intranet Request for Proposal (rfp) 1981 Blake Street Denver, CO80202 Request for Proposal Intranet Consultation and Implementation POSTED: Wednesday, June 17th PROPOSALS DUE: Wednesday, July 15th overview (CHFA) is a political subdivision of the State of Colorado, conducting its operations without receiving tax dollars or other funding from the state. CHFA was established by the Colorado General Assembly for the purpose of increasing the supply of decent, safe and affordable housing for low and moderate income families. Further information about CHFA can be found at http://www.chfainfo.com/. CHFA invites qualified technology companies with experience in Sharepoint (2013 or later and/or SharepointOnline for Office 365 ) intranet site design and implementation to submit proposals to provide development and design support for our intranet. CHFA has approximately 155 employees, the majority of which work in CHFA s main office in downtown Denver. CHFA intends to select a vendor to provide an intranet consultation and implementation services for the Authority. CHFA reserves the right to reject any or all proposals and to accept or reject any item or combination of items in any proposal. Any proposal received by CHFA must be valid and binding for a period of thirty (30) days beyond the submission deadline. Proposal Requirements In this project, CHFA will rebuild its private intranet from a design, development, and organizational structure perspective. We are anticipating using SharePoint 2013 (or 2016) as our content management platform, however, we are interested in learning if we can use SharePoint Online for Office 365. We seek expertise and assistance to design, 1 Template 03/11.v1
architect, and build the CHFA intranet. We also seek advice and tools to efficiently migrate necessary data and potentially re-build forms (both Sharepoint and InfoPath) used in various business purposes. The selected vendor will collaborate with our in-house creative team to ensure designs conform to our brand and style. The selected vendor may also collaborate with other CHFA staff including business and technical staff. CHFA will consider all of the following criteria in evaluating the proposals: Years experience / number of similar consulting and implementation engagements Consistent/dedicated team resources Sample work product Project documentation artifacts Methodology and approach in working collaboratively with CHFA References Submission Requirements Process Timeline Posting of Request for Proposal: Wednesday, June 17th Questions on RFP to CHFA: Wednesday, June 24 th CHFA Posts Responses to Questions: Tuesday, June 30 th Deadline for Proposal Submission: Wednesday, July 15 th Due Diligence with Finalists: Mid-July through August 2015 Anticipated Decision Date: September 2015 Electronic responses to this request for proposal must be received by CHFA no later than 4:00pm, Mountain Time, on Wednesday, July 15th at the following email address: kbecker@chfainfo.com Kelly Becker Director, Information Technology Note: The email Subject line must be RFP for Intranet Consultation and Implementation. Requests for additional information and/or questions and requests for clarification may be sent, via email, to Kelly Becker, kbecker@chfainfo.com. All such communications must be received by 4:00pm on Wednesday, June 24th. All questions, as well as responses, will be posted in the Requests for Proposal section of CHFA s website, http://www.chfainfo.com/pages/rfps.aspx. 2
qualifications 1. CHFA and the selected vendor will enter into a contract, describing the terms and conditions of the services to be performed, including vendor compensation. 2. All submitted proposals become the sole and exclusive property of CHFA. 3. CHFA is a Political Subdivision of the State of Colorado, and, therefore, is subject to the Colorado Open Records Act (C.R.S. 24-72-200.1 Et Seq) (CORA). Responders to this RFP (each a Respondent ) acknowledge and agree that the response to the RFP and any other related materials submitted to CHFA are not considered confidential information. Respondents that wish to protect portions of their proposals from public disclosure must make a written request that those records be kept confidential at the time of submission. In addition, Respondents must specifically and conspicuously identify any portion of the proposals that are deemed by them to constitute confidential or proprietary information or trade secrets. Those portions must be readily separable from other portions of the proposal. Respondents identification of material as being exempt from disclosure is not conclusive and responders submitting such requests acknowledge the possibility that such materials may be determined pursuant to law to not be protected from disclosure under the laws governing CHFA and the resulting contract. CHFA will provide Respondents with notice as soon as possible of any request for disclosure of confidential information. The burden is solely on the Respondent to take such actions as they deem necessary and appropriate to shield such materials from disclosure. Each Respondent agrees to reimburse CHFA for, and to indemnify, defend, and hold harmless CHFA, its officers, fiduciaries, employees and agents from and against: (1) any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs, and expenses, including without limitation, attorneys fees, expenses, and court costs of any nature whatsoever (collectively, the Claims ) arising from or relating to CHFA s non-disclosure of any such designated portions of the response or other materials submitted by the Respondent related to this RFP; and (2) any and all Claims arising from or relating to CHFA s public disclosure of any such designated portions of a response or other materials submitted by the Respondent related to this RFP if disclosure is deemed required by law or if disclosure is ordered by a court of competent jurisdiction. 