RFP 29-2223 CONTENT MANAGEMENT SYSTEM

Agency: Chesapeake Public School
State: Virginia
Type of Government: State & Local
Category:
  • D - Automatic Data Processing and Telecommunication Services
Posted: Nov 23, 2022
Due: Jan 4, 2023
Solicitation No: RFP 29-2223
Publication URL: To access bid details, please log in.

RFP 29-2223 CONTENT MANAGEMENT SYSTEM

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Department of Purchasing
304 Cedar Road Chesapeake, VA 23322
Phone: (757) 547-0265 Fax: (757) 547-0279
November 23, 2022
To All Interested Parties:
Please find attached hereto our Request for Proposal (RFP) 29-2223 Content Management System. Please read carefully
the information contained herein. RFP responses are to be submitted electronically exclusively via DemandStar
eBidding (www.demandstar.com). RFP responses must be submitted to DemandStar no later than 4:00 P.M. EST on
January 4, 2023.
The District has the following requirements for submitting your response:
RFP responses are to be submitted electronically exclusively via DemandStar eBidding (www.demandstar.com).
RFP responses must be submitted to DemandStar no later than 4:00 P.M. EST on January 4, 2023.
Instructions for vendors to register with the DemandStar Network are available to download at:
https://cpschools.com/purchasing/current-bids/.
Instructions for submitting a RFP response electronically (eBidding) on DemandStar are available to download
at: https://cpschools.com/purchasing/current-bids/ .
Hard copies and responses submitted by e-mail, facsimile, and telephone will not be accepted.
One redacted copy must be submitted with your online response.
All requests for clarification or questions regarding this RFP should be sent via email to Liza.Grimshaw@cpschools.com
and must be received no later than seven (7) calendar days prior to the RFP due date. If necessary, an addendum will
be posted on DemandStar (www.demandstar.com ) as well as the Chesapeake Public Schools Purchasing Department
website (https://cpschools.com/purchasing/current-bids/ ).
Vendor is encouraged to check DemandStar or the District’s website daily up to 48 hours prior to proposal closing to
check and secure any addenda. Receipt of addenda must be acknowledged on the Letter of Transmittal.
If you have any questions you may contact Liza Grimshaw at via email at Liza.Grimshaw@cpschools.com.
Sincerely,
Liza M. Grimshaw, CPPB, VCO
Buyer
LETTER OF TRANSMITTAL
RFP 29-2223 Content Management System
**THIS FORM MUST BE SIGNED BELOW AND RETURNED IN THE PROPOSAL TO BE CONSIDERED A VALID OFFER***
ISSUE DATE: NOVEMBER 23, 2022
CLOSING DATE: JANUARY 4, 2023
CLOSING TIME: 4:00 P.M. EST
TITLE: Content Management System
RFP NUMBER: 29-2223
COMMODITY CODES: 915-96; 920-03
USING DEPARTMENT: COMMUNICATIONS
DIRECT INQUIRIES TO: Liza M. Grimshaw
Liza.Grimshaw@cpschools.com
Proposals will be received until 4:00 P.M., January 4, 2023 for furnishing services described herein. If necessary, an
addendum will be posted on DemandStar (www.demandstar.com) as well as on the Chesapeake Public Schools
Purchasing Department website (https://cpschools.com/purchasing/current-bids/)
IN COMPLIANCE WITH THIS REQUEST FOR PROPOSAL AND TO ALL THE CONDITIONS IMPOSED THEREIN AND HEREBY INCORPORATED BY
REFERENCE, THE UNDERSIGNED OFFERS, AND AGREES TO FURNISH SERVICES REQUESTED IN THE SOLICITATION. I HEREBY CERTIFY THAT THE
INFORMATION SUPPLIED HEREIN IS CORRECT AND THAT NEITHER THE VENDOR NOR ANY PERSON(S) CONNECTED WITH THE VENDOR AS A
PRINCIPAL OR OFFICER, TO MY KNOWLEDGE, IS NOT DEBARRED OR OTHERWISE DECLARED INELIGIBLE BY ANY AGENCY OF THE FEDERAL, STATE
AND/OR LOCAL GOVERNMENT, THE COMMONWEALTH OF VIRGINIA, OR ANY LOCALITY IN THE STATE OF VIRGINIA, FROM CONTRACTING TO
PROVIDE THE GOODS AND/OR SERVICES REQUESTED HEREIN, NOR IS IT AN AGENT OF ANY PERSON OR ENTITY THAT IS CURRENTLY SO DEBARRED.
THIS SECTION MUST BE COMPLETED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR FIRM.
Name and Address of Firm:
________________________________________________________ Date:
(Firm)
________________________________________________________ Name:
(Street Address)
(Please print)
________________________________________________________ Signature:
(City)
(Signature of person authorized to bind the Firm contractually)
_________________________________ _________________ Title:
(State)
(Zip Code)
Phone: ________________________________________________ Fax:
FEI #: __________________________________________________ DUNS #:
E-Mail Address:
Acknowledge receipt of Addendum #1 _____ #2 _____ #3 _____ #4 _____ #5 _____
(Initial above for each addendum received)
~ Vendors: Please complete and return this form with RFP response. ~
Vendor’s Authorization to Transact Business in the Commonwealth
To the extent the Contractor is organized as a stock or non-stock corporation, limited liability
company, business trust, or limited partnership or registered as a registered limited liability
partnership; such entity shall be authorized to transact business in the Commonwealth as a
domestic or foreign business entity by the State Corporation Commission. Any such business entity
shall not allow its existence to lapse or its certificate of authority or registration to transact business
in the Commonwealth to be revoked or cancelled at any time during the term of this contract. The
Owner may void any contract with a business entity if the business entity fails to remain in
compliance with the provisions of Virginia Code Section 2.2-4311.2.
Any bidder or offeror organized or authorized to transact business in the Commonwealth pursuant
to Title 13.1 or Title 50 shall include in its bid or proposal the identification number issued to it by
the State Corporation Commission. Any bidder or offeror that is not required to be authorized to
transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50
or as otherwise required by law shall include in its bid or proposal a statement describing why the
bidder or offeror is not required to be so authorized.
State Corporation Commission Identification Number:
or
Describe why the bidder or offeror is not required to be authorized by the State Corporation
Commission:
TABLE OF CONTENTS
Part 1: Project Background
1.1 Introduction......................................................................................................................................7
1.2 Background.......................................................................................................................................7
1.3 Guidelines ..................................................................................................................................... 7-8
Part 2: General Submittal Requirements
General Terms and Conditions
2.1 Anti-Discrimination.........................................................................................................................10
2.2 Ethics in Public Contracting ............................................................................................................10
2.3 Immigration Reform and Control Act of 1986................................................................................11
2.4 Certificate of Compliance ...............................................................................................................11
2.5 Debarment Status...........................................................................................................................11
2.6 Antitrust..........................................................................................................................................11
2.7 Required Format and Terms and Conditions .................................................................................11
2.8 Precedence of Terms......................................................................................................................11
