6581 RFP Website User Experience Audit

Agency:	Washtenaw Community College
State:	Michigan
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Aug 24, 2023
Due:	Sep 29, 2023
Publication URL:	To access bid details, please log in.

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WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC 326

RFP # 6581 Website User Experience Audit

RFP Due Date: September 29, 2023 at 2:00 p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 677-5231

FAX: (734)-677-5414

WASHTENAW COMMUNITY COLLEGE

Request for Proposal #6581

Website User Experience Audit

RFP Release Date: August 24, 2023

Proposal Due Date: September 29, 2023 at 2:00 p.m. EST

Submit proposals electronically via email to:

Lydia Scheets

Washtenaw Community College

pur@wccnet.edu

RFP # 6581 Website User Experience Audit

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC326

RFP # 6581 Website User Experience Audit

RFP Due Date: September 29, 2023, at 2:00 p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 677-5231

FAX: (734)-677-5414

1.0 Proposal Invitation

Washtenaw Community College (“College” and/or “WCC”) seeks proposals from qualified suppliers of

Website User Experience Audit Services. The College expects the awarded supplier to evaluate the

website user experience for WCC’s key stakeholder audiences and identify, recommend and prioritize

approaches to improve the user experience, including site accessibility, to best support the college’s

branding and enrollment goals. The selected supplier(s) will be able to provide all deliverables outlined in

the RFP.

Response to this RFP confirms an understanding that this is not a contract or offer of business by the

College. This request for proposal in no manner obligates the College to the eventual purchase of any

products or services described, implied, or which may be proposed, until confirmed by written agreement,

and may be terminated by the College without penalty or obligation at any time prior to the signing of an

agreement, contract, or purchase order. In submitting a proposal, Supplier agrees that all materials

associated with, attached to, or referenced by the submitted proposal will become the property of the

College and may be incorporated into a subsequent contractual agreement between the successful

Supplier and the College.

The College is not liable in any manner or to any extent for any cost or expense incurred by the Supplier

in the preparation, submission, presentation, or any other action connected with proposing or otherwise

responding to this RFP. Such exemption from liability applies whether such costs are incurred directly by

the Supplier or indirectly through the Supplier’s agents, employees, assigns, or others, whether related or

not to the Supplier.

The College reserves the right to reject any and all proposals and waive any irregularities. Proposals which

fail to comply fully with any provisions of this document may be considered invalid and may not receive

consideration. The College also reserves the right to negotiate terms and conditions of a contract with the

chosen Supplier. The College reserves the right to award a contract based on any combination of the

specifications described herein.

The awarded Supplier’s proposal response shall be subject to, and governed by the College’s Terms and

Conditions for services located at https://www.wccnet.edu/business/purchasing-terms-services.php as a

condition of award, and are hereby incorporated herein as a substantive part of the solicitation

documents. In the event there is any conflict or inconsistency between the Terms & Conditions

referenced in the RFP documents and those included in a Supplier’s Proposal response, Supplier’s quote,

or listed on the Supplier’s website, the Terms & Conditions of the RFP documents shall govern. Proposal

submissions must include all exceptions to the College’s terms and conditions of purchase. A purchase

order signed by an authorized agent of the College is required to constitute acceptance of Proposal offer

and offer terms and conditions of service. This RFP and any subsequently offered contracts will be

governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal,

State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and

are deemed incorporated herein.

As a public institution, the College is subject to the terms and conditions of the Freedom of Information

Act. As required by law, any information submitted in response to this request for proposal could become

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC326

RFP # 6581 Website User Experience Audit

RFP Due Date: September 29, 2023, at 2:00 p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 677-5231

FAX: (734)-677-5414

public information. Suppliers responding to this proposal are cautioned not to include any proprietary

information as part of their proposal unless such proprietary information is carefully identified in writing

as such and accepted by the College as proprietary. Any documents submitted may be reviewed and

evaluated by any person at the discretion of the College, including non-allied and independent Suppliers

retained by the College now or in the future.

Proposals must be comprehensive by including all services and costs necessary to meet the business and

technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a

detailed approach/methodology, Supplier and College staffing requirements, and any other assumptions

to achieve the goal of this RFP.

Award of a contract will be based on the best overall proposal. No work shall begin under the award of

this RFP until a valid purchase order is sent to the supplier from WCC’s purchasing department. Criteria

for award may include but is not limited to experience in conducting website audits by audience segment,

client references, thorough understanding of website technology/functionality, web analytics and GA4,

technical ability to assess user interface (UI) and user experience (UX) needs, ability to complete analysis

and recommendations in a timely, efficient, comprehensive manner, cost, ability to customize project to

meet client needs, proposals that include the specifications contained herein, deliverable timeline and

combination of offerings. The College reserves the right to request follow-up information such as

questions, presentations, and demos prior to contract award. Completion of website audit services with

the awarded supplier is expected not to exceed 8-9 weeks for assessment and recommendations. The

audit, with corresponding recommendations and presentation is to be delivered by December 1; suppliers

must note in their response if there are any exceptions to this timeline.