4. CHFA is subject to C.R.S. 8-17.5-102, which provides that, unless there is an applicable exclusion, Colorado state agencies and political subdivisions may not enter into, or renew, a contract for services (labor, time or effort, not involving a specific product) with a contractor who knowingly employs or contracts with an illegal alien to perform work under the contract or who knowingly contracts with a subcontractor who knowingly employs or contracts with an illegal alien. Therefore, if a contract is a public contract for services, the vendor must certify that the vendor does not knowingly employ or contract with an illegal alien; and that the vendor participates in either the Department of Homeland Security/Social Security Administration E- Verify Program or the State of Colorado Department of Labor and Employment Program. Further, there are 3
required contract provisions relating to the vendor s agreement to not knowingly employ or contract with any illegal aliens. 5. Additional information that is reasonably necessary for CHFA to fairly and comprehensively evaluate proposals may be enclosed with a proposal, as long as such information clarifies or substantiates written responses. 6. During the evaluation and decision process, CHFA may request additional information or clarifications from responders. At its discretion, CHFA may request certain responders to make oral presentations. 7. CHFA shall not be liable for any expenses, including travel expenses related to preparation of the proposal, any due diligence by the responder and/or CHFA, and the contract negotiation process. 8. CHFA reserves the right to reject any or all proposals after reviewing all responses to this RFP. CHFA is not required by law to conduct this RFP and reserves the right to cancel or withdraw this RFP at any time and for any reason. 9. CHFA is committed to diversity and inclusion with its suppliers to meet the growing needs of its customer base. CHFA staff understands that the purchasing decisions that we, and our vendors make, can impact the community we serve through People, Planet, Purpose, and Price. The four- P (4P) procurement standards are embedded in our vendor diversity standards to ensure we are reducing the environmental impact of our purchasing decisions and expanding our diversity outreach, while maximizing the purchasing value of our funds. 10. This RFP and the resulting contract shall be governed by the laws of the State of Colorado and venues for any actions shall lie exclusively in Denver, Colorado. By submitting a response to this RFP, Respondent irrevocably submits to the exclusive personal jurisdiction of the courts located in the City and County of Denver. 11. Written approval from CHFA must be obtained for any media releases regarding an award of the contract by CHFA. 12. By submitting a proposal, Respondent agrees to waive any claim(s) it has or may have against CHFA and/or any of the current or former CHFA directors, officers, board members, employees, or agents arising out of or in connection with (1) the administration, evaluation, or recommendation of any proposal (2) waiver of any requirement under this RFP, (3) acceptance or rejection of any proposal, and (4) award of the contract. 13. The proposed solution will need to be compatible with the current CHFA IT Architecture as described below: a. Microsoft SQL Server 2008 R2 b. Microsoft Windows 7 Desktop OS c. Microsoft Internet Explorer version 11 and up d. Dell Servers/Workstations e. Virtualized Servers f. To Be replaced --SharePoint 2007 (intranet) g. SharePoint 2013 (public website) 4
section i general information 1.00 company details vendor response 1.01 Company name 1.02 Company website 1.03 Company address 1.04 Company size 1.05 Financial Position 1.06 Company origin/longevity 1.07 Target market 1.08 Product origin/longevity 1.09 Current version 1.10 1.11 Next version (including target release date) Number of clients (please provide three references, particularly Housing Authorities if applicable) 1.13 Professional services capabilities 1.14 Training capabilities 1.15 Documentation and online help 1.16 Quality release plan 1.17 Local Denver presence 1.18 1.19 1.20 Please provide at least three (3) references. Please include the company name, contact name, title, phone, and email address. Please provide at least three samples of recent projects. This could include screen shots of intranet designs, project documentation, etc. Please describe your project implementation methodology / approach. 1.21 Other comments vendor may deem relevant 5
