Request for Proposal (RFP) For Website Design, Implementation & Training Date of Issuance: Monday, August 18, 2014 Letter of Intent Due Date: Friday, August 29, 2014 Proposal Due Date: Friday, September 26, 2014 Your completed letter and proposal can be delivered, emailed or faxed to: Big Bend Hospice, Inc. Elaine Bartlet Center 1723 Mahan Center Blvd. Tallahassee, FL 32308 Phone: 850-878-5310; Fax: 850-309-1638; Email: [email protected]

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Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

1. Statement of Purpose & Organization Information 1.1 Purpose Bend Hospice, Inc. (BBH) is interested in receiving proposals to create a Content Management System (CMS) website with approximately 60 pages to be stored on an offsite server. The proposal should include staff training and support for a minimum of 12 months, with an option for retainer thereafter. The new site will replace the current, which is 5 years old and consists of approximately 60 static webpages, with about 1 photograph per page. The current site is also integrated with social media and has the ability to receive online donations. 1.2 Background Information Licensed since 1983, Big Bend Hospice serves Leon, Jefferson, Taylor, Madison, Gadsden, Liberty, Franklin and Wakulla counties, providing expert health care, encouragement, hope, compassion and companionship to people with a life-limiting illness so that they can complete personal goals and find spiritual and emotional peace. 1.3 Target Audience (Users)  Prospective Patients & Caregivers – under duress, looking for information on how to obtain services.  Active Patients & Caregivers – under duress, looking for updates, seeking to contact members of the hospice team, or to obtain additional services.  Physician/Medical Personnel – obtaining information and conducting research on current patients, and receiving potential patient referrals.  Potential Donors – researching the organization and making donations.  Current Donors – use site for ongoing memorial donations and special event transactions. Estimated 2014 income = $100,000  Potential Employees- learning about the organization and seeking employment.  Volunteers – researching the organization and offering personal time and talents. 2. Scope of Services 2.1 Website Design The website should have:  A modern, clean design that utilizes the existing BBH logo and main 342 green (Hex 016648) color currently in use;  Several main navigation links or graphics, with drop down lists of subpages so that users can easily navigate to any website page within the website; and,  A consistent look and feel to all page fonts, graphics, and color schemes. 2|

Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

2.2 Special Features The website should have:  A Content Management System (CMS) with different authority levels for page editing, capable of being maintained and updated by BBH personnel;  Rapid loading capability and easy navigation between pages;  Seamless addition of supplementary webpages, if needed;  Seamless addition of images and videos on website pages;  A responsive mobile design, enabling a desktop, laptop or any capable mobile device to receive the same level of web functionality;  Search engine optimization (SEO) so that the website can be found on the web with related keywords;  A website search bar for keywords and phrases that links to pages within the website;  A modernized and seamless means to accept one time and ongoing (i.e. monthly) monetary donations, while storing and building contacts;  Site analytics for tracking of web hits, donations, etc.;  Social Media Integration (Facebook, Twitter, YouTube);  Ecommerce and email newsletter capabilities;  A built-in blog with RSS feed;  Links to other related websites;  A viewable monthly calendar for updates, with the ability to add pictures to events;  Web forms for various departments to process information; e.g. Volunteer activity forms, applying for jobs, music therapy internship applications;  Capability to add physician/patient/staff/volunteer/board login for secure information. Login would lead to a bulletin board with ability to download/fill out minimal forms if necessary; A modernized safe and secure interface that aids BBH in maintaining compliance with HIPPA laws.  Scalability to allow for future establishment of intranet site. 2.3 Web Hosting The present BBH website is currently hosted, and the vendor must conform to our host provider’s limitations.

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Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

2.4 Technology The website technology should utilize modern, industry standard programming language such as HTML5, PHP and JavaScript. Other programs can be used as needed. 2.5 Security The website’s security must meet the requirements stipulated by the web host provider. 2.6 Training The proposal should include comprehensive training for selected staff during the implementation phase of website set up. Additional training hours should be available at an agreed upon hourly rate set forth in proposal during first 12 months of the contract as needed. 2.7 Warranty Period All web software and equipment should be covered by a 36 month warranty, covering the functioning and security of the website. During construction, and up to 12 months after the completion of the website, BBH reserves the right to request technical support in adding content or making minor layout changes to the website. Proposal should include estimated number of hours that may be needed based on vendor’s previous experience and specify an hourly rate for any additional technical support services. 3. Proposal Evaluation Criteria & Selection Process 3.1 Evaluation Criteria  Technical & Design approach; uniqueness and quality of technology, server and design content. = 40%  Project management; detailed timeline of deliverables. = 25%  Prior experience and expertise; 35% The top three scoring vendors will be invited to make presentations to BBH staff. Cost will be evaluated, but will not be assigned a rating. The evaluation of cost will include a determination of cost reliability, completeness, and reasonableness.

