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Portland, OR - Request for proposals for Website Development for the Housing Authority

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HOUSING AUTHORITY OF PORTLAND
REQUEST FOR PROPOSAL - Website Development

RFP No. P31700A

PROPOSALS MUST BE RECEIVED NO LATER THAN: 2:00 p.m., March 29, 2000 Proposals received after this time will not be evaluated.

Information Contact: Jeff Baer, CPPO
Purchasing Manager
Phone: 503-735-4209
Fax: 503-735-4246
Email: jeffreyb@hapdx.org

Proposals can be mailed or hand-delivered to the Housing Authority of Portland, Attn: Purchasing Manager, 8910 N. Woolsey Avenue, Portland, OR 97203.

Please complete all areas of this page before returning your proposal. By signing this form, you verify having read this information and agree to provide the services proposed herein.

Proposer's Signature:______________________________________________
Proposer's Printed Name:___________________________________________
Date of Proposal:_________________________________________________
Company Name:__________________________________________________
Mailing Address:__________________________________________________
City:________________________ State:________ Zip:___________________
Telephone:___________________ Fax: _______________________________
Federal Tax No. or Social Security No.:________________________________

Failure to complete and submit this form may result in rejection of your proposal.

a. Administrative Background

HAP is a large Public Housing Agency (PHA). It owns over 3,000 units of Low Income Public Housing, administers 5,700 certificates or vouchers under the Section 8 program, and has developed and operates another 3,500 rental units, which are largely unsubsidized. Much of HAP's revenue is received through the US Department of Housing and Urban Development (HUD).

HAP is an independent, municipal corporation established in 1941 under the U. S. Housing Act of 1937 and ORS Chapter 456. HAP provides low-income housing assistance to residents of Multnomah County. HAP is governed by a 9-member Board of Commissioners appointed to staggered 5-year terms by the Mayor of Portland. Board members are responsible for setting policy, representing the community interest, and for hiring the Executive Director who directs the day-to-day operations of the organization.

HAP derives its authority from state law ORS 456 and has a contractual relationship with the U.S. Department of Housing and Urban Development (HUD) from which it receives funds to supplement program development and operation. HAP also has the authority to issue revenue bonds and is exempt from property tax.

The mission of the Housing Authority of Portland is to assure that people of the community are sheltered. HAP has a special responsibility to those who encounter barriers to housing because of income, disability, or special need. HAP will continue to promote, operate, and develop affordable housing that engenders stability, self-sufficiency, self-respect and pride in its residents and represents a long-term community asset. HAP will be a community leader to create public commitment, policy and funding to preserve and develop affordable housing.

To carry out its mission, HAP operates a number of housing programs, some of which are subsidized by HUD. HAP offers affordable housing for all qualified people who seek: rental assistance in private dwellings or in HAP-owned and managed programs. Through its Section 8 Program, HAP provides rent subsidies for over 5,000 households and affordable housing to 3,000 households through its Low Rent Public Housing Program.

In addition, through its local bonding and financing capacity, HAP is buying or building apartment complexes throughout the county, providing close to 3,000 units to low-income residents in its Affordable Housing section. HAP currently serves over 12,000 households and coordinates the housing services for over 25,000 people in Portland and Multnomah County.

Statement of Purpose

The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified contractors/designers to assist in the development, improvement and maintenance of the Housing Authority of Portland's site on the World Wide Web. Execution of this contract will involve graphic design, database, HTML and CGI programming and coordination with other department-managed computer resources.

Scope of Work

The contractor will be responsible for:

a. Consulting closely with the IT staff to continue development of web site solutions, which meets the organization's purposes for the project.
b. Coding all necessary documents and scripts to create a reliable HAP web site.
c. As required, creating original web site graphics and page layouts, including all text entry (or conversion of department-supplied text), original graphic design and scanning of HAP-provided images.

d. RFP's & Contracting opportunities on the Website
e. Press releases on the Website
f. Job Openings on the Website
g. Applying for Jobs online.

h. Maintaining the integrity of existing HTML documents and CGI or other scripts associated with HAP's website.
i. For any new content that will require frequent updating, establish a process to enable existing IT staff to regularly update text and images incorporated in the HAP site.
j. Establishing and maintaining an on-going objective site evaluation process

a. Designer/Contractor Minimum Qualifications

The Designer/Contractor submitting proposals on this project must show evidence of at least four (4) years' experience, have produced a minimum of ten (10) websites, and must have worked with at least three (3) clients similar in size to HAP. Designer/Contractor must have demonstrated expertise in art direction, writing, programming, systems administration, database design, and multimedia programming. Designer must be able to work closely with existing IT staff on a continuing basis.

