to make the award pursuant to this RFP, to the next qualified respondent without conducting another solicitation of proposals for the services designated in this solicitation. 1.6 wc reserves the right to terminate a contract, awarded pursuant to this RFP, at any time at the convenience of wc with a thirty (30) day written notice to the successful respondent(s). 1.7 wc reserves the right to determine the applicable days, hours, and locations that the successful respondent(s) shall provide the services as denoted in this RFP. Program & Web development services RFP August 2012 7
Request for Proposals Program & Web Development IT Services 1.8 wc reserves the right to negotiate the applicable cost proposed by the response that is pursuant to this RFP. 1.9 wc reserves the right not to compensate any respondent(s) for any cost incurred in responding to this RFP. 1.10 wc reserves the right to reject any response submitted when it has been determined by wc that the respondent has not conform to applicable State, Federal and wc procurement policies, procedures, and regulations that are directly related to this RFP. These regulations can be located on the internet under the following headings: Department of Labor Federal Regulations: 29 CFR 95.48, & 29 CFR 97.36, One-Stop Comprehensive Financial Management Technical Assistance Guide (July 2002); State of Nevada Workforce Investment Act Procurement Policy # 3.19; workforceconnections Procurement Policy# 2.2. 1.11 wc reserves the right, at any time during the RFP process, to prohibit the respondent from conducting any direct and/or indirect ex-parte communication as defined herein, with any wc board member(s), any wc staff member(s) or any party directly or indirectly involved with the procurement process of this RFP. The only staff contact to this RFP as indicated herein this solicitation is Peter Bacigalupi whose e-mail address is: pbacigalupi@nvworkforceconnections.org 2.0 RESPONDENT S RESERVATION OF RIGHTS 2.1 A Respondent(s) reserves the right to withdraw their proposal by a written notice which must also be accompanied by an authorized signature. The withdrawal may be in person, by telegram (including mailgram), by a facsimile machine transmission, and/or by mail. The withdrawal must be received any time prior to the RFP designated deadline for the submission of proposals. The documented confirmation of the withdrawal must have the signature of the respondent s denoted representative who has authorization to sign in all the required areas of the RFP. 2.2 A respondent reserves the right to submit written questions regarding the RFP to the wc designated RFP contact. All questions must be provided during the period of time that has been designated in the RFP. All questions must be directly related to the RFP. 2.3 A respondent has the right to be present at the opening of all bids that are in response to this RFP. The time and place of the opening will be as specified herein this RFP. 2.4 A respondent reserves the right to issue a grievance and or protest regarding this solicitation to wc. The protest must be directly related to the procurement process as indicated in section 4.0 of this RFP. Program & Web development services RFP August 2012 8
Request for Proposals Program & Web Development 3.0 PROGRAMMING SCOPE OF WORK SPECIFICATIONS AND DELIVERABLES workforceconnections (wc) is soliciting proposals from entities to provide Programming services that are necessary and essential supplements to the daily functions and operations of wc s Information Technology system. The Program services shall include, but not limited to, the following: 3.1.1 Develop XML and SQL Stored procedures as required for updates and enhancements 3.1.2 Development for self- service front end system for all funding sources 3.1.3 Development of Administrative Tools 3.1.4 Establishment of Quality assurances IT standards for development team 3.1.5 Assist in the development of training materials and reports 3.1.6 Train wc staff in the administration and maintenance of information in the following, but not limited, areas: > Process to Add/edit/remove information > Process to develop and maintain Basic table and databases > Process to recognize and correct basic error detection > Process of troubleshooting the current data system > Process to develop, build and maintain system documentation (Please note that this list is not intended to be all-inclusive of the activities that workforceconnections may retain the successful proposer to provide, but is intended to be a representative listing of program related activities that workforceconnections anticipates to be provided) 4.0 PROGRAMMING QUALIFICATIONS AND EXPERIENCE REQUIREMENTS workforceconnections is seeking proposals from the most qualified and experienced agency and/or individual to provide wc s Information Systems department, Programing services. In order for workforceconnections to effectively and efficiently select the best Programmer, the responses to these services must contain the following information: 4.1 An executive summary that shall not exceed two pages, which includes, but not limited to, respondent understands of the scope of work to be performed which outlines the major services that are designated in the scope. 