Vermont Department of Tourism & Marketing Content Management System

1 Department of Buildings and General Services Agency of Administration Office of Purchasing & Contracting 133 State Street, 5th Floor | Montpelier VT 05633-8000 802-828-2211 phone |802-828-2222 fax http://bgs.vermont.gov/purchasing SEALED BID REQUEST FOR PROPOSAL Vermont Department of Tourism & Marketing Content Management System ISSUE DATE January 5, 2023 QUESTIONS DUE Thursday, January 12, 2023 @ 4:00 PM EST RFP RESPONSES DUE BY Monday, January 30, 2023 @ 4:00 PM EST PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED WITH THIS RFP WILL BE POSTED AT: http://www.bgs.state.vt.us/pca/bids/bids.php THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS,

RELEASES AND ADDENDUMS ASSOCIATED WITH THIS RFP. STATE CONTACT: Stephen Fazekas TELEPHONE: (802) 279-7075 E-MAIL: stephen.fazekas@vermont.gov FAX: (802) 828-2222 http://bgs.vermont.gov/purchasing http://www.bgs.state.vt.us/pca/bids/bids.php mailto:stephen.fazekas@vermont.gov Revised July 28, 2022 Page 2 of 15 1. OVERVIEW: 1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of Digital Services, on behalf of the Agency of Commerce and Community Development, (hereinafter the “State”) is seeking to establish contracts with one or more companies that can provide a hosted content management system that meets requirements outlined in this RFP and Bidder’s Response Form. 1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of five years with an option to renew for up to two additional twelve-month periods. The State anticipates the start date for such contract(s) will be February 13, 2023. 1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other individual from the State concerning this RFP is strictly prohibited and may result in disqualification. 1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held remotely at the date and time indicated on the front page of this RFP. 1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or wishing to comment on any requirement of the RFP must submit specific questions in writing no later than the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last day of the question period are thereafter waived. At the close of the question period a copy of all questions or comments and the State's responses will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as possible after the question period ends, contingent on the number and complexity of the questions. 1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be considered. 2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: 2.1. The State of Vermont is interested in obtaining bids to meet the following business need(s): A Content Management System (CMS) software and hosting services that supports 100,000-300,000 visits per month and meets the requirements outlined in the Bidder’s Response Form. ACCD will develop the next iteration of the VermontVacation.com website on this hosted CMS. Important Note: UX strategy, visual design front-end template development (HTML, CSS, JS flat files) will be provided by the State and the contracted design vendor, BVK. BVK is expected to lead implementation that meets the state’s process and functionality requirements, and transitioning content from the existing site into the new CMS will be the responsibility of the State. This proposal includes technical discovery, hosting and CMS configuration. Implementation of the flat file templates into the CMS, technical quality assurance, and launch. These tasks are assumed to be part of the scope, with the assumption that coordination and oversight will be provided by BVK. Also included in scope is ongoing technical maintenance of the host environment and content management system. 2.2. The State of Vermont seeks to achieve the following Business Value(s): Core to delivering on the Department's mission, the VermontVacation.com website is one of Vermont Department of Tourism and Marketing’s (VDTM) primary vehicles for promoting the tourism sector of Vermont, including lodging, dining, events, attractions, recreation, shopping, and more. The existing website utilizes a CMS that is no longer supported by the vendor, essentially making migration to a new CMS mandatory from a security and stability perspective. This is also a much-needed opportunity to extend the functionality/capabilities of the CMS and improve internal workflows associated with the publication and maintenance of content. 2.2.1. Customer Service Improvement: The new solution will provide functionality that http://www.bgs.state.vt.us/pca/bids/bids.php http://www.bgs.state.vt.us/pca/bids/bids.php Revised July 28, 2022 Page 3 of 15 • Improves internal workflows for developing, publishing and maintaining content. This would allow for improved internal team collaboration, faster time to content publication, and content that is better maintained over time. • Better visitor experience through improvements to website accessibility, more timely and current content, improved navigation and increased alignment with current design aesthetics and patterns. 2.2.2. Risk Reduction: The new solution will reduce security risk and improve application stability by leveraging a hosted CMS solution. The current website implementation utilizes a CMS that is end of life and is no longer supported. Migration to a hosted and supported CMS would enable VDTM to maintain the CMS with the latest security updates and to contract for support as needed. 2.3. Functional and Non-Functional Requirements 2.3.1. The State’s Functional and Non-Functional Requirements are provided in the attached State of Vermont Bidder Response Form (Exhibit C). 2.3.2. The Non-Functional Requirements include requirements for the following (please refer to the Bidder’s Response Form): 2.3.2.1. Hosting 2.3.2.2. Application Solution 2.3.2.3. Security 2.3.2.4. Data Compliance: Solutions must adhere to applicable State and Federal standards, policies, and laws. The Bidder Response Form includes a table of data types and their applicable State and Federal standards, policies, and laws. The boxes in the table that are checked are the ones that are applicable to this procurement 3. GENERAL REQUIREMENTS: 3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested by the State. 3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials and/or services required. 3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive bidding process with another state and/or cooperative are welcome to submit the pricing in response to this solicitation. 3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State withhold a percentage of the total amount payable for some or all deliverables, such retainage to be payable upon satisfactory completion and State acceptance in accordance with the terms and conditions of the contract. 3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond to a request for additional information or clarification could result in rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in submissions. The State also reserves the right to make purchases outside of the awarded contracts where it is deemed in the best interest of the State. 3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum Revised July 28, 2022 Page 4 of 15 qualification requirements and/or have not been eliminated from consideration during the evaluation process. 3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during presentations into the evaluation. Bidders will be responsible for all costs associated with providing the presentation. 3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following provisions and requirements. 3.3.1. Self-Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section in the attached Certificate of Compliance for purposes of self-reporting information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers. The State is requiring information on any violations that occurred in the previous 12 months. 