1. Proposals will only be accepted from proposers who meet the following requirements:

a. Experience in planning, development and maintenance of websites that involve manually-coded HTML documents, and incorporation of graphics, text and CGI or other scripting languages.
b. Experience in creating a website designed to be updated by staff with little HTML experience.
c. Significant experience with FreeBSD, mySQL, PHP, HTML and JavaScript.

2. All proposals must contain the following information:

a. A concise description of how the proposer meets the qualifications listed under Section IV, Contractor Qualifications, sections 1 (a), 1 (b) and 1 (c).
b. A conceptual plan demonstrating how the proposer will fulfill items listed under Section III, Scope of Work above. Additional material may be requested by HAP before selecting a successful proposal.
c. Name and contact information for the key person assigned by the proposer to this project.
d. Resumes or background descriptions of all key personnel to be assigned to this project.
e. Information on work (similar to the current project) completed by proposer over the past four (4) years. A minimum of three (3) complete references must be submitted. Complete Attachment B.
f. Separate descriptions of hourly compensation required by proposer for each of these elements:

i. HTML programming.
ii. Graphic development and processing.
iii. JavaScript programming.
iv. CGI and database programming.
vi. Planning and administration.

g. A list of work to be subcontracted by the proposer to fulfill the items listed under III, Scope of Work. Information on subcontractor qualifications must also be included.
h. A summary of the approach the proposer will use to work with HAP staff to ensure project communications will be conducted efficiently and that project timelines will be met.

Deliverable Items/Performance Requirements

1. Period of Performance

The period of performance shall begin upon the date the contract is signed by all parties and extend for one (1) full year. The contract may be extended for one (1) additional year upon agreement by both parties. Hourly rates for work categorized in IV.2.f above may be renegotiated as part of the contract renewal process. Meetings between HAP and the contractor will be held as often as necessary to accomplish the required tasks and discuss problem areas. Either party may suggest a meeting.

2. Deliverable Items

All HTML documents, database programming, CGI or other scripts, design elements, graphics and supporting materials (including results of on-going site evaluations) associated with a complete web site.

3. Delivery Deadlines

Deadlines for delivery of all items listed above shall be negotiated with the contractor.

Criteria for Selection

Proposals will be evaluated by department staff on the likelihood of meeting HAP purposes as outline in this RFP. Proposals will be evaluated on evidence of understanding of the objectives and work involved, and on the demonstrated capability of the proposer to accomplish the work. The primary criteria and relative weight given to each category during the evaluation process will be:

1. Quality of proposal: 30%.

The proposer shall provide a conceptual outline of a process to meet department website purposes detailing all costs associated with site development and maintenance. Department staff may interview the top three proposers. If interviews are conducted, then the results of the interview will comprise a portion of the final score assigned to this criterion.

2. Experience: 40%.

The proposer shall detail previous work experience demonstrating proficiency in HTML 3.2, PHP3, and current versions of JavaScript, FreeBSD and mySQL. In addition, each proposer shall provide a minimum of three (3) references from the last four (4) years to demonstrate the skills necessary to complete projects similar in scope to the current proposed project.

3. Cost: 30%.

Each proposer shall include hourly compensation for work categories listed under IV.2.f above.

PROPOSAL PROCESS

Submittal Process

Respondents must submit one (1) original and three (3) complete copies of the proposal to: Attn: Purchasing Manager, Housing Authority of Portland, 8910 N. Woolsey Ave., Portland, OR, 97203, No later than 2:00 p.m., March 29, 2000. All proposals that are not received by the deadline will be considered late and will be returned to the proposer unopened.

Proposals shall be submitted at the time and place indicated in the Request for Proposal and shall be submitted in a sealed envelope appropriately marked with the Proposal title, RFP number, and the name and address of the Proposer. If the requested number of copies does not fit into an envelope, enclose all copies in a box, seal it and include the appropriate information on the top of the box.

COST OF PREPARATION OF RESPONSE

Costs incurred by any agency in the preparation of their response to this Request for Proposal are the responsibility of the responding agency and will not be reimbursed by the HAP.

CANCELLATION

HAP reserves the right to cancel award of the contract any time before execution of the contract by both parties if cancellation is deemed to be in HAP's best interest. In no event shall HAP have any liability for the cancellation of award. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal.

