Greater Capital Region Workforce Investment Boards Regional Internship Program Website Design and Management REQUEST FOR PROPOSALS

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1 Greater Capital Region Workforce Investment Boards Regional Internship Program Website Design and Management REQUEST FOR PROPOSALS Three of the Greater Capital Region Workforce Investment Boards (Albany, Schenectady, Rennselaer; Saratoga, Warren, Washington; and Columbia-Greene), and the Internship Program Governing Board/Council are seeking a vendor who will be responsible for designing and managing a website that will be the portal for our Regional Internship Program. BACKGROUND: During the past four years the Greater Capital Region Workforce Investment Boards (GCR WIBs), which also includes the Fulton, Montgomery, Schoharie Workforce Development Board, have collaborated on various efforts to focus attention on the region s need to develop a highly skilled and technologically sophisticated workforce that is aligned with the current and future needs of business and industry. In addition to the WIBs, other partners have included: state, regional and local economic development agencies; educational institutions, such as BOCES, K-12 districts, Community Colleges, and other post secondary schools; and, private businesses representing high-tech sectors. These efforts have included securing grant funding to assist us in reaching our goals. Recently the WIBs of the Capital District Labor Market Area, including a partnership with the Capital District Human Resource Association and other organizations, received a New York State Department of Labor grant for developing Student Internships. The two major goals for the first year of this project are: o The placement of 50 high-school and/or college students in paid internships with private business, especially businesses in emerging technology sectors. o The development of an on-line portal to assist in matching businesses with appropriate student interns. An underlying goal of all project activities is to educate local youth to the vast career opportunities available in our area as a method to help stop the brain drain of qualified young adults moving to other regions or states. Complete details regarding all of the activities involved with this project are outlined in the Greater Capital Region Internship Program Technical Proposal (RFP-07-P). The purpose of this project is to complete the development of an Internship Gateway building on the platform of the existing My Beanstalk website with the goal of connecting business and education in our newly created Regional Internship Center. The target audiences include employers that will post internships and students that want to search for internship opportunities. The new site will be located at and SCOPE OF SERVICES: The vendor will be responsible for the following aspects of technical development of the new website: 1. Content Evaluation The contractor shall work with the client to evaluate existing content from My Beanstalk site as well as content already written for the new gateway RFP revision

2 site. Recommendations will be made for placing select content within the defined navigation structure, editing existing copy and identifying new content that the client will need to provide. 2. Architecture/Navigation The contractor shall work with the client to assess the functionality of the existing Beanstalk website with the goal of creating a new architecture for the new gateway site. The navigation structure shall follow generally accepted web standards, allowing the user easy access to the site s content. Offer users multiple pathways to site information and functions; simplify access to all existing site tools, and integrate third-party site functions as needed (e.g., Career Zone, Tech Valley Careers). 3. Functionality The new gateway site shall revise existing functions as necessary. The new site will replicate all current functionality, including all reporting and data analysis tools. Specifically, the functions will allow: a. An employer to post internships and jobs b. A student or jobseeker to search for open positions by category or company c. An employer to be able to download necessary forms and reports d. A student or jobseeker to apply for the position via a web form e. Reports to quantify the number of positions and connections made f. Ability to exchange data with Careerzone.com and TechValleyCareer.org websites and other career websites g. Database exports to allow broadcast functionality h. Feedback on the entire process from students, jobseekers and employers 4. Website design Guided by the research, brand, architecture and content above, the contractor shall create a series of design templates for client review and approval. Design should reinforce the brand, convey the site mission, and allow for ease of navigation and usability. Allow for two rounds of client feedback and design modifications. Offer options for images and photos to be used in site design work. 5. Content Management System (CMS) The gateway website shall be coded utilizing a content management system (CMS) that will allow multiple levels of privilege and access so that there can be multiple content additions and edits. The system must be an opensource solution, free from license requirements and fees and able to be hosted in a standard Linux/Apache environment. 6. Coding/back-end programming Contractor will program the site using standardscompliant HTML/CSS code and PHP/MySQL for back-end functionality and databases, and to ensure compatibility with all modern browsers and platforms. 7. Usability and Testing The contractor shall lead (2) two-hour sessions for the testing of the system with a team consisting of 2 client, 2 partner and 2 contractor representatives. General usability issues will be explored with a goal of assuring that the employer, jobseeker and student audiences will have a productive experience in using the system. RFP revision

