C. La Plata County is exempt from all state taxation including state sales and use tax.

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1 Informal Bid (Request for Quotes) Drupal Hosting and Development Service Project Number Let Date: August 17, 2012 Bid Deadline: 2:00 p.m. August 30, 2012 I. Administrative Information A. La Plata County is accepting bids for Drupal Hosting and Development Service in accordance with terms, conditions and specifications contained in these documents. B. This invitation or request and all related documents produced by the bidder or proposer and the County will be subject to the Colorado open records act. Ref. Section et. seq., C.R.S., as amended, Public (open) Records Act. Please refer questions to your legal counsel. Unless otherwise indicated, the prices shown in the bid shall not include taxes of any kind. C. La Plata County is exempt from all state taxation including state sales and use tax. D. The Board of County Commissioners, County Manager, or Procurement Manager generally will award the bids. Local government officials or employees shall not be interested in any contract made by them in their official capacity or by any body, agency, or board of which they are members or employees. A former employee may not, within six months following the termination of his employment, contract or be employed by an employer who contracts with the county involving matters with which he was directly involved during his employment. For purposes of this section, "contract" does not include contracts awarded to the lowest responsible bidder based on competitive bidding procedures. See C.R.S E. All of the documents contain important instructions to the Bidder regarding the materials and methods required to bid the project and may or may not be crossreferenced in all documents. Documents may include the invitation to bid, addenda, specifications, drawings and minutes of meetings. F. The County reserves the right to reject any and all bids, to waive any informalities and minor irregularities in bids, and to accept the bid deemed, in its opinion, to be in the best interest of La Plata County. G. This bid will be conducted in accordance with the regulations set forth in the La Plata County Procurement Code. H. The technical contact for this request is: David Bygel La Plata County Phone:

2 I. Due date for this request for IFB is August 30, 2012 at noon MDT. Responses are to be submitted via to with Drupal Hosting referenced in the subject line. Late quotes may not be considered. J. Questions will be accepted via only up to August 24, 2012 at noon MDT. Questions are to be submitted via to with Drupal Hosting referenced in subject line. SCHEDULE OF ACTIVITIES: TIMELINE (All times are in local Colorado time) Documented Quote Posted August 17, 2012 Written Inquiry Deadline Noon August 24, 2012 Responses to Written Inquiries Published Noon August 28, 2012 Proposal Submission Deadline Noon August 30, 2012 II. General Information La Plata County is requesting quotes to host the County s website, intranet staff site and its associated sub-sites and offer a platform for web publishing and content management services. This solicitation seeks vendors who can provide the key elements of this service in a virtual private hosted environment by November 1, III. IV. Existing Sites La Plata County Web Site La Plata County Staff Site (Drupal Commons) Statement of Work Deliverables Hosted Drupal platform on a managed virtual private server Work with existing vendor and La Plata County personnel in moving all existing websites, databases, URL s to the new Drupal platform Service level agreement detailing how to file issues and work requests and expected response as well as escalation procedures. V. Mandatory Requirements Minimum of 3 years providing hosted Drupal sites. At least 2 senior (>3 years experience) Drupal administrators on permanent staff. Demonstrated contributions by staff to the Drupal community (e.g. modules, core patches, documentation). Virtual Private Server minimum requirement o 24x7 99.9% availability. o Backup of full site at least 1x per day with recovery of specific content within 4 hours of request for restore. o Ability to host at least 10 domains o 1 CPU, 2048MB RAM, 100GB Storage Page 2 of 6

3 A hosted Drupal 6 environment with: o Sufficient bandwidth and hardware resources to handle the projected 10,000 page views per day (with average of 5 elements per page). o Patch administration for Drupal, Drupal modules and underlying infrastructure to prevent security vulnerabilities and maintain currency of features. o Low latency (<20ms) access from La Plata County networks (FastTrack Internet). o Standard Support Issue Response Times Emergency 2 hours Normal 1 day Low Priority 1 week Drupal Administration including o setup of new sites o o configuration of Drupal options per LPC specification evaluation, recommendation, installation, configuration and customization of Drupal modules based on LPC identified needs VI. Submittal Requirements A. Please provide the following documentation in response to this Request for Quotes. Your quote must contain the following information in the order and format provided. Responses are to be submitted in electronic format, preferably a single PDF file ed to with Drupal Hosting referenced in subject line. 1. Cover Letter: Provide key contact information, including phone number and address. State your ability to meet all conditions and requirements outlined in this IFB. 2. Service Description: Provide detailed service description including service levels for availability, performance, issue/request response and capacity planning as necessary to meet the Statement of Work and Mandatory Requirements sections above. 3. Pricing Proposal: Provide detailed cost proposal broken out by year for a one year award with option to renew for an additional two one year periods. Offerors are to take into account potential future costs as traffic to the site grows. Quoted price will be for everything necessary/required by offeror to deliver product/service outlined in the Statement of Work and Mandatory Requirements sections above. 4. Components considered by an offeror to be optional are to be excluded from the quoted price and are to be clearly identified as optional with their associated price. 5. References: Please provide information from at least three (3) accounts of similar size and complexity to the La Plata County. Include at a minimum: 1) government agency, school or company name; 2) contact name; 3) phone number; 4) address; 5) brief description of project scope; 6) status of project. References may be contacted at any time during this process to determine an offeror s responsibility. Page 3 of 6

