New RFP for Web Development Services


Release Date: Friday, January 14, 2022

Deadline: Monday, January 31, 2022 at 12:00pm EDT


Overview

Who Are We?

OCALI, a project of the Educational Service Center of Central Ohio (ESCCO), is a recognized global leader in creating and connecting resources and relationships to ensure that people with disabilities have the opportunity to live their best lives for their whole lives. OCALI informs public policy and develops and deploys practices grounded in linking research to real life.

As a trusted source, OCALI enhances, develops, and promotes high-quality programs and services to effectively equip anyone who cares for, supports, educates, employs, or works with individuals with disabilities across the lifespan.

OCALI’s organizational structure includes ten Centers that collectively focus on local and statewide-capacity building while strengthening policies and resources that guide services and supports for people with disabilities, as well as for families, educators, service providers, and professionals.

Additionally, in its commitment to narrow the gap between state policy and its translation to “boots-on-the ground”, OCALI has an established Office of Policy and Stakeholder Engagement to keep OCALI informed and connected to the goals, priorities, and initiatives of state agencies, diligently working to align field practices to state policy.

OCALI hosts a highly-regarded annual conference of autism and disabilities leaders from across the nation and around the world. OCALICON provides a gathering of state and national leaders, educators, parents, service providers, self-advocates, scholars, and policy makers focused on common concerns and shared proven solutions addressing issues and challenges experienced by people with autism, sensory disabilities, and low-incidence disabilities across their lifespan.

Based on a respect for people with autism and low incidence disabilities and our belief in their right, need, and desire to achieve their full potential, OCALI inspires change and promotes access to improve their outcomes through leadership, training and professional development, technical assistance, collaboration, and technology.

Statement of Purpose

The purpose of this Request for Proposal (RFP) is to obtain competitive proposals from companies qualified and interested in supporting OCALI’s web development efforts.

Intellectual Property

The ESCCO on behalf of OCALI is the sole owner of all content and materials developed under this RFP. OCALI retains the distribution rights to any content or materials to exercise as it deems appropriate. Selected evaluators may not use, reuse, distribute, publish, or base derivative works upon such materials without the express, prior written consent of the ESCCO.


Request for Proposal

The ESCCO on behalf of OCALI seeks a proposal for web development services, specifically dedicated junior and/or senior Laravel programmers, to support a range of web-based applications. These services must fulfill the following:

Requirements for Proposal Preparation

Please submit the following as part of the official proposal (organize and label sections accordingly). The submission will become the basis on which OCALI will judge the applicant’s ability to perform the services included in the RFP.

  1. Technical Proposal:
    1. Cover page, including company name, contact information, company biography and proposal summary signed by the respondent;
    2. Narrative Plan: Communicates approach to delivering services requested, proposed timeline for execution and support, commitment to understanding OCALI’s vision and providing services that align with our mission and core function, ability to work collaboratively with client teams and other vendors, and method to project management;
    3. Organizational Capacity: Resumes and/or summary biographies of the likely project personnel with detailed description of their roles related to the work; description of any subcontractors and their work, including but not limited to resumes and/or summary biographies;
    4. Work Samples: Links to recent web applications and/or code samples (e.g. open-source packages) for which your organization was the primary developer.
  2. Cost Proposal:
    1. Pricing structure – outline pricing for services required to meet the requested items.
    2. Contract agreement – provide sample contract language typically used by your organization.

PLEASE NOTE:

  • Responses must follow the prescribed format or they shall be deemed non-responsive. Incomplete or late responses may be removed from consideration.
  • The cover page must be signed by the respondent.
  • Proposals should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide complete presentation.
  • Any proprietary material submitted with the proposal that is considered confidential by the bidder must specifically be so identified, and the basis for such confidentiality must be specifically set forth in the proposal.
  • Submission of quote does not constitute any type of binding Agreement or Contract between ESCCO/OCALI and respondent.
  • ESCCO/OCALI assumes no responsibility for any cost incurred in developing a response to this RFP.
  • ESCCO/OCALI reserves the right to accept or reject responses to this RFP at its sole discretion.
  • ESCCO/OCALI’s decision is final with respect to the awarding of this Contract.

Proposal Submission

Email electronic copies of the proposal to Nathan Ticknor, Nathan_ticknor@ocali.org. Please label clearly in the subject line to clarify if it is a response to the RFP. The proposal must be received by Monday, January 31, 2022 by 12:00 pm EDT.

Questions about this RFP should be submitted in writing to Nathan_Ticknor@ocali.org by 3:00 pm EDT on Thursday, January 20, 2022. Please use the subject line Marketing / Communications Services RFP.

RFP Process Schedule

Friday, January 14, 2022 : Release of RFP

Thursday, January 20, 2022: Final Date for Receipt of Questions by 3:00 pm EDT

Tuesday, January 25, 2022: Final Date for Official Responses to Questions

Monday, January 31, 2022 : Proposals Due by 12:00 pm EDT

Wednesday, February 2, 2022: RFP Award Announced

Duties

Contractor shall hold himself/herself/itself available to render, and shall render at the request of the ESCCO/OCALI, the services set forth in the scope of work above for the benefit of the ESCCO/OCALI. Contractor shall devote such time as may be reasonably required to perform Contractor’s duties under the contract.

Contractor will maintain, for the duration of the Contract, any certificate or license required by law to perform the services required by this RFP.

Contractor shall perform all services with reasonable care, skill, and diligence as would normally be provided by an experienced consultant and in accordance with industry standards.

Other Requirements Include

Contractor must provide a W-9 with a valid EIN or be registered with the Ohio Secretary of State. Contractor must complete the Standard Affirmation & Disclosure Form to abide with Executive Order 2011-12K affirming no services of the contractor or its subcontractors under this Contract will be performed outside the United States.