3 8. Hosting The scope of services must include hosting fees for the Beanstalk website and the new gateway site through Hosting package must include adequate capacities for storage space, bandwidth, domains, accounts, databases and other necessary components to ensure the uninterrupted hosting of the site. Hosting must also include web analytics, uptime monitoring, and procedures for backup of all files and data. The selected Vendor will be provided with documents that provide a complete analysis of the functionality and content of the My Beanstalk website as it currently exists. PROJECT PARAMETERS: The Vendor will be required to be available to meet with GCRIP Program Coordinators during the period of the contract as needed. The Vendor will be required to answer all phone calls from GCRIP Program Coordinators within one business day. The Vendor will be required to make simple changes to the website, such as adding or removing text or links, within one week of being notified of the requested change. The Vendor will acknowledge that no person involved in providing the services outlined in this contract is a family member of anyone engaged in an administrative capacity for Columbia-Greene Community College. The Vendor will acknowledge that the activities in this project are being funded through a New York State Department of Labor grant for developing Student Internships, which was awarded to Columbia-Greene Community College on behalf of the WIBs of the Capital District Labor Market Area. As such, the following New York State Department of Labor terms and conditions concerning Publicity/Publications/Copyrights/ Patents apply to this RFQ as well: Publicity includes, but is not limited to, news conferences, news releases, advertising, brochures, reports, discussions and/or presentations at conferences or meetings. The inclusion of our materials, the Department's agency name, or other such reference to New York State and/or The Department of Labor in any document or forum is considered publicity. News releases, publicity or any other public announcements regarding this project may not be released without prior approval from the Department. Any publication, training announcement, meeting or training session which is funded in whole or in part through any activity supported under this Agreement may not be published without prior approval of the Department, which results (1) shall acknowledge the support of the Department and the State of New York and, if funded with federal funds, the applicable federal funding agency, and (2) shall state that the opinions, results, findings and/or interpretations of data contained therein are the responsibility of the Contractor and do not necessarily represent the opinions, interpretation or policy of the Department or the State of New York. All materials developed and created by Contractor for the Department under this Agreement will be owned by the Department, will be considered to be works made for hire as defined in the U.S. Copyright Act, and are hereby assigned to the Department. Contractor agrees to execute all papers and perform all other acts reasonably necessary to assist the other to obtain and register copyrights and to effectuate the intention of this Agreement. For all other pre-existing works, the Department and the State of New York expressly reserve the right to a royalty-free, non-exclusive and irrevocable license to reproduce, RFP revision

4 publish, distribute or otherwise use, in perpetuity, any and all copyrighted or copyrightable material resulting from this Agreement or activity supported by this Agreement. All publications by the Contractor covered by this Department shall expressly acknowledge the Department's right to such license. All of the license rights so reserved to the Department and the State of New York under this paragraph are equally reserved to the U.S. Department of Labor or the United States Department of Health and Human Services, as applicable, and subject to the provisions on copyrights contained in such federal agencies' regulations if the Agreement is federally funded. The Contractor agrees that at the completion of any scientific or statistical study, report or analysis prepared pursuant to this Agreement, it will provide to the Department, at no additional cost, a copy of any and all data supporting the scientific or statistical study, report or analysis, together with the name(s) and business address (es) of the principal(s) producing the scientific or statistical study, report or analysis. The Contractor agrees and acknowledges the right of the Department to release the name(s) and business address(es) of the principal(s) producing the scientific or statistical study, report or analysis, together with a copy of the scientific or statistical study, report or analysis and all data supporting the scientific or statistical study, report or analysis. The Contractor agrees that any and all inventions, conceived or first actually reduced to practice in the course of, or under this Agreement, or with monies supplied pursuant to this Agreement, shall be promptly and fully reported to the Department. Determination as to ownership and/or disposition of rights to such inventions, including whether a patent application shall be filed, and if so, the manner of obtaining, administering and disposing of rights under any patent application or patent which may be issued, shall be made pursuant to all applicable law and regulations. QUALIFICATIONS: The ideal organization or candidate will have the capacity to conduct the full scope of work primarily with in-house staff resources. Preference will be given to vendors who understand the landscape of the organizations involved in workforce development in the Capital Region. Specifically, this includes: government entities; high schools and colleges; and, non-profit organizations that focus on economic development, especially those concentrating on STEM or Emerging Technologies. ADDITIONAL INFORMATION: Requests for electronic copies of the Greater Capital Region Internship Program Technical Proposal (RFP-07-P) and any additional questions should be directed to: Mary-Alane Wiltse. address: wiltse@sunycgcc.edu. Telephone: (518) ext TIMELINE: The contract will run until July 31, It may be renewed, at either a higher or lower cost, for up to two additional years, based on availability of funding. METHOD OF PAYMENT: Although the Consultant will be working with the WIB Directors and the Internship Governing Council, the contract with the Consultant will be with the project s grant recipient, Columbia-Greene Community College. Payments will be made on a monthly basis, based on the Vendor s hourly rate for providing website development and maintenance RFP revision

