OFFEROR: Page 1 of 10 STORMWATER ASSOCIATION OF NORTH CAROLINA REQUEST FOR PROPOSALS WEBSITE DEVELOPMENT & MAINTENANCE OFFEROR: BID: DATE: SIGNATURE BY PRINCIPAL: PRINTED NAME: TITLE:
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OFFEROR: Page 3 of 10 SECTION 1.0: SUMMARY 1.1 REQUEST FOR PROPOSALS The Stormwater Association of North Carolina (SWANC) is hereby seeking qualified Offerors with proven expertise and experience to submit cost proposals by Wednesday, December 17, 2014 for development of a professional website that represents the organization. This website will provide the public with an overview of SWANC s mission and activities as well as a nested password-protected website that will be available to members and permit user dialogue. The contractor will be expected to maintain the website, including the possible addition of new features, on an as-needed basis beyond the scope of this contract. 1.2 CONTACT FOR MORE INFORMATION All communications regarding this may be addressed to SWANC at Sarah Collins, NC League of Municipalities, Regulatory Affairs Associate, 919-715-2919, or scollins@nclm.org. These questions may be submitted to the SWANC Publicity Committee or the Board of Directors and administrative staff for the most appropriate responses. Prospective offerors are encouraged to submit written questions by 12:00pm on December 5, 2014, to scollins@nclm.org. A summary of all questions and answers will be distributed to all offerors by December 10, 2014, via e-mail. The identity of questioners will not be revealed in the summary. Offerors are responsible for reviewing this addendum to inform their proposals. 1.3 PERIOD & TERMS OF CONTRACTUAL AGREEMENT The proposed project must be delivered to SWANC in draft form by Monday, April 13, 2015. A final draft that responds to, and incorporates, comments from SWANC, must be delivered by Monday, April 27, 2015 1.4 CONSULTANT SELECTION The Contractor will be selected based upon relevant experience, knowledge, and measurable qualification relevant to the requested deliverable. 1.5 PROPOSALS DUE DATE Proposals in response to this Request are due to SWANC no later than 4:00 p.m., Wednesday, December 17, 2014. Earlier responses are welcome and appreciated.
OFFEROR: Page 4 of 10 SECTION 2.0: PROJECT DESCRIPTION 2.1 SUMMARY SWANC requests a Contractor to deliver a proposal detailing a professional website that represents SWANC s mission, activities, and concerns, as well as providing a forum for members to engage in confidential discussions on emerging concerns and policies. A draft report of this proposal will be delivered to SWANC by Monday, April 13, 2015. The final report will be delivered to SWANC by Monday, April 27, 2015. 2.2 BACKGROUND SWANC is the preeminent statewide organization to advocate for the interests of stormwater programs at the N.C. General Assembly and the N.C. Department of Environment and Natural Resources (DENR). Membership is open to N.C. municipalities, counties, unified governments, other NPDES MS4 permit-holders, non-profits, private firms and consultants, special purpose governmental units, public authorities, lead regional organizations, state government agencies, universities, community colleges, public schools, and any other individual who is interested in SWANC s objectives. SWANC was founded in late 2013 to be the leading voice for stormwater interests before state-level decision-makers. SWANC is expected to expand its influence now that the organization has formalized. SWANC has identified the following benefits of membership: - Engage with the public on the challenges, benefits, and costs of stormwater management in the State of North Carolina; - Learn how others have dealt with problems you may be having; - Learn about potential clients needs; - An opportunity to have a meaningful role in developing state-level policies; and - An opportunity to post and respond to RFPs/RFQs of SWANC members. 2.3 SCOPE OF CONSULTANT SERVICES WEBSITE SWANC has existed for a year but still does not have a public face. Its primary modes of engaging with the public at-large will be through the press and through a website. As such, this website will be required to make a positive and lasting impression upon a first-time visitor, making it clear that the website represents SWANC, explains what the organization does, and how to navigate the website. This website shall serve the organization s mission and purpose, informing the public of the history and background of stormwater legislation in the United States of America and the State of North Carolina, the science and policy of why stormwater needs to be addressed, the challenges of managing stormwater in North Carolina, what activities SWANC is engaged in, and what ongoing concerns it has regarding stormwater policies. The website shall be easy for a non-professional to navigate and understand, have drop-down menus for easy navigation, and will feature a graphic-based portal website that will be its primary platform for public engagement. The pages linked to this portal may be more text-oriented and detailed in content. The website will also offer users a method of contacting SWANC s administrative staff with questions and concerns. The website may include features such as a calendar, nested multimedia on specific topics, and detailed topic pages, as determined through discussion with possible contractors. It must be able to be edited for content by SWANC s administrative staff.