CLARIFICATION

Any proposer requiring clarification of the information or protesting any provision herein, must submit specific questions/protests or comments in writing to:

Jeff Baer, Purchasing Manager
Housing Authority of Portland
8910 N. Woolsey Ave.
Portland, OR, 97203
Phone (503) 735-4209 Fax (503) 735-4246
E-Mail: jeffreyb@hapdx.org

The deadline for submitting such questions is March 23, 2000. If in the Purchasing Manager's opinion, additional information or interpretation is necessary, such information will be supplied in the form of an Addenda that will be mailed to all individuals, firms, etc., having received this Request for Proposal from Purchasing and such Addenda shall have the same binding effect as though contained in the main body of the Request for Proposal. Oral instructions or information concerning the specifications of the project given out by HAP managers, employees, or agents to prospective proposers shall not bind HAP. All Addenda shall be issued by the Purchasing Manager not less than five (5) calendar days prior to the proposal deadline.

ASSIGNMENT

Neither the resultant contract nor any of the requirements, rights, or privileges demanded by it may be sold, assigned, contracted, or transferred by the Contractor without the express written consent of HAP.

PROPOSALS ARE PUBLIC RECORDS

All information submitted by Proposers shall be public record and subject to disclosure pursuant to the Oregon Public Records Act, except such portions of the proposals for which proposer requests exception from disclosure consistent with Oregon Law. All requests shall be in writing, noting specifically which portion of the proposal the Proposer requests exception from disclosure. Proposer shall not copyright, or cause to be copyrighted, any portion of any said document submitted to the HAP as a result of this Request for Proposal.

MWESB PARTICIPATION

HAP strongly encourages the participation of Minority, Women and Emerging Small Businesses in this and all HAP projects, programs and services.

APPEALS

Proposers may appeal only deviations from laws, rules, regulations, or procedures. Disagreement with the process, e.g., scoring by evaluators, is not appealable. The following procedure applies to applicants who wish to appeal a disqualification of proposal or award of contract:

1. Applicants shall submit appeal, in writing, to the Purchasing Manager. Appeals must be received by the Purchasing Manager no later than 4:00 p.m. on the fifth (5th) working day after the postmarked Notice of Award or disqualification.

Address appeal to:
APPEAL OF AWARD TO RFP No. P31700A
Attn.: Purchasing Manager
Housing Authority of Portland
8910 N. Woolsey Avenue
Portland, OR 97203

2. Appeal must specify the grounds for the appeal including the specific citation of law, rule, regulation, or procedure upon which the protest is based. The judgment used in scoring by individual evaluators is not grounds for appeal.

3. Appeals not filed within the time specified in paragraph 1., above, or which fail to cite the specific law, rule, regulation, or procedure upon which the appeal is based shall be dismissed.

REJECTION OF PROPOSALS

HAP reserves the right to reject any or all responses to this Request for Proposal.

NON-DISCRIMINATION IN EMPLOYMENT

The successful proposers attention is directed to the provisions of Oregon Revised Statutes, Chapter 659, prohibiting discrimination in employment.

OMB CIRCULAR A-133

"If contractor is determined by HAP to be a sub-recipient of federal funds passed through HAP, the contractor must submit an annual federal compliance audit in conformity with the OMB Circular A-133, which applies the Federal Single Audit Act of 1984, Public Law 98-502, to nonprofit organizations."

AMERICANS WITH DISABILITIES ACT

Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes.

RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

COLLUSION

A Proposer, submitting a Proposal hereby certifies that no officer, agent, or employee of HAP has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other Proposer; the Proposer is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

DISPUTES

In case of any doubt or differences of opinions as to the items or service to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of HAP shall be final and binding upon all parties.

CLARIFICATION OF RESPONSES

HAP or its agent reserves the right to obtain clarification of any point in a firm's proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of that firm's response or responses.

PUBLICITY

Any publicity giving reference to this project, whether in the form of press releases, brochures, photographic coverage, or verbal announcement, shall be only with the general or specific approval HAP.

NON-APPROPRIATION

The proposer agrees that if payment for the contract extends into HAP's next fiscal year, it is made subject to future appropriations HAP to fund its provisions, and may be canceled by HAP upon thirty (30) days written notice to contractor of any such failure.

AFFIRMATIVE ACTION PLAN

The successful proposer may be required to submit a copy of their Agencies Affirmative Action Plan, prior to contract execution, if the resulting contract is greater than $50,000 or if the Agency has 50 employees or more.

