REQUEST FOR PROPOSAL

Transcription

1 PROPOSALS, SUBJECT TO THE CONDITIONS AND ALL PROVISIONS, ETC., SET FORTH HEREIN AND ATTACHED, WILL BE RECEIVED AT THIS OFFICE UNTIL 3, AUGUST 2018 AT 5:00 PM EST. PROOF OF ALL LICENSES REQUIRED BY LAW, LIABILITY AND WORKERS COMPENSATION INSURANCE CERTIFICATES MUST ACCOMPANY THIS QUOTE NOTICE. SUBMISSION OF PROPOSAL SHALL CONSTITUTE AGREEMENT TO HOLD SRHS AND ITS AGENTS HARMLESS, FOR INJURIES AND DAMAGES RELATED TO PERFORMANCE. SEND COMPLETED PROPOSALS TO Edgar Casner, Director of Procurement & Supply Chain Services SUBJECT: Proposal # MKTEC ATTACHMENTS: We prefer to accept electronic versions as ZIP files. We cannot accept Dropbox or any other file sharing application due to our security protocol. If is not an option, please mail completed proposals to: SPARTANBURG REGIONAL HEALTHCARE SYSTEM PURCHASING DEPARTMENT 101 EAST WOOD STREET SPARTANBURG, SC PROPOSAL # MKTEC (Show proposal number on envelope) 1

2 TERMS & CONDITIONS The Contractor that submits the best overall package may be selected as the "Exclusive" Contractor for SRHS. The Exclusive Contractor will be given the first opportunity to fulfill the needs and requirements at SRHS. In the event that the Exclusive Contractor fails to fulfill the obligatory services, the District reserves the right to an alternate Contractor to complete those services. All other affiliate locations are optional at the sole discretion of SRHS. 1. The county Agency or Institution submitting this notice reserves the right to reject any and all Proposals, and to waive all technicalities. 2. In case of default of the Contractor, Spartanburg Regional Health Services District, Inc. reserves the right to purchase items or services in the open market and charge the Contractor with any excessive costs. 3. Contractors that employ individual(s) who are charged with or convicted of criminal offenses related to healthcare or proposed for debarment must remove said individual(s) from any involvement with any component related to the fulfillment of this contract. Upon resolution of pending criminal charges or proposed debarment or exclusion that does not result in the conviction, debarment, or exclusion of the individual, the individual may resume involvement with this contract. 4. Any Contractor doing business with Spartanburg Regional Health Services District, Inc. must notify the District within five working days in the event that any individual or entity employed by or affiliated with said Contractor has been the subject of adverse action from any duly authorized licensing, disciplining, and sanctioning authorities at the federal and state level for either misconduct or poor performance. The infraction will be evaluated as to whether such action should preclude a business relationship. 5. The initial term of this contract shall be for one four (4) year term from time of award. The District reserves the right to renew this contract for one (1) successive one (1) year period if service levels and pricing remains the same. 6. Spartanburg Regional Health Services District, Inc. reserves the right to terminate this contract at any time upon sixty-(60) day written notice. 7. Contractor at all times shall adhere to Spartanburg Regional Health Services District, Inc. Campus Rules and Regulations including, but not limited to, parking, smoking in designated areas, etc. NOTICE: Proposals must be submitted with the original form provided with this Proposal. Proposals made otherwise will be subject to rejection. All taxes on any item that the Hospital may be required to pay must be shown separately and not included in the Proposal. 2

3 PROJECT DESCRIPTION It is the intent of Spartanburg Regional Health Services District, Inc. to secure a qualified firm to re-platform five (5) websites. This includes assistance in the migration of two (2) websites from Geonetric s VitalSite, two (2) websites from WordPress, and one (1) website from a custom CMS to the Drupal platform. The purpose of the RFP is to identify a vendor with expertise in all aspects of Acquia Drupal implementation and website design. This must include infrastructure development, graphic design, content development, content migration, post-launch maintenance and support. Currently, a digital strategic planning process is taking place that will encompass a vision for website features, functions, and governance. Prior to the delivery of the final strategic plan, the selected implementation partner will participate in the strategic planning process and provide advice on feasibility of any desired new functionality. The implementation partner will be expected to provide expertise in the following disciplines: project management, process engineering, information design/information architecture, taxonomy development, GUI design, user interface engineering, Acquia Drupal 8 technical development, data modeling/database design, content migration, CRM and other systems integration, quality assurance and testing, training, technical/help documentation, and ongoing technical support. The District reserves the right to reject any and all Proposals submitted as may be in the best interest of the institution. PROJECT TIMELINE Request for Proposal Issuance Wednesday, July 11, 2018 o Questions Due from Vendors Wednesday, July 18, 2018 Questions regarding the RFP or Project shall be submitted via to the Spartanburg Regional Healthcare System single point of contact no later than July 18, Spartanburg Regional Healthcare System will anonymize all questions (remove vendor information) and responses. o Answers Due to Vendors Wednesday, July 25, 2018 Proposal Deadline Friday, August 3, 2018 Finalists Notified Friday, August 10,2018 Finalist Presentations August 20-22, 2018 o Selected vendors will be required to make oral presentations. The vendors selected to present their proposal on-site are required to provide at least one technical person and at least one team member who will be working with the SRHS team (if selected) on a daily/regular basis, such as an account manager. 3