2.0 Planned RFP Schedule

RFP issued – 08/24/2023

Deadline to submit questions – 09/06/23 by 2 p.m. EST Questions shall be addressed to Lydia Scheets,

Purchasing Agent, at pur@wccnet.edu

College response to questions – 09/07/23 by 2 p.m. EST posted on the WCC Purchasing website

https://www.wccnet.edu/about/purchasing/bids-rfp.php

RFP due date – 09/29/2023 at 2 p.m. EST; final deliverables after award expected by 12/1/2023

3.0 Submission Directions

Submission - Proposals following the guidelines outlined in this document are due on or before

09/29/2023 at 2 p.m.

Proposals shall be submitted electronically to: pur@wccnet.edu

Attn: Lydia Scheets; RFP # 6581 – Website User Experience Audit

Submit one (1) signed electronic copy in a single PDF format. Faxed, hand delivered and mailed replies

are not acceptable and will be rejected. It is the responsibility of the vendor to ensure that proposals

are received at the location stated above on or before the due date and time. The college’s normal

office hours are 8:00 a.m. to 4:30 p.m. The vendor assumes all responsibility for delivery to the location

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC326

RFP # 6581 Website User Experience Audit

RFP Due Date: September 29, 2023, at 2:00 p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 677-5231

FAX: (734)-677-5414

given above regardless of the method of shipment and delivery used and the time received to the

specified location on campus.

4.0 Project Scope / Specifications

The primary goal of this project is to evaluate the user experience on WCC’s website for key stakeholder

audiences and to recommend and prioritize approaches to improve the user experience including site

accessibility, to best support the college’s branding and enrollment goals. WCC’s stakeholder audiences

include students (current and prospective), industry/employers, donors to WCC Foundation as well as the

community at large.

The scope of this RFP may include but is not limited to:

1. Initial client discovery meeting

2. The use of industry-standard practices and web analytics tools to evaluate user experience by

audience segment. WCC has tools if needed as part of this analysis which include: FullStory, SEM

Rush, SiteImprove.

3. Assessment of:

a. User flow analysis by audience segment

b. Search functionality

c. Site navigation architecture

d. SEO – keyword-content

e. ADA compliance

f. Website mobile responsiveness

g. Site design

h. Readability

4. Competitive analysis and best practice benchmarking

5. A final presentation report showing the supplier’s assessment of findings as well as identifying ways

to improve audience experience.

5.0 Pricing

• Provide pricing in a menu approach with estimated hours for each requirement noted above

and a summary of the total costs including any assumptions being made by the supplier.

• Pricing must include any discounts or special pricing opportunities that may be offered to the

College.

• Pricing must include all shipping charges, FOB destination to WCC Campus, when applicable.

WASHTENAW COMMUNITY COLLEGE

Purchasing Department – Room SC326

RFP # 6581 Website User Experience Audit

RFP Due Date: September 29, 2023, at 2:00 p.m. EST

4800 E. Huron River Drive

Ann Arbor, MI 48105-4800

PHONE: (734) 677-5231

FAX: (734)-677-5414

6.0 RFP Requirements - General

Proposals must include samples. The following requirements must also be met when responding to this RFP:

A. A comprehensive solution to achieve the objectives listed above.

B. A statement acknowledging the supplier’s understanding of the scope of this RFP.

C. Pricing must outline costs of products or services, rates by individual, travel expenses and any other

costs incurred as well as all supplier assumptions. Include license fees, maintenance fees, all

hardware, software, and training costs required to meet the primary objectives as stated in this

RFP. Clearly identify what licenses and hardware is WCC’s responsibility and what is included in

Supplier pricing. Washtenaw Community College holds a tax-exempt status and shall not be charged

any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when

required.

D. The supplier must warrant its products and services to the requirements and objectives in this RFP.

E. Proof of Insurance - shall be maintained and a copy shall be provided to the College. No changes are

permitted in the insurance coverage unless agreed to in writing by the College. Insurance shall be

maintained for the following coverages in the amounts stated below.

1. Commercial general liability insurance (occurrence form) with respect to the premises, including

contractual and products/completed operations coverages. The limits of liability are not to be

less than $1,000,000 combined single limit of bodily injury and property damage per occurrence

and $2,000,000 combined single limit of bodily injury and property damage annual aggregate.

2. Automobile liability insurance with limits not less than $1,000,000 combined single limit of

bodily injury and property damage per accident. Statutory workers’ compensation employer’s

liability.

3. Umbrella or excess liability with limits not less than $2,000,000 per occurrence and aggregate.

4. Professional liability insurance. Specify amounts carried.

F. Supplier Company Information

1. Background - Brief history and background of your company as well as the length of time you

have supplied services requested in this RFP.

2. Industry Recognition - What industry recognition has your company received?

3. Implementation -Please describe how you go about implementing services requested in the RFP.

4. References - The Supplier must provide 3 current customer references. References should

reflect organizations that have similar requirements, business goals, scope of work and contract

value. In addition, we would prefer at least one reference from the educational space.

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6581 RFP Website User Experience Audit

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