CONTRACT EXECUTION REQUIREMENTS

Contract

The selected firm will be expected to sign a HAP Professional Services Contract accompanied by a letter of agreement outlining the basic elements of the project as stated in this RFP and any other conditions mutually agreed upon by HAP and the contractor.

Insurance

The successful proposer will be required to procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by Contractor, its agents, representatives, or employees. There shall be no cancellation, material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s) without providing thirty (30) days' written notice from the Contractor or its Insurer(s) to HAP. Contractor shall commence no work under this agreement until all insurance requirements have been met. Evidence of insurance coverage(s) shall be provided as outlined in Exhibit A after notification of award. If any of the referenced insurance is due to expire before the completion of the work, Contractor will renew or replace such insurance coverage and provide HAP with a certificate of insurance coverage showing compliance with this provision prior to such expiration.

Indemnification

The contract will include the following indemnification language:

Contractor hereby releases and shall indemnify, defend, and hold harmless HAP, its subsidiaries, affiliates, officers, agents, employees, successors, assigns, and authorized representatives of all of the foregoing from and against all suits, actions, legal or administrative proceedings, claims, demands, damages, liabilities, interest, attorney fees, costs, and expenses of any kind or nature, whether arising before or after completion of the work hereunder, and in any manner directly or indirectly caused, occasioned, or contributed to in whole or in part, or claimed to be caused, occasioned, or contributed to in whole or in part, by reason of any act, omission, fault, or negligence of HAP, Contractor, Contractor's subcontractor, or of anyone acting under Contractor's direction or control or on Contractor's behalf in connection with or incidental to the performance of this contract. Contractor's aforesaid release, indemnity, and hold harmless obligations, or portions of applications thereof, shall apply even in the event of HAP's sole negligence or strict liability. HAP shall be indemnified and held harmless to the fullest extent permitted by law. If any portion of this indemnity clause is invalid or unenforceable, it shall be deemed excised and the remaining portions of the clause shall be given full force and effect.

The successful contractor will require all its subcontractors or anyone acting under its direction or control or on its behalf in connection with or incidental to the performance of this contract to execute an indemnity clause identical to the preceding clause, specifically naming HAP as indemnitee.

Attachment A

Draft description of HAP website content

These brief statements will guide the development of the content for the HAP web site. This is not a list of features that must be included in the web site. It is a guide to show the kind of content the site should strive to provide. Customer input will affect the direction of the web site development process.

The General Approach

The site should only offer as much detail as the visitor wants. Rather than pack lots of information into a few areas of the site, the initial web pages on the site will contain brief summaries of the content, with deeper, more detailed descriptions offered as the visitor explores the site.

Images will be used to communicate complex, rich content about specific aspects of HAP's properties. Priority will be given to organizational structures that allow images to be loaded as an option. Text will be written in a lively tone, and will be kept to a minimum without sacrificing clarity or content. While all images will have textual descriptions, images will play a crucial role in establishing the site's ambiance and navigational features. The usual rules governing political speech in a government agency publication will be followed.

New Content Categories

In addition to maintaining and expanding existing content, the HAP website will grow to provide customers, information on volunteer opportunities and other appropriate websites and information.

Properties: present online descriptions of HAP properties.

Search: allow site visitors to sort and find property descriptions by location and other characteristics.

Refine: examine static pages and make changes necessary to improve navigation and layout. Static pages cover HAP staff services, resources in print, links to related sites, and information about laws and regulations applicable to low-income housing.

Feature stories: feature-length stories with photos of volunteer projects and special volunteer profiles.

Personnel information.

HAP job announcements: standard job descriptions and information on how to apply.

Other.

Additional content areas will emerge as the contract progresses.

Attachment B

CONSULTANT EXPERIENCE FORM

(1)

Name of Proposer ______________________________
Company Served _______________________________
Address ___________________________________________________________________
Contact Name ____________________ Phone _______________ From _______ To ______
Services provided, etc.________________________________________________________
__________________________________________________________________________

(2)

(3)

Name of Proposer ______________________________
Company Served _______________________________
Address ____________________________________________________________________
Contact Name ____________________ Phone _______________ From _______ To _______
Services provided, etc._________________________________________________________
___________________________________________________________________________

Sample Only

HOUSING AUTHORITY OF PORTLAND REQUEST FOR PROPOSAL - Website Development

HOUSING AUTHORITY OF PORTLAND
REQUEST FOR PROPOSAL - Website Development