4 o o If any vendor has a conflict with the dates specified, please notify the dedicated point of contact as soon as possible. Presentations will be held onsite at: Spartanburg Regional Healthcare System 700 North Pine Street, Spartanburg, SC Selection and Notification Tuesday, August 28, 2018 PROJECT SCOPE The District requests proposals to provide services including but not limited to the scope of work described generally below: Build and test the new Drupal environment on the Acquia Cloud Create a new website design that is clean, easy to navigate, and mobile-friendly Use a responsive design that renders well on all devices ranging from mobile devices and tablets to desktops Ensure website compatibility on the latest ios devices (iphone, ipad, ipod Touch, ipad Mini), Android smartphones and tablets, and the newer Windows smartphones and tablets Ensure website compatibility with all major browsers including but not limited to Internet Explorer, Safari, Google Chrome, and Firefox Fast navigation (Google Site Speed score of 80+) including any redirects/short URLs Analytics integrated into the content management system including heat mapping, SEO tools, trends and traffic Ability to integrate with products currently in-use Shopping cart functionality for calendar events and registrations integrating with Authorize.net Include interfaces and procedures for importing data from other systems Special content types including a searchable lab test catalog and clinical trials Provide the ability to create detailed physician and staff profile pages with robust search capabilities Flexible taxonomy and intuitive site search including full text in both admin and public sides of the site Detailed levels of admin user access to accommodate developers, writers, management, and users with localized editing capabilities 4

5 Create a distributed content management environment/workflow including the ability to save drafts, duplicate pages, preview changes, schedule content and media for publication and archive, request review and approval from management SERVICE EVALUATION FACTORS The District will rate Proposals based on the following factors: 1) Dedicated account management that can provide clear and reasonable project timelines with accurate and transparent pricing 2) Responsive technical support and troubleshooting assistance 3) Design that can be manipulated without opening a support ticket 4) Significant expertise with Drupal development, particularly Drupal 8 5) Prior working experience with our hosting provider, Acquia 6) Demonstrated ability to integrate with existing systems 7) Ability to ensure that the site is 100 percent PCI and HIPAA complaint and provide all necessary and required security updates to infrastructure 8) Demonstrated knowledge of WCAG accessibility and mobile-first web design 9) Ability to adhere to high coding standards and performance benchmarks 10) Ability to create tools allowing for efficient and distributed content management 11) Ability to manage content based on detailed roles and customized, integrated workflow processes 12) Ability to provide all expertise and personnel required to implement entire scope of project 13) Ability to provide ongoing maintenance services and support post-launch, including project management oversight, code development and QA, and technical documentation/support 14) Demonstrated ability to provide strategic counsel on effective and relevant design and content for a health system * All requests for clarification on the Service Evaluation Factors must be sent by to Edgar Casner by Wednesday, July 18,

6 SERVICE QUESTIONS Please provide yes or no answers to the questions below: CMS QUESTIONS Does your proposal include a dedicated account representative? Do you provide automatic daily backups? Do you provide automatic weekly backups separately? Do you provide regular security patch updates? Do you offer active site security monitoring? Do you provide security threat response assistance? Do you provide managed software updates? Does your technical support team guarantee same-day response time? Does your proposal include troubleshooting assistance? Have you integrated heat mapping in previous implementations of Drupal? Have you integrated SEO tools in previous implementations of Drupal? Have you integrated analytics in previous implementations of Drupal? Have you integrated shopping cart functionality in previous implementations of Drupal? Have you integrated event management and event registration functionality in previous implementations of Drupal? Does the public site search module follow a methodology similar to Google? Does your CMS have flexible, cascading taxonomy? Does your CMS allow direct access to customize the design and CSS? Do these tools send notifications of requests for review & approval? 6