3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that upon award of contract, and prior to contract execution, the State shall be provided with a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing supplies only and no labor to the overall contract or project. This list MUST be updated and provided to the State as additional subcontractors are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not required to be submitted with the bid response. 3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS: For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this RFP. After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean energy and address climate change as identified in the Certification, shall be given favorable consideration in the competitive bidding process. Such favorable consideration shall be consistent with and not supersede any preference given to resident bidders of the State and/or products raised or manufactured in the State, as explained in the Method of Award section. But such favorable consideration shall not be employed if prohibited by law or other relevant authority or agreement. 3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the State. All other considerations being equal, preference will be given first to resident bidders of the state and/or to products raised or manufactured in the state, and then to bidders who have practices that promote clean energy and address climate change, as identified in the applicable Certificate of Compliance. 3.5.1. Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology, qualifications and experience, ability to provide the services within the defined timeline, cost, and/or success in completing similar projects, as applicable, and to the extent specified below. Evaluation Criteria % Vendor Proposal/Solution and ability to meet the State’s Functional and Non- Functional requirements 50% Revised July 28, 2022 Page 5 of 15 Pricing – software (including licensing, maintenance, and warranty) 15% Pricing – Hosting Services (including maintenance, backups) 15% Pricing - Configuration services 15% Proposed Schedule 5% 3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State is not successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with another bidder, or to end the proposal process entirely. 3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of a response to this RFP and shall be responsible for all expenses associated with any presentations or demonstrations associated with this request and/or any proposals made. 3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to approval by the Agency of Digital Services. 3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual doing business in his/her own name) must be registered with the Vermont Secretary of State’s office https://sos.vermont.gov/corporations/registration/and must obtain a Contractor’s Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ . 3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed. 3.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such discounts must be in effect for a period of 30 days or more in order to be considered in making awards. 3.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused, unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State. 3.9. DEMONSTRATION: An in-person or webinar demonstration by the Bidder may be required by the State if it will help the State’s evaluation process. The State will factor information presented during demonstrations into the evaluation. Bidder will be responsible for all costs associated with the providing the demonstration. 3.10. INDEPENDENT REVIEW: Certain State information technology projects require independent expert review as described under 3 V.S.A. § 3303(d). Such review, if applicable, will inform the State’s decision to award any contract(s) resulting from this RFP 4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the minimum requirements for State evaluation. These requirements are not intended to limit the content of a Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to include only such information in their response as may be relevant to the requirements of this RFP. https://sos.vermont.gov/corporations/registration/ http://tax.vermont.gov/ Revised July 28, 2022 Page 6 of 15 4.1. The bid should include a Cover Letter and Technical Response and Price Schedule. 4.2. COVER LETTER: 4.2.1. Confidentiality. To the extent your bid contains information you consider to be proprietary and confidential, you must comply with the following requirements concerning the contents of your cover letter and the submission of a redacted copy of your bid (or affected portions thereof). 4.2.2. All responses to this RFP will become part of the contract file and will become a matter of public record under the State’s Public Records Act, 1 V.S.A. § 315 et seq. (the “Public Records Act”). If your response must include material that you consider to be proprietary and confidential under the Public Records Act, your cover letter must clearly identify each page or section of your response that you consider proprietary and confidential. Your cover letter must also include a written explanation for each marked section explaining why such material should be considered exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. § 317(c), including the prospective harm to the competitive position of the bidder if the identified material were to be released. Additionally, you must include a redacted copy of your response for portions that are considered proprietary and confidential. Redactions must be limited so that the reviewer may understand the nature of the information being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and figures. Under no circumstances may your entire response be marked confidential, and the State reserves the right to disqualify responses so marked. 4.2.3. Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions must be included in the cover letter to the RFP response. Failure to note exceptions when responding to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be in the best interests of the State. Note that exceptions to contract terms may cause rejection of the proposal. 4.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall: 4.3.1. Provide details concerning your form of business organization, company size and resources. 4.3.2. Describe your capabilities and particular experience relevant to the RFP requirements. 4.3.2.1. Identify all current or past State projects. 4.3.3. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will perform, and address the background and experience of the subcontractor(s), as per RFP section 4.3.2 above. 4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom you have transacted similar business in the last 12 months. You must include contact names who can talk knowledgeably about performance. 4.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to the Detailed Requirements of this RFP. 4.6. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the RFP. 4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for the proposal to be considered valid. 4.8. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be completed and submitted as part of the response for the proposal to be considered valid. The State of Vermont Bidder Response Form provides a standard format and content for bidder proposals. When required, this form will prompt Bidders to supply the information required in the above RFP sections 4.3 through 4.7. Note: In addition to completing the State of Vermont Bidder Response Form, Bidders are required to provide the specific attachments that are described within the Bidder Response Form. 5. SUBMISSION INSTRUCTIONS: Revised July 28, 2022 Page 7 of 15 5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this RFP. Late bids will not be considered. 5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a change is made, the State will inform all bidders by posting at the webpage indicated on the front page of this RFP. 5.