4.2 Identification of Key staff member or individual who shall be providing services and their educational background. Please note that this individual must have a Bachelor s degree in computer science or a related field 4.3 Identification of the number of years of experience providing similar services as indicated in the scope of work. Please note that the respondent to this RFP must have and provide details of a minimum of ten (10) years experience providing requested services or similar services as indicated herein and/ or any combination of education and experience that is equivalent to these additional requirements: Must be able to demonstrate the required skills needed to perform the scope of work > Must provide examples of completed work projects > Must have experience working with a client tracking system or a similar MIS system Program & Web development services RFP August 2012 9
Request for Proposals Program & Web Development 4. 4 Identification of at least three references who can attest to the qualifications of respondent to perform proposed program scope of work of respondent to perform proposed program scope of work. 4.5 Identifcation of documents of respondent s license and/or company incorporation status to provide program services. 5.0 WEB DEVELOPMENT SCOPE OF WORK SPECIFICATIONS AND DELIVERABLES workforceconnections (wc) is soliciting proposals from entities to provide Web Development services that are necessary and essential supplements to the daily functions and operations of wc s Information Technology system. The Web Development services shall include, but not limited to, the following: 5.1 Design and develop self-service front-end website for all funding sources 5.2 Maintenance of wc website(s) 5.3 Provide support to Admin staff for content updates on the websites 5.4 Assist in the development of wc s annual report 5.5 Design and develop branding and graphic arts for wc s marketing and correspondence materials. (Please note that this list is not intended to be all-inclusive of the activities that workforceconnections may retain the successful proposer to provide, but is intended to be a representative listing of program related activities that workforceconnections anticipates to be provided) 6.0 WEB DEVELOPMENT QUALIFICATIONS AND EXPERIENCE REQUIREMENTS workforceconnections is seeking proposals from the most qualified and experienced agency and/or individual to provide wc s Information Systems department, Web Development services. In order for workforceconnections to effectively and efficiently select the best Web Developer, the response to these services must contain the following information: 6.1 An executive summary that shall not exceed two pages, which includes, but not limited to, respondent s understanding of the scope of work to be performed which outlines the major services that are designated in the scope. 6.2 Identification of Key staff member or individual who shall be providing services and their educational background. This staff member must have a degree in graphic design and/or commercial art. 6.3 Identification of the number of years of experience providing similar services as indicated in the scope of work. Please note that the respondent to this RFP must have a minimum of ten (10) years experience providing requested services or similar services as indicated herein and/ or any combination of education and experience that is equivalent to these additional requirements: > Must be able to demonstrate the required skills needed to perform the scope of work > Must provide examples of Web/Print/Video work Program & Web development services RFP August 2012 10
7.0 PROPOSED FEES FOR SERVICES Please indicate an all-inclusive hourly cost rate that respondent will incur for the services that is to be provided. A separate hourly cost rate must be provided for the program, services and a separate hourly cost rate must be provided for the web development services. workforce Connections does not guarantee any minimum or maximum amount of work as a result of any award ensuing from this RFP. Fees for services will be paid through a cost reimbursement process. Please provide, if applicable, information regarding pro bono and/or volunteer services the respondent may provide. 8.0 REVIEW AND EVALUATION OF PROPOSALS It is anticipated that responses will be evaluated and a final decision for the award of a contract shall be made within thirty (30) business days after the final date for the submission of proposal(s).the following criterion will be utilized by a panel of evaluators to review and evaluate each proposal received: QUALIFICATIONS & EXPERIENCE POINT VALUE CRITERION DESCRIPTION 1. Respondent s Executive Summary 25 Respondent s understanding of the scope of work to be performed which must outline the major services that are designated in the scope. 