7 Does your CMS allow dynamic creation of custom content types? Does your CMS allow creation of redirects/pretty URLs? IMPLEMENTATION QUESTIONS Do you follow agile development methodology? Do you guarantee reliable project timeline estimates? Do you offer accelerated project timelines for critical initiatives? Does your proposal include a dedicated account representative? Does your proposal include troubleshooting assistance? Does the public site search module follow Google s methodology? Do your site designs comply with A level accessibility guidelines? Do your site designs comply with AA level accessibility guidelines? Do your site designs comply with AAA level accessibility guidelines? Do your site designs have a Google Site Speed Score of 80 or higher? Do your development and design teams follow a mobile-first methodology? PROPOSAL REQUIREMENTS The District is particularly interested in the performance standards and criteria that the Contractor proposes in the areas listed below. The Contractor shall specifically address each of these elements in their Proposal. 1) Describe your abilities and compliance with each of the evaluation factors, above. 2) Describe the implementation and migration schedules you anticipate for this project including initial strategy, discovery, design, implementation, content/data migration, UAT, and launch. 3) Describe your project management methodology. 7

8 4) Provide a complete summary of all staff to be assigned to the website redesign project. Include a brief summary containing their names, professional qualifications, position within the firm, years of experience, number of years working for your firm and the portion of the project for which they are responsible. 5) Provide a list of three (3) case studies of similar Drupal implementations completed by the Vendor, preferably of healthcare clients. Briefly describe the similarities and explain some of the specific challenges and significant accomplishments related to the project. Also provide the name and telephone number of a supervisory contact person employed by the firm responsible for the original contract. 6) Describe your certifications and awards if applicable. 7) Describe your hosting capabilities and locations if applicable. 8) Provide a list of specific costs associated with your project proposal. Costs must be itemized into at least three scope items including Drupal 8 setup and configuration, website redesign, and project management. This is a minimum level of itemization required; Contractor or Vendor is free to break it down further if desired. If your project approach includes third-party solutions and licensing themes, please include these costs and other related factors. 9) Provide terms and rates for any maintenance or follow up support after the end of this project including regular and after-hours support effective for at least one year after project completion. 10) Describe your invoicing reporting methods. NOTE: Itemized detailed billing (to include all manifests, etc.) is required. IMPORTANT: All invoicing must be completed within sixty (60) days of service. SRHS will not be financially liable for invoices for services not presented within sixty (60) days of service. Contractor must specifically acknowledge acceptance of this requirement as a part of their Proposal Response. Any delinquent invoices will be handled on a case-by-case basis and Contractor must resolve any outstanding issues to ensure that Accounts Receivable does not exceed the sixty (60) day threshold. In addition, the Contractor shall provide with their Proposal copies of Proof of Insurance in the following amounts: 1) General liability insurance with a minimum amount of $1,000,000 coverage, 2) Property damage insurance with a minimum of $100,000 coverage, and 3) Proof of Workman's Compensation coverage if applicable. Contractor shall include, as a part of their Proposal, information for the following: 1) Detailed cost breakdown of site migration 2) Rates for other costs such as support services 3) Sample of standard and detailed itemized invoicing 4) Sample of quarterly activity reporting 8

9 Pricing shall remain firm for the duration of the contract period and fluctuations or seasonal adjustments or additional surcharges are not permitted. SELECTION CRITERIA The scale below is a tentative model and susceptible to change according to the Scope of Work: Service Evaluation Factors: 50% Pricing: 20% Implementation Timeline: 20% Completeness of Proposal: 10% 9

10 CONTACT INFORMATION SUBMITTED BY (Company Name) (Street or PO Box) (City & State) (Contact Name) (Title) (Phone) (Date) Contractor shall include, as a part of their Proposal, a minimum of three (3) references of similar size institutions, with emphasis on healthcare institutions, for which you now have, or have had in the past, a contractual arrangement for healthcare-specific hosting, migration, and technical support services. REFERENCE 1 (Company Name) (Street or PO Box) (City & State) (Zip Code) (Contact Name) (Title) (Phone) ( ) REFERENCE 2 (Company Name) (Street or PO Box) (City & State) (Zip Code) (Contact Name) (Title) (Phone) ( ) REFERENCE 3 (Company Name) (Street or PO Box) (City & State) (Zip Code) (Contact Name) (Title) (Phone) ( ) 10