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any and all bids received by the due date. This information will be posted as promptly as possible following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 . Bidders are hereby notified to review the information posted after the bid opening deadline to confirm receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation sheet, shall promptly notify the State Contact listed on the front page of this RFP. Should a bidder fail to notify the State Contact listed on the front page of this RFP within two weeks of posting the bid tabulation sheet, the State shall not be required to consider the bid. 5.2. STATE SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or delivering information to State of Vermont offices. All individuals visiting State offices must present a valid government issued photo ID when entering the facility. 5.2.1. State office buildings may be locked or otherwise closed to the public. If this RFP permits hand delivery of bids, delivery instructions will be posted at the entrance to the State facility. Any delay caused by State Security Procedures will be at the bidder’s own risk. 5.3. BID DELIVERY INSTRUCTIONS: 5.3.1. ELECTRONIC: Electronic bids will be accepted. 5.3.1.1. E-MAIL BIDS. Emailed bids will be accepted. Bids will be accepted via email submission to SOV.ThePathForward@vermont.gov. Bids must consist of a single email with a single, digitally searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to compress the PDF file containing its bid if necessary, in order to meet this size limitation. 5.3.1.2. FAX BIDS: Faxed bids will not be accepted. 5.3.1.3. PAPER BIDS: Paper bids will not be accepted. 6. BID SUBMISSION CHECKLIST:  Cover Letter  Redacted Technical Response, if applicable  State of Vermont Bidder Response Form and Attachments o Technical Response (included in Bidder Response Form) o References (included in Bidder Response Form) o Price Schedule (included in Bidder Response Form) o Certificate of Compliance (included in Bidder Response Form) 7. ATTACHMENTS: 7.1. Worker Classification Compliance Requirement; Subcontractor Reporting Form 7.2. State of Vermont Bidder Response Form https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 mailto:SOV.ThePathForward@vermont.gov Revised July 28, 2022 Page 8 of 15 7.3. Standard State Contract with its associated attachments, including but not limited to, Attachment C: Standard State Provisions for Contracts and Grants (December 15, 2017) 7.4. Attachment D System Implementation Revised July 28, 2022 Page 9 of 15 RFP/PROJECT: DATE: Page 1 of 3 CERTIFICATE OF COMPLIANCE For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction from bidding on future state contracts. Revised July 28, 2022 Page 10 of 15 RFP/PROJECT: DATE: Page 2 of 3 D. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 1. Bidder owns, leases or utilizes, for business purposes, space that has received:  Energy Star® Certification  LEED®, Green Globes®, or Living Buildings ChallengeSM Certification  Other internationally recognized building certification: ____________________________________________________________________________ 2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency Program in the last five years for energy efficient improvements made at bidder’s place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply:  Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party.  Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business.  Bidder’s heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants.  Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________  Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc..  Bidder offers employees an option for a fossil fuel divestment retirement account.  Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ 4. Please list any additional practices that promote clean energy and take action to address climate change: _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ Revised July 28, 2022 Page 11 of 15 RFP/PROJECT: DATE: Page 3 of 3 E. Executive Order 02 – 22: Solidarity with the Ukrainian People  By checking this box, Bidder certifies that none of the goods, products, or materials offered in response to this solicitation are Russian-sourced goods or produced by Russian entities. If Bidder is unable to check the box, it shall indicate in the table below which of the applicable offerings are Russian-sourced goods and/or which are produced by Russian entities. An additional column is provided for any note or comment that you may have. Provided Equipment or Product Note or Comment Bidder Name: Contact Name: Address: Fax Number: Telephone: E-Mail: By: Name: Signature of Bidder (or Representative) (Type or Print) END OF CERTIFICATE OF COMPLIANCE Revised July 28, 2022 Page 12 of 15 PRICE SCHEDULE A. Fixed Price Deliverables: Deliverable Description Fixed Price One Time Set Up $ Annual License $ Hosting $ Annual Support $ Total Project Cost $ Name of Bidder: Signature of Bidder: Date: Revised July 28, 2022 Page 13 of 15 RFP/PROJECT: DATE: SUBCONTRACTOR REPORTING FORM This form must be completed in its entirety and submitted prior to contract execution and updated as necessary and provided to the State as additional subcontractors are hired. The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements. Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor’s subcontractors and by whom those subcontractors are insured for workers’ compensation purposes. Include additional pages if necessary. This is not a requirement for subcontractor’s providing supplies only and no labor to the overall contract or project. Subcontractor Insured By Subcontractor’s Sub Insured By Date: Name of Company: Contact Name: Address: Title: Phone Number: E-mail: Fax Number: By: Name: Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract and/or forfeiture of future bidding privileges until resolved. Send Completed Form to: Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier, VT 05633-8000 Revised July 28, 2022 Page 14 of 15 State of Vermont Bidder Response Form See separate attachment. Revised July 28, 2022 Page 15 of 15 State of Vermont Standard Contract for Services and its associated Attachments See separate attachment. State of Vermont Bidder Response Form Request for Proposal Name: Vermont Department of Tourism & Marketing Content Management System Exhibit C State of Vermont Bidder Response Form Page | 2 State of Vermont Enterprise Project Management Office 07/28/2022 Vendor Instructions: Provide the information requested in this form and submit it to the State of Vermont as part of your Request for Proposal (RFP) response. All answers must be provided within the form unless otherwise specified. Important: This form must be completed and submitted in response to this RFP for your proposal to be considered valid. The submission must also include the eight (8) additional artifacts requested within this form (denoted by underlined green font). See the RFP for full instructions for submitting a bid. Bids must be received by the due date and at the location specified on the cover page of the RFP. Direct any questions you have concerning this form or the RFP to: Stephen Fazekas, Technology Procurement Administrator State of Vermont Office of Purchasing & Contracting 133 State Street, 5th Floor Montpelier VT 05633-8000 E-mail Address: SOV.ThePathForward@vermont.gov mailto:SOV.ThePathForward@vermont.gov State of Vermont Bidder Response Form Page | 3 State of Vermont Enterprise Project Management Office 07/28/2022 Part 1: VENDOR PROFILE 1. Complete the table below. Item Detail Company Name: [insert the name that you do business under] Physical Address: [if more than one office – put the address of your head office] Postal Address: [e.g. P.O Box address] Business Website: [url address] Type of Entity (Legal Status): [sole trader/partnership/limited liability company or specify other] Primary Contact: [name of the person responsible for communicating with the Buyer] Title: [job title or position] Email Address: [email] Phone Number: [landline] Fax Number: [fax] 2. Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients. Identify any parent corporation and/or subsidiaries. 