OFFEROR: Page 5 of 10 PRIVATE MEMBERS WEBSITE SWANC s website will also feature a nested website that will only be accessible to members who hold a recognized log-in identity and an organizational password. This website shall be a private and confidential venue for SWANC Board of Directors and administrative staff to post developments in ongoing legislative and policy concerns that are not yet finalized. It will also be a forum for members to engage in dialogue regarding all SWANC-related concerns through a blog, message board, or related format. These discussions may be held in a common location or in separate topic-based forums and must include the capacity to post RFPs and RFQs. This website shall not be accessible to any but members and the forums must be accessible for monitoring and editing by an assigned SWANC administrator who will review content to ensure it is related to SWANC business. WEBSITE MAINTENANCE While the websites will be administered for content by SWANC administrative staff, it will need regular, though infrequent, maintenance. This maintenance will not feature new content these responsibilities will be undertaken by SWANC administrative staff but updating the website for efficiency, protection, and/or the addition/deletion of features. The maintenance responsibilities will be determined through conversations with the SWANC Publicity Committee and the administrative staff. In the first year of the website, these conversations and services are anticipated to be needed quarterly, at a minimum. The need for such services will likely decline in future years, as will be determined through a separate contracting process. 2.5 PARTIES AND ROLES Three (3) entities will have roles in the project. The roles of these three parties are briefly described here: NC League of Municipalities: The contract administrator for this project. Specifically, Sarah Collins, NC League of Municipalities Regulatory Affairs Associate, will be the point of contact for this project and speak on behalf of SWANC and answer any questions the contractor may have. The NCLM serves as SWANC s administrative staff and manages its financial accounts and all of its meetings. The NCLM staff will be the website administrator and will be engaged in developing the website to ensure that the resulting product is user-friendly and accessible. They may also engage the contractor on the distinctions between future administrative versus maintenance responsibilities. SWANC Publicity Committee: The SWANC Publicity Committee has broad authority to direct this contract, but ultimately reports to the SWANC Board of Directors. The subcontractor will regularly report to the SWANC Publicity Committee and engage directly with them on the aesthetics, navigability, and features of the website. SWANC Board of Directors: The responsible entity for this contract. The SWANC Board of Directors oversees the SWANC Publicity Committee and its administrative staff and is the ultimate authority for the distribution of funds in regard to this contract. One Co-Director (Cy Stober) serves as the Publicity Committee Chair and reports directly to the rest of the Board of Directors. Members of the Board of Directors may elect to participate more directly in the website development process at meetings established by the SWANC Publicity Committee.
OFFEROR: Page 6 of 10 SECTION 3.0: SCHEDULE OF PERFORMANCE The schedule will be negotiable between SWANC and the Contractor. However, the Contractor shall be required to: Meet with the SWANC Publicity Committee at its January 2015 conference call meeting; Present the initial proposal of the SWANC website and its key features at its Monday, January 26, 2015, meeting; Meeting with the SWANC Publicity Committee following the Monday, January 26, 2015, meeting of the full membership; Report on progress to the SWANC Publicity Committee at their February conference call meeting; Report on progress to the SWANC Publicity Committee at their March conference call meeting; Present a draft website to the SWANC Publicity Committee on Monday, April 13, 2015; Respond to the SWANC Publicity Committee comments and present the final draft website to SWANC s membership meeting on Monday, April 20, 2015; Deliver the final SWANC website and invoice on Thursday, April 30, 2015.
OFFEROR: Page 7 of 10 SECTION 4.0: INSURANCE During the term of the contract, the contractor at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the contractor shall provide and maintain the following coverage and limits: a. Worker s Compensation - The contractor shall provide and maintain Worker s Compensation Insurance, as required by the laws of North Carolina, as well as employer s liability coverage with minimum limits of $150,000.00, covering all of Contractor s employees who are engaged in any work under the contract. If any work is subcontracted, the contractor shall require the subcontractor to provide the same coverage for any of its employees engaged in any work under the contract. b. Commercial General Liability - General Liability Coverage on a Comprehensive Broad Form on an occurrence basis in the minimum amount of $500,000.00 Combined Single Limit. (Defense cost shall be in excess of the limit of liability; c. Automobile - Automobile Liability Insurance, to include liability coverage, covering all owned, hired and non-owned vehicles, used in connection with the contract. The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist, and $1,000.00 medical payment. Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor s liability and obligations under the contract. The Department may require a copy of a current insurance certificate at any time during the contract period.