2.9 Qualification of Vendors.................................................................................................................12
2.10 Assignment of Contract..................................................................................................................12
2.11 Default ............................................................................................................................................12
2.12 Changes to the Contract.................................................................................................................12
2.13 Terminations ............................................................................................................................ 12-13
2.14 Debarment and Prohibited Contracts ...................................................................................... 13-14
2.15 Taxes...............................................................................................................................................15
2.16 Insurance .................................................................................................................................. 15-16
2.17 Minority Business Enterprise Utilization ........................................................................................16
2.18 Drug-Free Workplace .....................................................................................................................16
2.19 Announcement of Award ...............................................................................................................16
2.20 Applicable Laws and Courts............................................................................................................16
2.21 Use of Brand Names.......................................................................................................................16
2.22 Testing and Inspection ...................................................................................................................16
2.23 Dispute Resolution .........................................................................................................................17
2.25 Payment..........................................................................................................................................17
Special Terms and Conditions
2.26 Issuing Agent .................................................................................................................................18
2.27 Submission Requirements .............................................................................................................18
2.28 Late Proposals................................................................................................................................18
2.29 Weather Closing ............................................................................................................................18
2.30 Proposal Costs ...............................................................................................................................18
2.31 Acceptance ....................................................................................................................................18
2.32 Tentative Procurement and Implementation Schedule................................................................18
2.33 Additional Information ............................................................................................................ 18-19
2.34 Advertising.....................................................................................................................................19
2.35 Hold Harmless Clause ....................................................................................................................19
2.36 Workmanship and Inspection ........................................................................................................19
2.37 Confidential Matters ......................................................................................................................19
2.38 Confidentiality of Personally Identifiable Information...................................................................20
2.39 Fund-Out Clause .............................................................................................................................19
2.40 Severability ....................................................................................................................................20
2.41 License Requirement......................................................................................................................20
2.42 Retention of Vendor Material ........................................................................................................20
2.43 Product Substitution ......................................................................................................................20
2.44 Ownership of Intellectual Property ................................................................................................20
2.45 Confidential Information................................................................................................................20
2.46 Warranty.........................................................................................................................................20
2.47 Cooperative Agreement .................................................................................................................20
2.48 Cancellation of Project/ Product ....................................................................................................20
2.49 Section 508 Compliance .................................................................................................................21
2.50 Non-Visual Access...........................................................................................................................21
2.51 Data Privacy....................................................................................................................................21
2.52 Prohibited Transaction ...................................................................................................................21
2.53 Non-Billable Services ......................................................................................................................21
2.54 Warranty, Maintenance, and Support ..................................................................................... 21-22
2.55 Additional Services .........................................................................................................................22
2.56 Changes in Technology...................................................................................................................22
Part 3: Special Provisions..................................................................................................................... 23-26
Part 4: Detailed Submittal Requirements ........................................................................................... 27-30
Part 5: Selection Process
5.1 Selection Process............................................................................................................................32
5.2 Award .............................................................................................................................................32
Part 6: Attachments
Attachment A .........................................................................................................Certificate of Compliance
Attachment B........................................ Certificate of Compliance With Immigration Laws and Regulations
Attachment C..............................................................................................Claim of Business Confidentiality
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