3. Is your organization currently or has it previously provided solutions and/or services to any agency or entity of the Vermont State government? If so, name the State entity, the solution and/or services provided, and the dates. State of Vermont Bidder Response Form Page | 4 State of Vermont Enterprise Project Management Office 07/28/2022 4. Provide a Financial Statement* for your company and label it Attachment #1. A confidentiality statement may be included if this financial information is considered non-public information. This requirement can be filled by:  A current Dun and Bradstreet Report that includes a financial analysis of the firm;  An Annual Report if it contains (at a minimum) a Compiled Income Statement and Balance Sheet verified by a Certified Public Accounting firm; or  Tax returns and financial statements including income statements and balance sheets for the most recent 3 years, and any available credit reports. *Some types of procurements may require bidders to provide additional or specific financial information. Any such additional requirements will be clearly identified and explained within the RFP, and may include supplemental forms in addition to this Bidder Response Form. 5. Disclose any judgments, pending or expected litigation, or other real potential financial reversals, which might materially affect the viability or stability of your company or indicate below that no such condition is known to exist. 6. Provide a list of three references similar in size and industry (preferably another governmental entity). References shall be clients who have implemented your Solution within the past 48 months. Reference 1 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] State of Vermont Bidder Response Form Page | 5 State of Vermont Enterprise Project Management Office 07/28/2022 Reference 2 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] Reference 3 Detail Reference Company Name: [insert the name that you do business under] Company Address: [address] Type of Industry: [industry type: e.g., government, telecommunications, etc.] Contact Name: [if applicable] Contact Phone Number: [phone] Contact Email Address: [email] Description of system(s) implemented: [description] Date of Implementation: [date] State of Vermont Bidder Response Form Page | 6 State of Vermont Enterprise Project Management Office 07/28/2022 PART 2: VENDOR PROPOSAL/SOLUTION 1. Provide a description of the technology solution you are proposing. 2. Provide a description of the capabilities of the technology solution you are proposing. 3. If a proprietary software is being proposed, provide a description of the: A. Standard features and functions of the software: B. The software licensing requirements for the solution: C. The standard performance levels:  Hours of system availability:  System response time:  Maximum number of concurrent users:  Other relevant performance level information: 4. Give a brief description of the evolution of the system/software solution you are proposing. Include the date of the first installed site and major developments which have occurred (e.g. new versions, new modules, specific features). 5. List the total number of installations in the last 3 years by the year of installation. 6. Provide the total number of current users for the proposed system and indicate what version they are using. 7. Have you implemented the proposed solution for other government entities? If so, tell us who, when, and how that implementation went? 8. Provide a Road Map that outlines the company’s short term and long term goals for the proposed solution/software and label it Attachment #2. 9. Provide a PowerPoint (minimum of 1 slide and maximum of 10 slides) that provides an Executive level summary of your proposal to the State. Label it Attachment #3. 10. Does your proposed solution include any warranties? If so, describe them and provide the warranty periods. State of Vermont Bidder Response Form Page | 7 State of Vermont Enterprise Project Management Office 07/28/2022 11. Describe any infrastructure, equipment, network or hardware required to implement and/or run the solution. 12. What is your recommended way to host this solution? 13. Describe how your solution can be integrated to other applications and if you offer a standard-based interface to enable integrations. 14. Respond to the following questions about the solution being proposed: Vendor Response/Explanation Question Yes or No A. Does the solution use Service Oriented Architecture for integration? B. Does the solution use a Rules Engine for business rules? C. Does the solution use any Master Data Management? D. Does the solution use any Enterprise Content Management software? E. Does the solution use any Case Management software? F. Does the solution use any Business Intelligence software? G. Does the solution use any Database software? H. Does the solution use any Business Process Management software? I. Is this a browser-based solution and if so what browsers do you support? J. Does the solution include an API for integration? State of Vermont Bidder Response Form Page | 8 State of Vermont Enterprise Project Management Office 07/28/2022 PART 3: FUNCTIONAL REQUIREMENTS The table below lists the State’s Functional Requirements. Indicate the “Availability” for each requirement for your proposed solution. Use the “Vendor Comments” column to provide any additional information or explanations. A - Feature is available in the core (“out-of-the-box”) solution. D - Feature is currently under development (indicate anticipated date of availability in the Vendor comments column). C - Feature is not available in the core solution but can provided with customization. N - Feature is not available. State of Vermont Bidder Response Form Page | 9 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Functional Requirement Description Availability Vendor Comments 1 CMS 2 System must be able to support over 750 webpages and 2000 images and must be scalable in the future. 3 Mobile-Responsive CMS 4 Accessible CMS (WCAG 2.1 AA) and aligned with the “Site Accessibility” policy as published at: https://vermontvacation.com/site- accessibility including testing and providing documentation for accessibility 5 Solution is aligned with the most up to date best practices for accessibility in web design 6 Robust, accurate site search capability 7 Multiple content templates that accommodate: • Appropriate layouts for different content types • Campaign landing pages with more free-form layout 8 Design System-Flexible content page builder with re-usable components 9 Design System-Able to create compelling layouts by combining components, text, imagery, video, and additional web-based items such as forms, questionnaires, database presentation, galleries, etc. 10 Design System-Solution has a robust series of components, including for forms, buttons, lists/menus, and other calls to action, etc. State of Vermont Bidder Response Form Page | 10 State of Vermont Enterprise Project Management Office 07/28/2022 11 User Role Management - Solution uses role- based permissions to allow internal and external users to access different parts of the CMS. 12 User Role Management- System supports role- based user workflows for review, approval, and deployment of content. 13 Built in way to send feedback to writer 14 Different levels of user page design 15 Different levels of user page design– B34Controlled page design for basic users 16 Different levels of user page design– CSS editor for advanced users (using CSS hierarchy & media queries) 17 Robust media/image management – w/ tagging, categorization, search 18 System has image management tools for automatic resizing/compression (or image rejection if unsuitable), photo credits, overlays/transitions, alt attributes, title tags, documenting licensing details, folders and/or tagging for search, organization and/or aggregation 19 Form builder native to CMS or well-integrated third-party 20 MailChimp integration (or native email system) 21 Solution allows users to subscribe (via email or text) to site content updates 22 Ability to add a tracking pixel on the site Ideally: with method to set expiration date State of Vermont Bidder Response Form Page | 11 State of Vermont Enterprise Project Management Office 07/28/2022 23 System has automatic URL redirect capabilities and ability to assign/manage redirects 24 Ability to assign URL as canonical 25 Ability to manage a clear URL structure 26 System includes an XML sitemap and process to keep it current. State of Vermont Bidder Response Form Page | 12 State of Vermont Enterprise Project Management Office 07/28/2022 27 System provides access to site activity logs, revision history, and archiving. 