OFFEROR: Page 8 of 10 SECTION 5.0: PROPOSAL REQUIREMENTS 5.1 GENERAL Please submit one original and three copies of your Proposal in a sealed envelope or package, to be received by SWANC no later than 4:00 PM, Wednesday, December 17, 2014, to the attention of: Sarah Collins Regulatory Affairs Associate NC League of Municipalities 215 North Dawson Street Raleigh, NC 27603 Electronic submissions in.pdf format may be submitted to scollins@nclm.org. Early submission of Proposals is welcome and appreciated. In the interest of fairness to all the Offerors submitting Proposals and to allow for SWANC s timely review, Proposals received after the scheduled receipt time stated above will not be accepted and will be marked LATE. All Proposals received become the property of SWANC and will not be returned. 5.2 PROPOSAL ORGANIZATION To facilitate SWANC s objective review of the Proposals from different Offerors, Proposals are requested to organize the main document using a standardized format containing the following: A cover letter on company letterhead signed by a Principal or other member of the firm authorized to commit the firm to contract for professional services. Table of Contents, with page numbers. Information on the following topics: Executive Summary: Should address the highlights of the proposal, along with the strengths and special expertise of the firm and the associated team to successfully accomplish the objectives of SWANC. Please limit the Executive Summary to one page. Statement of Qualifications: Identify and describe the qualifications of the firm and professional services that may be provided by the Offeror and its team in response to this Request. Also include information on any proposed sub-consultants. Please note which team members were involved in referenced projects. Please include an approximate dollar amount (professional service fee, if applicable) and time period involved in referenced completed or current projects. Also highlight any projects performed during the past 3 years that directly relate to the proposed project. Project Team & Project Management: Please identify the proposed project team (including any subconsultants) and key personnel for the successful completion of projects relevant to this technical report. Please include brief resumes of the project team members. Also, please identify the project manager or project managers and any other team leaders proposed, and briefly describe how projects will be successfully managed. It is expected that the team members identified in the Proposal will be the ones that will actually work on projects for SWANC. Describe the planned and envisioned workload of the proposed team members for the timeframe of this contract, and verify that proposed staff will be prepared for timely completion of projects under a potential contractual agreement with SWANC. Also describe your quality control methods.
OFFEROR: Page 9 of 10 Proposed Approach: Describe the proposed logistical and content development approach that will be the basis for delivering the proposed report, and provide the proposed cost for these services. References: Please provide the name, telephone number, and address of at least three references in organizations for whom your firm provided professional services on projects similar to this Request and whom SWANC may contact regarding your firm s performance on their projects. If the Offeror wishes to submit additional information in support of or to strengthen the Proposal, such information may be submitted separately in Appendices. Proposals must be limited to no more than 25 pages, excluding the cover page, cover letter, table of contents, resumes, and section dividers.
OFFEROR: Page 10 of 10 SECTION 6.0: SELECTION OF CONSULTANT/CONTRACTOR 6.1 GENERAL This Request does not commit SWANC to enter into agreement, to pay any costs incurred in the preparation and submittal of a proposal in response to this request or in subsequent interviews and negotiations, or to procure a contract for the project. SWANC will require the selected Contractor, if any, to participate in negotiations of the fees for the project and to submit such scope, technical and/or other revisions to the proposals as may result from negotiations. SWANC reserves the right to perform all or some of the services described in this document with its own work force. SWANC also reserves the right to issue future Request For Proposal (RFP) and solicit responses from firms not selected as part of this process. 6.2 CONSULTANT SELECTION CRITERIA Reviewers will use the following selection criteria and associated weightings to rate candidates proposals: Cost (30%); Project management and content approach (30%); Experience, specifically relevant to the requested work and the field of applied research on which the project will be based (15%); Team member(s) qualifications (10%); Past performance, with references (10%); Other determinants selected by the review panel (5%). 6.3 POSSIBLE POST-PROPOSAL INTERVIEW An interview may be offered to select offerors upon the review and opinion of the review panel. Interviews may be held on December 30, 2014. Offerors are encouraged to reserve these dates pending notification from SWANC. Notification will be provided as early as possible. In-person attendance is preferred to a teleconference, but both methods are permissible Interview findings will be considered when reviewing an offeror's proposal. Failure to interview for the proposed project may eliminate consideration of an offeror s proposal for the request. 6.4 SCHEDULE FOR SELECTION All firms submitting proposals will be notified in writing as to the outcome of the process. Selections will likely be made by December 31, 2014.