2. Respondent s Qualifications Experience, Work history, and examples of work. 3. Cost of Services 50 25 QUALIFICATIONS of the staff proposed to perform the work and the EXPERIENCE of proposer/ respondent which displays work required, and a work history directly related to RFP Scope of Work specifications. Review of EXAMPLES of the proposer s prior work that exhibits same or similar services. All inclusive cost rate per hour for all staff involved in the delivery of legal services for workforceconnections The total amount of points that can be designated for each proposal is 100. Workforce Connections will evaluate and award points pertaining to the evaluation criteria numbers one (1) through three (3). The evaluator(s) shall review the responsive proposals that are submitted and award points pertaining to the evaluation criteria. Upon final completion of the proposal evaluation process, the evaluator(s) will forward the completed evaluations with their recommendations to the board for review and final approval. Program & Web development services RFP August 2012 11
Request for Proposals Program & Web Development 9.0 Contract Award Process It is anticipated that the length of duration for the legal services contract will be for approximately six months to a year with the option of renewal, based on performance, by Workforce Connections for additional one to two years. Each proposer/respondent submitting a proposal will be notified in writing or via e-mail of Workforce Connections decision concerning their proposal. Formal notification to award a contract and the actual execution of a contract are subject to the following conditions: Receipt of funds from federal and state administering agencies; Results of negotiations between selected proposers/respondents and Workforce Connections management and fiscal staff; Continued availability of workforce Connections funds. VI. PROPOSAL COVER PAGE INSTRUCTIONS The following firm/agency information must be completed on the proposal cover page: a. Name - Provide the name of the firm/agency responding to this RFP. b. Address - Provide your firm/agency s main office address. c. E-Mail Address - Provide the e-mail address of firm/agency submitting RFP. d. Copy of Current Business License Provide copy of current local business license. e. Federal Tax I.D. # - Provide firm/agency s current federal tax I.D. number. f. Phone Number - Provide phone number of firm/agency and also phone number and address of contact person where Workforce Connections can submit information regarding the proposal. g. Fax Number- Provide fax number of firm/agency where Workforce Connections can submit information regarding the proposal. h. Contact-Provide name and phone number of contact person regarding the submitted proposal. i. References - at least two (2) current references and their current contact information. Program & Web development services RFP August 2012 12
PROPOSAL COVER PAGE 1. Organization/Agency Information: (Please print all information on this page) Name: Agency s Address: E-Mail Address: Federal Tax I.D. #: Phone #: Fax#: Contact Person: References: (1) (2) 2. Type of Organization and Business Status: (Check All that Apply) q Business, for profit q Private, nonprofit q Public Agency q Have Relatives Working for Workforce Connections q Any Partnership(s) with Workforce Connections Staff or Board Members q Any Partnership(s) with Workforce Connections Local Elected Officials q Other (Please Explain: Program & Web development services RFP August 2012 13
CERTIFICATE REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCULSION Name of Firm/Organization: This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98.510, Persons Responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (Pages 19160-19211). (1) The prospective recipient of federal funds certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective recipient of federal funds is unable to certify to any of the statements in this certification, such person shall attach an explanation to their Executive Summary of this proposal. Name of Firm: Name and Title of Authorized Representative: Signature: Date: Program & Web development services RFP August 2012 14
AFFIRMATION and CERTIFICATION I affirm that the information within this proposal is true and accurate to the best of my knowledge. I acknowledge that I have read and understood the specifications and requirements of the Request for Proposal (RFP), and that my agency/firm is prepared to deliver the proposed activities as described herein. Further, I certify that I am duly authorized to submit this proposal on behalf of my agency/firm. I also understand that by signing any contract initiated as a result this proposal, my agency/firm is responsible for meeting each deliverable objective set forth in this RFP and/or established federal, state and local Workforce Investment Act directives. I fully affirm and understand that failure to deliver on the objectives set forth in this RFP and my agency/firm s proposal may result in my agency/firm s contract being terminated. Name: (Print) Title: Authorized Signature: Date: Program & Web development services RFP August 2012 15