28 System has scheduling capability, for publishing and/or deleting/redirecting pages (i.e. managing “page lifetime”). 29 Easy to use analytics dashboard (as well as GA integration) 30 System supports Back End reporting to augment what is available from external sources like Google Analytics 31 System has integrated search engine optimization (SEO) tools (e.g. automated meta title, meta description, alt tags - with ability to customize individually) 32 Solution has optimization tools such as A/B testing and analytics integration to capture user behavior insights. 33 Solution has native calendar/event functionality or can integrate with third party calendar/events functionality (explain what you can provide) 34 Solution supports multiple languages / multi- language site. 35 Solution supports the ability to integrate social media feeds 36 Solution has integrated blog functionality 37 Solution supports mailing list forms 38 Solution supports the integration of Google Maps and or other mapping service providers (including ESRI) and interactive map features. State of Vermont Bidder Response Form Page | 13 State of Vermont Enterprise Project Management Office 07/28/2022 39 System supports integration of external planning tools, (e.g. the travel directory and events calendar at plan.vermontvacation.com, which will continue to be third-party applications). 40 Solution has forms and/or data collection tools to allow public users to request information, sign up for events or campaigns, etc. 41 Maintenance and operations (M&O) plan must be in place to support defect fixes, new features or functionality as requested by VDTM after the initial implementation of the CMS. 42 Process in place to request fixes and support from the vendor including telephone and email support or other means to request support or report issues. 43 Solution allows for the entire export of content and data in an organized structure 44 Solution includes documentation (online and or PDF or other electronic format) on site editing. 45 Vendor is able to provide training on site editing and development, reporting, and other CMS functions 46 Broken link checker 47 Bynder Digital Asset Management integration State of Vermont Bidder Response Form Page | 14 State of Vermont Enterprise Project Management Office 07/28/2022 PART 4: NON- FUNCTIONAL REQUIREMENTS The tables below list the State’s Non-Functional Requirements. Indicate if your proposed solution complies in the “Comply” column. Yes = the solution complies with the stated requirement. No = the solution does not comply with the stated requirement. N/A = Not applicable to this offering. Describe how the requirement is met in the “Vendor Description of Compliance” column. 4.1 Hosting ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance H1 Any technical solution must be hosted in a data center. H2 Any hosting provider must provide for back-up and disaster recovery models and plans as needed for the solution. H3 Any hosting provider will abide by ITIL best practices for change requests, incident management, problem management and service desk. 4.2 Application Solution A1 Any solutions vendor must provide for the backup/recover, data retention and disaster recovery of a contracted/hosted application solution. A2 Any solutions vendor must provide for application management and design standard of all technology platforms and environments for the application solution (Development, Staging, Productions, DR, etc.) State of Vermont Bidder Response Form Page | 15 State of Vermont Enterprise Project Management Office 07/28/2022 ID # Non-Functional Requirement Description Comply Vendor’s Description of Compliance A3 Any solutions vendor must engage the State of Vermont using Service Level Agreements for system and application performance, incident reporting and maintenance. A4 The State owns any data they enter, migrate, or transmit into the solution and the vendor shall allow the State to pull or copy this data at any time free of charge. A5 As a contract deliverable, the vendor shall supply an up-to-date data dictionary that represents all data respective of the solution it will provide. The data dictionary must contain the following attributes: 1. The technology (RDBMS platform) that hosts the data source, i.e. Oracle, SQL Server, MySQL, DB2, etc. 2. The location where the data source is hosted 3. Thorough descriptions of each table in the data source 4. Thorough descriptions of each column within each table in the data source. In addition to business definitions, column descriptions must include the following detail: schema names; file group names (if applicable); data types; lengths; primary and foreign key constrains; applied formatting; applied calculations; applied aggregations; NULL-ability; default values. State of Vermont Bidder Response Form Page | 16 State of Vermont Enterprise Project Management Office 07/28/2022 A6 Scheduled maintenance/downtime plan A7 SSL / secure browsing / secure data storage A8 Plugin/extension management for CMS A9 Staging & Production instances with easy push functionality A10 Solution supports automated site backups at a minimum of twice a week. Daily is preferred. A11 System recovery less than 24 hours preferred A12 Support Monday-Friday, 8:00 am – 5:00 pm EST, weekend support in the event of critical downtime issues. A13 Disaster recovery plan A14 The state requires penetration and vulnerability testing on the new solution. The expectation is that the new solution will employ applicable strategies to ensure a secure environment. This may include web application firewalls. A14 Provide SLA for speed, security, recovery/backup, support State of Vermont Bidder Response Form Page | 17 State of Vermont Enterprise Project Management Office 07/28/2022 4.3 Security As a solution vendor, you must have documented and implemented security practices for the following and have a process to audit/monitor for adherence. Indicate “Yes” or “No” in the “Comply” column or “N/A” if the requirement is not applicable to this offering. Use the “Vendor Description of Applicable Security Processes” column to describe how you meet the requirement and the “Audit/Monitor” column to indicate how you monitor for compliance. ID # Non-Functional Requirement Description Comply Vendor’s Description of Applicable Security Processes Audit/Monitor Process S1 Input validation S2 Output encoding S3 Authentication and password management S4 Session management S5 Access control S6 Cryptographic practices S7 Error handling and logging S8 Data protection from unauthorized use, modification, disclosure or destruction (accidental or intentional). S9 Communication security S10 System configuration S11 Database security S12 File management S13 Memory management S14 Fraud detection S15 General coding practices S16 POA&M management S17 Risk Assessment Practices including but not limited to vulnerability assessment and pen testing S18 Incident response planning and testing S19 System Security Plan delivery State of Vermont Bidder Response Form Page | 18 State of Vermont Enterprise Project Management Office 07/28/2022 4.4 Other Non-Functional Requirements For each requirement listed, indicate if and how you comply or type “N/A” if it is not applicable to your offering. 