5 services. Separate monthly payments will be made for hosting the website. Up to $37,000 can be made available to host the website and complete the scope of services. SELECTION PROCEDURE: Persons or organizations interested in responding to this request should submit a letter of intent with: 1. An executive summary that covers its key aspects, and addresses the following categories of information. History/background: Briefly describe your firm s history and background. Current Profile: Identify your firm s focus and working principles. Include your size and number of full-time employees. Capabilities: Summarize your firm's overall capabilities and provide greater detail regarding expertise in Web site project management, design and user measurement/testing. What are your core competencies? Provide a list of relevant project staff and define their roles and responsibilities on the project. Attach bios for each project team member. Approach: Help us understand how you approach a client project and how you would update us on work progress including opportunities to evaluate your work. Please include any relevant case studies. Clients Assignments: List any relevant clients, the nature of your responsibilities and the year you began working together. Indicate which of the clients are ongoing and which are project-based? Please indicate clients with similar opportunities and issues as those being identified by this RFP Subcontractors: Identify all elements of the project that will be performed by subcontractors. 2. Portfolio samples: Include at least 3 relevant samples of completed website projects. Preference is given to those that are most similar to this project and have workforce, educational or technology subject matter. Include the website address. 3. References: Provide a list of 3-5 references from clients with which you have completed similar or relevant projects. Include the name, title, organization, address, phone number, address and website address. 4. Statement of hourly rates for the following services: Research $ /hr Concept Development $ /hr Copy Writing/Editing $ /hr Account Management $ /hr Graphic Design $ /hr HTML/CSS Programming $ /hr Back-end Programming $ /hr An interview with the project coordinators and grant recipient may be required prior to selection. RFP revision

6 Vendors must demonstrate the ability to provide the required services at a reasonable cost. Costs will be evaluated based not only on competitiveness with respect to their bids, but equally important, the value they reflect in light of services proposed and bidder s capability and experience. RESERVATION CLAUSES: Columbia-Greene Community College, in order to serve the best interests of the College and its regional partners, reserves the right to: Postpone or cancel this RFP upon notification to all bidders Amend the specifications after their release with appropriate notice to all bidders Request bidders to present supplemental information clarifying their proposal, either in writing or in formal presentation Waive or modify minor irregularities in proposals received after prior notification to the bidder Reject any and/or all proposals received in response to this RFP Contact bidders references as a check on qualifications Award the contract to other than the lowest bidder Negotiate with selected bidder prior to contract award Disqualify any bidder who inappropriately acquires information contained in a competitor s proposal and attempts to use that information to influence the award decision Contract Cancellation: Columbia-Greene Community College reserves the right to cancel the contract or any part thereof, at any time, upon thirty (30) days written notice. If, in the judgment of the FMS WDB, the Contractor fails to perform the work in accordance with the contract, the FMS WDB may terminate the contract immediately by written notice for cause. The FMS WDB may elect to provide a corrective action period prior to termination. REQUEST FOR QUALIFICATIONS DEADLINE: The letter of intent, with an executive summary, sample portfolio, references, and hourly service rates should be no longer than 10 pages in length. The bid package is due by 5:00 p.m. on February 4, The package can be sent electronically to: wiltse@sunycgcc.edu One copy of the bid package must also be postmarked by February 4, 2009 and mailed to: Mary-Alane Wiltse, Director Workforce Investment Office Columbia-Greene Community College 4400 Route 23 Hudson, NY RFP revision