Contractor shall secure professional liability insurance and any other insurances required by law.

At the Contractor's sole cost, Contractor shall maintain a comprehensive knowledge regarding technologies required to meet the terms of the contract. Contractor shall, at all times during the term of this Contract and at Contractor’s own expense, comply with all applicable federal, state, and local laws, rules and regulations, and shall maintain in force all licenses and permits required for performance under this Contract.

Contractor shall be responsible for the purchase and use of all equipment necessary to perform the Services, except that ESCCO/OCALI may elect to provide Contractor access to a computer and/or computer network in order to facilitate Contractor’s secure access to, and provision of, information related to the performance of Contractor’s duties and to facilitate communication with ESCCO/OCALI. Any access to or use of ESCCO/OCALI computers or computer networks shall be subject to all ESCCO/OCALI policies governing such use by ESCCO/OCALI employees.

Finding for Recovery

Contractor represents that he/she/it is not subject to any unresolved findings for recovery resulting from an audit conducted by the Auditor of State between January 1, 2001 and the present time. Contractor further represents that neither the Contractor nor any of its principal officers are listed in the Auditor of State’s database of persons’ subject to such findings.

Evaluation

Selection of Contractor will be based on the following criteria:

  • Name, position, and contact information for one primary contact.
  • Narrative response describing how the Applicant would use its expertise to meet the objectives outlined in the scope of work.
  • Narrative response describing the Applicant’s competence to perform the required services as indicated by the education and experience of the Applicant’s personnel, especially the education and experience of the employee(s) who likely would be assigned to perform the services.
  • Ability in terms of workload and availability of qualified personnel to perform the required services competently.
  • Evidence of recent successful implementation of services similar to the scope of work outlined.
  • Evidence of recent web applications and/or code samples (e.g. open-source packages) for which your organization was the primary developer.
  • Overall cost of products/services.

Additional considerations:

  • Prior work with OCALI or a similar organization.
  • Knowledge and application of web accessibility practices.
  • Demonstrated experience building online learning management systems.
  • Knowledge of Ohio agencies, systems, initiatives, and/or policies impacting the population served by OCALI.

At its discretion, the ESCCO/OCALI is not required to select the Contractor that submits the lowest cost proposal for providing the services. Instead, the ESCCO/OCALI intends to select the Contractor submitting the proposal deemed by the ESCCO/OCALI to be in the ESCCO/OCALI’s best interest. In making its selection, the ESCCO/OCALI may consider any other information, including information not requested in this RFP or not included in the proposals received.

In the event the ESCCO/OCALI is unable to negotiate a satisfactory contract with the top ranked Contractor, the ESCCO/OCALI may terminate negotiations with that Contractor and enter into negotiations with the Contractor submitting the proposal ranked next best. This RFP is not and shall not be construed as an offer of a contract by the ESCCO/OCALI. Any contractual arrangement will be evidenced solely by a Contract authorized by the ESCCO/OCALI.

Notification

All applicants will receive notification of the awarded contract by Wednesday, February 2, 2022. Notification will be sent to the primary contact by email.

The ESCCO/OCALI reserves the right to reject any and all proposals where the contractor takes exception to the terms and conditions of the RFP or fails to meet the terms and conditions, including but not limited to, standards, specifications, and requirements as specified in the RFP.

The ESCCO/OCALI reserves the right to reject, in whole or in part, any and all proposals where the ESCCO/OCALI, taking into consideration factors including but not limited to, price and the results of the evaluation process, has determined that award of a contract would not be in the best interest of the ESCCO/OCALI or the state. Other factors may include:

  • Past performances as reflected by the evaluations of previous clients with respect to factors such as control of costs, quality of work, meeting of deadlines, and other similar factors;
  • The services offered are not in compliance with the requirements, specifications, and terms and conditions set forth in the RFP;
  • Pricing offered is considered to be excessive in comparison with existing market conditions or exceeds the available funds of the state; or
  • It is determined that award of a contract would not be in the best interests of the state.

The ESCCO/OCALI may award a contract in whole or in part to one or multiple contractors. Notice of any potential partial and/or multiple party award(s) shall be provided in the RFP.


Questions

  1. Will you be willing to share your backlog items prior to delivering the proposal?

    OCALI manages an extensive backlog for the 20+ sites that it hosts. Specific items have not been selected as the focus for contracted web development services; however, the work will likely involve the building of features that facilitate team-based online learning, such as a discussion board for team interactions.

  2. Do you have any special payment terms or conditions we need to be aware of?

    As a division of the ESCCO, we adhere to all of their policies and requirements. These include but are not limited to:

    • The awarded contract is subject to the ESCCO Governing Board approval.
    • Payment terms are net 30 days.
    • We cannot pay late fees.
  3. Has a budget been established for this scope of work?

    Since this is an RFP and not an RFQ, we anticipate that once the winning proposal is selected that we will work with that vendor and discuss specifics. At that point we are willing to work with budgets for whoever is awarded the agreement, based on the evaluation criteria. The final contract will be built upon those discussions.

  4. How many internal developers would we be working with?

    OCALI’s web team is comprised of three members, a senior developer who focuses on both front and back-end development, a junior developer who focuses on front-end development, and a content manager, and is managed by a member of the Leadership Team who provides project management support.

  5. Are you looking for us to provide training for your internal developers or staff augmentation?

    OCALI expects the Contractor to employ project management processes that engage OCALI stakeholders, including but perhaps not limited to the web team, and documentation protocols through tools such as code version control to ensure effective knowledge transfer. OCALI’s team continually engages in professional development and welcomes training opportunities from its vendors.