4.5 Data Compliance Vendors and their solutions must adhere to applicable State and Federal standards, policies, and laws based on the type of data that will be stored, accessed, transmitted and/or controlled by the solution. If the “Type of Data” column is checked below, respond “Yes” or “No” in the “Comply” column and provide an explanation on how you comply in the “Vendor’s Description of Compliance” column. Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendor’s Description of Compliance ☒ Publicly available information  NIST 800-171 ☐ Confidential Personally Identifiable Information (PII)  State law on Notification of Security Breaches  State Law on Social Security Number Protection  State law on the Protection of Personal Information  National Institute of Standards & Technology: NIST SP 800-53 Revision 4 “Moderate” risk controls  Privacy Act of 1974, 5 U.S.C. 552a. ☐ Payment Card Information  Payment Card Industry Data Security Standard (PCI DSS) v 3.2 ☐ Federal Tax Information  Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies: IRS Pub 1075 ☐ Personal Health Information (PHI)  Health Insurance Portability and Accountability Act of 1996: HIPAA  The Health Information Technology for Economic and Clinical Health Act HITECH  Code of Federal Regulations 45 CFR 95.621 https://csrc.nist.gov/publications/detail/sp/800-171/rev-1/final http://legislature.vermont.gov/statutes/section/09/062/02435 http://legislature.vermont.gov/statutes/section/09/062/02440 https://legislature.vermont.gov/statutes/fullchapter/09/062 https://nvd.nist.gov/800-53 https://nvd.nist.gov/800-53 https://www.justice.gov/opcl/privacy-act-1974 https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.pcisecuritystandards.org/document_library?category=pcidss&document=pci_dss https://www.irs.gov/privacy-disclosure/safeguards-program https://www.hhs.gov/hipaa/for-professionals/privacy/index.html https://www.hhs.gov/hipaa/for-professionals/special-topics/hitech-act-enforcement-interim-final-rule/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 State of Vermont Bidder Response Form Page | 19 State of Vermont Enterprise Project Management Office 07/28/2022 Type of Data Applicable State & Federal Standards, Policies, and Laws Comply Vendor’s Description of Compliance ☐ Affordable Care Act Personally Identifiable Information (PII)  Internal Revenue Service Tax Information Security Guidelines for Federal, State and Local Agencies IRS Pub 1075  Minimum Acceptable Risk Standards for Exchanges MARS-E 2.0 (Scroll down the page) ☐ Medicaid Information  Medicaid Information Technology Architecture MITA3.0  Code of Federal Regulations 45 CFR 95.621 ☐ Prescription Information  State law on the Confidentiality of Prescription Information ☐ Student Education Data  Family Educational Rights and Privacy Act: FERPA ☐ Personal Information from Motor Vehicle Records  Driver’s Privacy Protection Act (Title XXX) (“DPPA”) 18 U.S.C. Chapter 123, §§ 2721 – 2725 ☐ Criminal Records  Criminal Justice Information Security Policy: CJIS 4.6 State of Vermont Cybersecurity Standard Update 2022-01 Vendor shall certify by checking the box below the Solution shall not include, incorporate, rely on, utilize or be supported by any products or services subject to the limitations provided under State of Vermont Cybersecurity Standard Update 2022-01, which Contractor acknowledges has been provided to it, and is available on-line at the following URL: https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives ☐ Contractor hereby certifies that in connection with the Request for Proposal, none of the applicable products or services will be included in or used to support State systems in a manner prohibited under the Standard. https://www.irs.gov/privacy-disclosure/safeguards-program https://www.irs.gov/privacy-disclosure/safeguards-program https://www.cms.gov/CCIIO/Resources/Regulations-and-Guidance/ https://www.medicaid.gov/medicaid/data-and-systems/mita/mita-30/index.html https://www.govinfo.gov/app/collection/cfr/2017/title45 http://legislature.vermont.gov/statutes/section/18/091/04631 http://legislature.vermont.gov/statutes/section/18/091/04631 http://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html https://www.congress.gov/bill/103rd-congress/house-bill/3355/text https://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center/view https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives State of Vermont Bidder Response Form Page | 20 State of Vermont Enterprise Project Management Office 07/28/2022 PART 5: IMPLEMENTATION/PROJECT MANAGEMENT APPROACH 1. Describe the approach you would recommend for project managing this engagement. 2. Provide a list of the standard project management deliverables that you would normally produce for this type of engagement. 3. Provide a proposed list of project phases, major milestones, and an implementation time-line. Label this Attachment #4. 4. What types of difficulties have other clients experienced with implementation of the proposed solution? 1. Describe the experience and qualifications of the Project Manager you would offer as the resource for this engagement. Provide a copy of their resume and label it Attachment #5. State of Vermont Bidder Response Form Page | 21 State of Vermont Enterprise Project Management Office 07/28/2022 PART 6: TECHNICAL SERVICES 1. Describe the technical services included in your proposal (e.g., business analysis, configuration, testing, implementation, etc.). 2. Provide a list of the standard deliverables for the technical services described above. 3. Provide a description of the roles/services/tasks the State will be expected to cover as part of this engagement. Describe any additional roles/services/tasks that are optional but would be beneficial for the State to provide. 4. Describe your approach to technical discovery, CMS configuration, and implementation of the flat file templates into the CMS. 5. Describe your approach to working with design vendors on CMS configuration and implementation of flat file templates into the CMS. 6. Describe and attach your typical Implementation Plan (label it Attachment #6), which shall include planning for the transition to maintenance and operations. 7. Describe the experience and qualifications of the technical resources proposed for this engagement. Provide their resume(s) and label them Attachment #7. 8. Describe the training that is included in your proposal. 9. Describe the system, administrator, and/or user documentation that is included in your proposal. State of Vermont Bidder Response Form Page | 22 State of Vermont Enterprise Project Management Office 07/28/2022 PART 7: MAINTENANCE AND SUPPORT SERVICES [Add, modify or delete information in this section to be specific to your RFP (including specifying any required service levels).] 1. Provide answers to the questions below regarding your company’s Maintenance and Support Services: Questions Vendor Response Service: Customer Phone &/or Email Support What is the method for contacting technical support? What are the hours of operation for support? What is the turnaround time for responses? What is the escalation process for support issues? Who comprises the support team and what are their qualifications? Define your response resolution metrics and how you capture and report them. Service: Incident/Security Breach Notification and Process Describe your identification and notification process for security breaches. Service: Data Management Describe how data is stored, retained and backed-up (including frequency). Service: Hosting Describe the hosting service and associated service levels. State of Vermont Bidder Response Form Page | 23 State of Vermont Enterprise Project Management Office 07/28/2022 Questions Vendor Response Service: Scheduled Maintenance/Downtime What is the frequency of scheduled maintenance and downtime? What is the notification process for scheduled maintenance and downtime? Describe how “maintenance” updates are tested with customers prior to installing them in their live environments. Service: System Upgrades Are software upgrades provided as part of the software support contract? Describe your software upgrade process. How often are new versions released? Is documentation and training provided for system upgrades? Are there additional costs for upgrades and/or new releases? Describe how and when the State will have an opportunity to test system upgrades/releases prior to live installation. Describe how the State will validate post installation and how changes will be backed out in the event that a problem is encountered. State of Vermont Bidder Response Form Page | 24 State of Vermont Enterprise Project Management Office 07/28/2022 Questions Vendor Response Service: Bug Fixes and Minor Enhancements Describe the frequency and process for providing, testing, and installing bug fixes and minor enhancements. Service: Disaster Recovery Describe the disaster recovery services included in this proposal for any non-state hosted services. What is your standard RPO and RTO? Describe the plan your company has in place for its own disaster recovery of any sites that may be involved in support of this proposal. 