section ii key features 2.00 SharePoint2013 Technical Requirements vendor response 2.01 2.02 2.03 2.04 2.05 2.06 2.07 2.08 2.09 2.10 2.11 2.12 2.13 Describe your experience with SharePoint Server 2013/2016 for intranet sites Describe your ability to assist in designing the infrastructure architecture required for Sharepoint installation on-premise. Describe your experience with Sharepoint online using Office 365. How does your firm recommend using Sharepoint on-line, a hybrid, or neither? Describe your ability to assess and plan for a new installation and migration of content Describe your ability to create a strategy and roadmap for a new Sharepoint installation Describe your ability to identify and migrate needed content and to archive or dispose of unneeded content Describe your ability to create an information architecture design and make recommendations for best organization Describe your ability to assist in creating a data governance strategy Describe your ability to to create easy to use, intuitive user experience designs Describe your ability to brand Sharepoint to match our corporate identify while maximizing out-of-the-box (OOB) functionality. Describe your ability to customize Sharepoint using custom development Describe your ability to integrate with third party applications notably Hyland OnBase (document repository on CHFA s network) Describe your ability to integrate the Microsoft Business Intelligence stack and Sharepoint 2.14 Describe your method and ability to migrate content 2.15 Support for browsers including IE 11 and up and Chrome 2.16 Describe your ability to convert custom InfoPath Forms 6
2.17 Describe your ability to build Sharepoint workflows 2.18 2.19 2.20 2.21 2.22 2.23 Describe your ability to develop custom SharePoint webparts / apps. Describe your experience with setting appropriate security and permissions for a Sharepoint installation and using Single Sign On (SSO) using Active Directory either on-premise or cloud Describe your ability to provide skilled resources in various roles from technical project managers, business analysts, Sharepoint designers, and technical developers. Briefly comment on your firm s expertise using the following software tools/components: (you can specify versions as needed) IIS, SQL Server,.NET Framework 4.0, Microsoft Silverlight Visual Studio Microsoft and / or Visual Studio Online Microsoft Visual C# Web Services/APIs (middleware) Excel Services Web Parts Adobe Flash SharePoint 2013 Designer Describe ability to use Sharepoint analytics to measure effectiveness and inform content / design Describe what recommendations you make to keep information secure that is shared / posted in Sharepoint. Are there controls that can be implemented to prevent uploading of personally identifiable information? 2.24 Other comments vendor may deem relevant section iii key requirements functionality 3.00 Functional Requirements Functionality Support 3.01 Intuitive and most effective content architecture, design, and navigation 3.02 Approach to document management and meta tagging 7
3.03 Describe your recommended approach for using Sharepoint as a project management collaboration tool 3.04 Fast and intuitive search with accurate results 3.05 3.06 Describe your approach to using Sharepoint as a corporate communication tool Recommendations for collaboration using crossdivisional project sites (team sites, community groups) 3.07 Other comments Vendor may deem relevant section iv design capabilities 4.01 Master Page design expertise 4.02 Ability to customize and brand the look and feel 4.03 Creation of Master Pages 4.04 Teach CHFA how to create new and modify master pages 4.05 Operate within a set style, palette, and brand 4.06 Drop-down / expandable menus 4.07 Usability/User Experience expertise/market Research 4.08 Modern Web Design/provide design guidance 4.09 Multimedia design experience (Silverlight/Flash) 4.10 Ability to collaborate with an in-house creative team 4.14 Other comments vendor may deem relevant section iv product support and training 4.01 Describe your support model 4.02 Describe your training capabilities 4.03 Describe your approach to encourage user adoption 4.04 Describe your approach to ongoing long term support after initial implementation is complete. 4.05 Other comments vendor may deem relevant 8
section v - pricing 5.01 Describe your firm s approach to pricing. Please estimate a total project cost or provide a cost range, or describe what needs to be known in order to provide such an estimate. If hourly, please include rates for the following: technical installation, development, design, project management, business analyst, quality assurance testers. 5.03 Implementation cost model 5.04 Maintenance and support cost model 5.05 5.06 Do you provide a discount for nonprofit / government entities? CHFA is a registered 501(c)(3) nonprofit organization. Average license costs (if applicable CHFA is licensed for Office 365) 5.07 Average implementation cost 5.08 Average implementation timeframe 5.09 Training hourly rate (technical/end user) Section vi software and hardware requirements 6.01 Server requirements/virtualization compatibility 6.02 Database requirements 6.03 Workstation requirements 6.04 Sharepoint version requirements 6.05 Software requirements 6.06 MS SQL version requirements additional comments/information Please provide any additional comments or information that will assist in this evaluation. 9