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Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

3.2 Vendor Selection BBH will award one contract from this RFP to the vendor whose qualifying proposal offers the greatest overall price/value and projected return on investment. BBH may also (a) reject any or all proposals, (b) accept other than the lowest cost proposal, or (c) accept alternate proposals. 4. Provisions and Requirements for Proposal Preparation 4.1 RFP Provisions  All information provided by BBH in this RFP is offered in good faith. BBH makes no certification that any item is without error. BBH is not responsible or liable for any use of the information or for any claims asserted there from.  This RFP does not under any circumstances commit BBH to pay any costs incurred by the vendor in the submission of a proposal. This is the vendor’s responsibility.  All materials submitted in response to this RFP shall become the property of BBH upon delivery to BBH.  Additional documentation may be required prior to selection.  All information provided by Big Bend Hospice must be considered confidential. 4.2 Vendor Understanding of RFP In responding to this RFP, the vendor fully understands the RFP in its entirety and in details. BBH reserves the right to disqualify at its sole discretion any vendor who submits a proposal that is not responsive or that demonstrates less than such understanding. That right extends to cancellation of the contract, if a contract has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to BBH. . 4.3 Communication for RFP Process No official action may be conducted by verbal communication during the RFP process, unless formally confirmed in writing by the BBH point of contact in charge of managing this RFP process. In no case shall verbal communication govern over written communication. Verbal communication is only reserved for answering questions relative to the RFP.

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Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

4.4 Approval of RFP Terms and Conditions The submission of a vendor proposal, serves as acceptance of the terms and conditions of the BBH RFP. 5. Proposal Requirements 5.1 Letter of Intent Submission The RFP letter of intent expresses interest and commitment to submitting a proposal for the project. Any proposal submitted without receiving a letter of intent prior, will not be accepted. All letters of intent must be received by BBH, before the deadline date and time, 5:00pm EST, 8/29/14 5.2 Organization Overview 5.2.1 Organization Overview In order for a proposal to be considered, the vendor must submit an overview of the organization which must include the following:  Full legal name of the company;  Year the organization was established;  Contact information regarding the proposal to include the following: A. The individual(s) full name and title; B. Full physical office address; C. Telephone and fax number; and, D. Email address.  A list of the vendor’s key individuals including: A. The principal officer and deputy principal officer of the organization (e.g., executive director, deputy director, president, vice president); and, B. The program manager(s) for the proposed contract. 5.3 Detailed Website Analysis & Proposal The vendor must provide a website analysis of our current site, as well as a technical proposal of the website that will be constructed. The proposal must include details about the technology, software, server and design. 5.4 Detailed Budget & Budget Narrative The detailed budget must be submitted in Microsoft Excel format. The budget narrative must include information about how the amounts for each estimated cost were determined. 6|

Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

5.5 Total Price Summary Please provide a price summary, as well as a narrative describing how the price was calculated. The price summary must be submitted in Microsoft Excel format and show all formulas. The price summary, detailed budget, and all discussion of costs, including the budget notes, shall be organized consistent with the cost categories specified below. If there is no proposed cost in a particular category, include 0 for that category. If there is a need to add a category, please submit the narrative with the added category justifying the addition. Price Summary Direct Labor Salary & Wages Consultants Other Direct Costs Equipment & Supplies Subcontracts Training Costs Any other direct costs Indirect Costs Total Costs (direct labor + other direct costs + indirect costs Fee/Profit Total Price (Total Cost Plus Fee/Profit)

Amount

5.6 Client References Names, email addresses, phone numbers and contact people at three organizations who have been clients of the vendor during the last 18 months, whom BBH can call on as references. Vendors should provide references from projects similar in size, application, and scope and include a brief description of the implementation of the project. Information regarding any current litigation in which the vendor, or any of the entities in the collaboration, are involved, regardless of jurisdiction where the litigation resides.

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Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training

5.7 Proposal Submission All responses to this RFP must include the following:  An organization overview, providing a detailed description of the vendor’s company infrastructure;  A detailed technical proposal of what exactly will be provided to BBH, including a narrative to justify the choices proposed;  A detailed budget, budget narrative and detailed price proposal; and,  A list of at least (3) references, (references should preferably have websites similar to what is being requested by BBH.) All proposals must be received by BBH, before the deadline date and time, 5:00pm EST, 9/26/14.

Proposal & letters of intent can be delivered, emailed or faxed to: Attention: Brad Johnson Big Bend Hospice, Inc. Elaine Bartlet Center 1723 Mahan Center Blvd. Tallahassee, FL 32308 Phone: 850-878-5310 Fax: 850-309-1638 Email: [email protected] 6. RFP Process Schedule Time 10:00am 5:00pm 5:00pm 8:00am – 5:00pm

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Date August 18, 2014 August 29, 2014 September 26, 2014 October 2-3, 2014

8:00am – 5:00pm

October 8-9, 2014

TBD

October 10, 2014

Big Bend

Hospice (RFP) for

Website Design,

Time Table Date of Issuance Letter of Intent Due Date Proposal Due Date Estimated Date for Notification to Vendors on Proposal Status Presentations by Final Three Candidates Notification of Award

Implementation & Training

7. Points of Contact For questions regarding the RFP, please contact: Brad Johnson, Public Information Specialist Big Bend Hospice, Inc. 1723 Mahan Center Blvd. Tallahassee, FL 32308 850-878-5310, ext. 708 [email protected] Anne Beaver, Graphics Specialist Big Bend Hospice, Inc. 1723 Mahan Center Blvd. Tallahassee, FL 32308 850-878-5310, ext. 753 [email protected] Richard Posey, IT Manager Big Bend Hospice, Inc. 1723 Mahan Center Blvd. Tallahassee, FL 32308 850-878-5310, ext. 204 [email protected] Gini West, Director of Business Development Big Bend Hospice, Inc. 1723 Mahan Center Blvd. Tallahassee, FL 32308 850-878-5310, ext. 122 [email protected] Nigel Allen, Executive Director Big Bend Hospice Foundation 1723 Mahan Center Blvd. Tallahassee, FL 32308 850-701-1301 direct [email protected]

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Big Bend

Hospice (RFP) for

Website Design,

Implementation & Training