2. Describe any other services not mentioned in the above list that are included in your standard Service Level Agreement (SLA) and include a copy of your SLA with your response to this RFP. Label the SLA Attachment #8. 3. Describe how adherence to your service levels is measured and what remedies you would provide the State when performance doesn’t meet the standard? State of Vermont Bidder Response Form Page | 25 State of Vermont Enterprise Project Management Office 07/28/2022 PART 8: PRICING 1. Submit pricing for your proposed solution in the table below. Fill in only the lines that are applicable to your proposal. Insert lines for additional costs, but do not delete or rename any lines in the Table. Total each column and provide a total of all columns in the “Total Implementation, plus 5 Year Costs” box on the next page. Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Software Enterprise Application: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Maintenance &/or License Fee Add-Ons $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subscription cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage Limitations and/or Additional Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Database Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Middleware Tools: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Operating System Software: License Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Upgrade Costs for Later Years $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Support and Maintenance Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implementation Services Project Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Requirements $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Design (Architect Solution) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Development (Build, Configure or Aggregate)/Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 System Testing $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Defect Removal $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Implement/Deploy or Integrate $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Quality Management $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 State of Vermont Bidder Response Form Page | 26 State of Vermont Enterprise Project Management Office 07/28/2022 Cost Type One Time (Implementation) Year 1 Year 2 Year 3 Year 4 Year 5 Implementation Services Continued Training $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Telecom $0.00 Bandwidth $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hardware $0.00 Computing Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Storage and Backup Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Network Hardware $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Facilities/Data Center $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Hosting $0.00 Hosting Fees $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Base Costs $0.00 Total Implementation plus Five Year Costs $ 0.00 2. Describe any assumptions you have made in relation to the above cost and pricing information. 3. Provide pricing information for any volume discounts that are available based on the number of software licenses purchased or support years purchased. State of Vermont Bidder Response Form Page | 27 State of Vermont Enterprise Project Management Office 07/28/2022 4. Provide pricing for any Functional Requirements marked as “C” (feature is not available in the core solution but can be provided with customization). State of Vermont Bidder Response Form Page | 28 State of Vermont Enterprise Project Management Office 07/28/2022 PART 9: TERMS AND CONDITIONS In deciding which Respondent/s to shortlist the State will take into consideration each Respondent’s willingness to meet the State’s terms and conditions. Indicate any objections or concerns to our stated terms and conditions in the RFP or any of the exhibits, addendums or attachments including Attachment C. Add lines to the table below as needed. Important: Bidder will be bound to all terms and conditions stated in the State’s RFP, exhibits, attachments, and/or addendums except and then only to the extent specifically set forth in the table below, and only if and to the extent expressly agreed and incorporated in writing in a resulting contract. Note that exceptions to contract terms may cause rejection of the proposal. Clause Location Concern Proposed Verbiage [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] [indicate RFP, exhibit, attachment or addendum, section & page number] [briefly describe your concern about this clause] [describe your suggested alternative wording for the clause or your solution] State of Vermont Bidder Response Form Page | 29 State of Vermont Enterprise Project Management Office 07/28/2022 PART 10: CERTIFICATE OF COMPLIANCE/AUTHORIZED COMPANY SIGNATURE For a bid to be considered valid, this Part 10 must be completed in its entirety, executed by a duly authorized representative of the bidder, and submitted as part of the response to the proposal. A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion and that no prior information concerning these prices has been received from or given to a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of the Attorney General, bidder understands that this paragraph might be used as a basis for litigation. B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract attachments included with this RFP. C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements apply to Bidder when the amount of its bid exceeds $250,000.00. Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions, suspensions, and any other information related to past performance relative to coding and classification of workers, that occurred in the previous 12 months. Summary of Detailed Information Date of Notification Outcome Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers compensation insurance providers, and additional required or requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract and/or restriction from bidding on future state contracts. State of Vermont Bidder Response Form Page | 30 State of Vermont Enterprise Project Management Office 07/28/2022 D. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification Bidder certifies to the following (Bidder may attach any desired explanation or substantiation. Please also note that Bidder may be asked to provide documentation for any applicable claims): 1. Bidder owns, leases or utilizes, for business purposes, space that has received:  Energy Star® Certification  LEED®, Green Globes®, or Living Buildings ChallengeSM Certification  Other internationally recognized building certification: ____________________________________________________________________________ 2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency Program in the last five years for energy efficient improvements made at bidder’s place of business. Please explain: _____________________________________________________________________________ 3. Please Check all that apply:  Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder consumes renewable electricity through voluntary purchase or offset, provided no such claimed power can be double-claimed by another party.  Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of business.  Bidder’s heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having reduced emissions of particulate matter and other air pollutants.  Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to do this? _____________________  Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc..  Bidder offers employees an option for a fossil fuel divestment retirement account.  Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency and conservation. Please explain: ____________________________________________________________________________ ____________________________________________________________________________ State of Vermont Bidder Response Form Page | 31 State of Vermont Enterprise Project Management Office 07/28/2022 4. Please list any additional practices that promote clean energy and take action to address climate change: _____________________________________________________________________________ ____________________________________________________________________________ _____________________________________________________________________________ E. Executive Order 02 – 22: Solidarity with the Ukrainian People  By checking this box, Bidder certifies that none of the goods, products, or materials offered in response to this solicitation are Russian- sourced goods or produced by Russian entities. If Bidder is unable to check the box, it shall indicate in the table below which of the applicable offerings are Russian-sourced goods and/or which are produced by Russian entities. An additional column is provided for any note or comment that you may have. Provided Equipment or Product Note or Comment State of Vermont Bidder Response Form Page | 32 State of Vermont Enterprise Project Management Office 07/28/2022 I am authorized to submit a proposal to the State of Vermont in response to this RFP on behalf of my organization. The information provided as part of my organization’s response is a true and accurate representation of my organization’s ability to meet the State of Vermont’s business needs as expressed in this RFP. Signature: Full name: Title: Company: Date: STATE OF VERMONT Contract # ________ Page 1 of 31 Revision Date July 28, 2022 STANDARD CONTRACT FOR TECHNOLOGY SERVICES [USE OF THIS TEMPLATE: ALL HIGHLIGHTED LANGUAGE MAY BE DELETED OR MODIFIED, AS APPLICABLE] 1. Parties. This is a contract for services between the State of Vermont, _____________ (hereinafter called “State”), and _____________, with a principal place of business in _____________, (hereinafter called “Contractor”). Contractor’s form of business organization is _____________. It is Contractor’s responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required to have a Vermont Department of Taxes Business Account Number. 2. Subject Matter. The subject matter of this contract is services generally on the subject of _____________. Detailed services to be provided by Contractor are described in Attachment A. 3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees to pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to exceed $________.00. 4. Contract Term. The period of Contractor’s performance shall begin on _____________, 20__ and end on _____________, 20__. 5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have been obtained in accordance with current State law, bulletins, and interpretations. 6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract shall be effective unless reduced to writing, numbered and signed by the duly authorized representative of the State and Contractor. 7. Termination for Convenience. This contract may be terminated by the State at any time by giving written notice at least thirty (30) days in advance. In such event, Contractor shall be paid under the terms of this contract for all services provided to and accepted by the State prior to the effective date of termination. 8. Attachments. This contract consists of ___ pages including the following attachments which are incorporated herein: Attachment A – Statement of Work o Exhibit 1 – State Technical and Functional Requirements o Exhibit 2 – Preliminary Implementation Master Schedule o Exhibit 3 – State Third Party Software o Exhibit 4 – Contractor Software Attachment B – Payment Provisions Attachment C – “Standard State Provisions for Contracts and Grants” a preprinted form (revision date 12/15/2017) “State of Vermont – Federal Terms Supplement (non-construction)” Attachment D – Other Terms and Conditions for Information Technology Contracts Attachment __ – [OTHER DEPARTMENT ATTACHMENTS, AS APPLICABLE] Attachment __ – Contractor’s [License] Agreement STATE OF VERMONT Contract # ________ Page 2 of 31 Revision Date July 28, 2022 Attachment __ – [Maintenance and Support/Service Level Terms] 9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents comprising this contract shall be resolved according to the following order of precedence: 1) Standard Contract 2) Attachment D Other Terms and Conditions for Information Technology Contracts 3) Attachment C (Standard State Provisions for Contracts and Grants) 4) “State of Vermont – Federal Terms Supplement (non-construction)” 5) Attachment A with Exhibits 6) Attachment B 7) List other attachments as applicable WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT By the State of Vermont: By the Contractor: Date: Date: Signature: Signature: Name: Name: Title: Title: STATE OF VERMONT Contract # ________ Page 3 of 31 Revision Date July 28, 2022 ATTACHMENT A SPECIFICATIONS OF WORK TO BE PERFORMED 1. PURPOSE This Contract sets forth the terms and conditions under which Contractor agrees to provide to the State with a [web-based,] Contractor-supported _______________________ (the “Solution”). The Solution shall ________________________________. The Contractor shall provide [development and design services, project and operations management, support and maintenance, consulting, training, engineering and application development , monitoring, support, backup and recovery, change management, technology updates and upgrades and other professional services as described herein] (individually and collectively referred to herein as the “Services”), as necessary for the State’s productive use of the Solution as further set forth in this Contract. This Contract specifies the obligations of each party with additional provisions detailed in the attached Attachments and Exhibits. 2. EXISTING SYSTEMS. [DESCRIBE] 3. OBJECTIVE This Contract identifies the tasks required by each party to implement and support the Solution through the following major activities: [development of project management planning documentation; requirements collection and validation, Solution design, data migration, configuration, integration and testing; deployment and training; operations, support, and maintenance services], all as detailed herein. The project will be executed in phases as described herein. The successful outcome of the project is defined by the following: • completed in accordance with this Contract and applicable project management planning documentation; • Resolution of all material functional and operational deficiencies prior to deployment in the production environment; • completed within budget; • configured to meet all specified requirements and needs of the State; • the Solution meets and adheres to all requirements and timeframes set forth in service level terms set forth herein; • the Solution is fully documented, including but not limited to requirements specifications, architecture, design, configuration, operational environment and user manuals; and • trained State staff and stakeholders. 4. PERIOD OF INSTALLATION AND IMPLEMENTATION AND TRAINING The period of installation and implementation and training shall not exceed ________________________ months from the date of this Contract. Support and maintenance