4 VII. Selection of Contractor/Award of Bid: A. The County may make such investigations, as it deems necessary to determine the ability of the Bidder to perform the Work. The Bidder shall furnish to the County all such information and data for this purpose as the County may request. B. The Board of County Commissioners, County Manager, or Procurement Manager shall award all bids and contracts to the lowest qualified and responsible bidder. In determining the "lowest qualified and responsible bidder", in addition to price, the following shall be considered: 1. The capacity and skill of the bidder to successfully provide the service or materials per bid specifications. The County reserves the right to conduct onsite visitations of any bidders facilities. The purpose of the visit will be to ensure the County of the bidder s capabilities of successfully administering this contract. 2. The ability of the bidder to provide the services or materials promptly, or within the specified time period. 3. The reputation, integrity, experience and character of the bidder, as to the quality of past performances and compliance with laws and ordinances relating to the service contract. 4. The financial resources and ability of the bidder to perform the contract. II. La Plata County has a local and regional preference on the purchase of all goods and services unless specifically waived by the Procurement Manager at the time of let of IFB or RFP. To be considered for local preference, vendors must turn in a completed standard County form certification statement for each project with the bid submission. VIII. Award Winning Bidder Contract Requirements: A. Should you or your firm be awarded the contract for services, you will be required to execute or provide the following documentation within ten (10) calendar days from the date of the Notice of Award: 1. Contract Forms. The County Independent Contractor Agreement, Notice of Award, and Notice to Proceed shall apply to this contract. The County shall issue the Notice to Proceed upon receipt of all required documentation and the County s execution of the Agreement. The Contractor shall not initiate work prior to the issuance of the Notice to Proceed. 2. Illegal Aliens. Contractor will be required to certify that Contractor shall comply with the provisions of C.R.S , et. seq. Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract, including participation in the Basic Pilot Employment Verification Program 3. Insurance. The Contractor is required to hold throughout the initial term and all subsequent terms of this Contract general liability insurance in the amount of $150,000 per person/$600,000 per occurrence/$1,000,000 aggregate which names the Board of County Commissioners of La Plata County, Colorado as an Page 4 of 6

5 Additional Insured and which contains a Notice of Cancellation clause which is absolute. If any aggregate limits are reduced below $600,000 because of claims made or paid during the required policy period, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish a certificate or other document showing compliance with this provision. 4. Workers Compensation. The Contractor is responsible for providing Worker's Compensation Coverage for all of its employees to the extent required by law, and for providing such coverage or requiring its subcontractors to provide such coverage for the subcontractor's employees. In no case is La Plata County responsible for providing Worker's Compensation Coverage for any employees or subcontractors of Contractor pursuant to this Agreement, and Contractor agrees to indemnify La Plata County, for any costs for which they may be found liable in this regard. 5. W 9. Contractor must supply the County with a completed W9 form. Page 5 of 6

6 La Plata County LOCAL OR REGIONAL PREFERENCE CERTIFICATION STATEMENT La Plata County has a local and regional preference on the purchase of all goods and services unless specifically waived by the Procurement Manager at the time of let of IFB or RFP. To be considered for preference, vendors must turn in this statement for each project. The local preference on the purchase of all goods and services unless specifically waived by the procurement manager at the time of let of IFB or RFP shall be five percent or $100,000, which ever is less, of the purchase price or five percent of the total score based on the award/evaluation criteria used. In no event shall the local preference exceed the amount of $100, The regional preference on the purchase of all goods and services unless specifically waived by the procurement manager at the time of the let of IFB or RFP shall be two percent or $40,000, which ever is less, of the purchase price or two percent of the total score based on the award/evaluation criteria use. In no event shall the regional preference exceed the amount of $40, The following requirements for this certification are in addition to, not a replacement to, any requirements stated in the IFB or RFB: A bidder is considered LOCAL if it: (a) Has maintained a business office either leased or owned in La Plata County a minimum of six months prior to bid solicitation; and (b) Will use La Plata County residents for at least 50 percent of the total delivery of goods or services, a La Plata County resident is defined as maintaining primary residence in the county; and (c) Uses a fleet for the job comprised of no less than 50 percent La Plata County licensed vehicles. A bidder is considered REGIONAL if the following criteria can be met for the region that includes the Colorado Counties of Archuleta, La Plata, Montezuma, San Juan, or Dolores: (a) Has maintained a business office either leased or owned in the region a minimum of six months prior to bid solicitation; and (b) Will use regional residents for at least 50 percent of the total delivery of goods or services, a regional resident is defined as maintaining primary residence in one of the above counties; and (c) Uses a fleet for the job comprised of no less than 50 percent regionally licensed vehicles. The bidder hereby declares that the only persons or firms interested in the proposal as principal or principals is or are listed below and: We DO meet the requirements for LOCAL Preference. OR We DO meet the requirements for REGIONAL Preference. OR We DO NOT meet the requirements for either Preference. Authorized Signature Date Company Name Page 6 of 6

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