SBU/New York Sea Grant Website Redesign

Overview: This Request for Proposal (RFP) is issued by Research Foundation for State University of New York for and on behalf of Stony Brook University (herein referred as "University") and New York Sea Grant (“NYSG”) to solicit proposals from qualified organizations to collaboratively develop a new user-centered website for the NYSG as herein described in accordance with this RFP 25/26-066RF and exhibits and attachment attached hereto and made part of this RFP. Background: The Research Foundation for The State University of New York (RF) is the largest comprehensive university-connected research foundation in the country. It provides essential administrative services that enable State University of New York (SUNY) faculty to focus their efforts on educating students and performing life-changing research across a wide range of disciplines including Artificial Intelligence, Clean Energy, Biotechnology, Longevity, Substance Addiction, Nextgen Quantum Computing, Environmental Health, and Resiliency. RF works with the academic and business leadership of SUNY campuses to facilitate research and discovery by administering sponsored projects and delivering intellectual property and technology transfer services that fuel innovation and move ideas and inventions to the marketplace. RF is a private non-profit education cor­poration that is tax-exempt under Internal Revenue Code (IRC) Section 501(c) (3). For more information on the Research Foundation visit our website: https://www.rfsuny.org/ Stony Brook University, part of the State University of New York system, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to almost 26,000 undergraduate, graduate, and doctoral students and more than 14,500 faculty and staff. Stony Brook University is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU). It consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. Stony Brook University offers more than 200 undergraduate programs, more than 100 master’s programs and more than 40 doctoral programs. Notable facts about Stony Brook University’s student population (Fall 2023): Total students– 25,865 Undergraduates – 17,549 Graduates - 8,316 Additional information about Stony Brook University and its students can be found at the following website: https://www.stonybrook.edu/ Background on New York Sea Grant NYSG is a university-based, Federal-State collaborative program of the State University of New York (SUNY), Cornell University, and the National Oceanic and Atmospheric Administration (NOAA). The program is administratively based at Stony Brook University (SBU) and the College of Agriculture and Life Sciences (CALS) (SUNY and Cornell respectively). Since 1971, NYSG has supported an integrated portfolio of science-based research, extension, outreach, and education programming that is informed by and serves all coastal communities throughout New York State and Indigenous Nations. (Note – the term coastal herein is inclusive of the Great Lakes, estuarine, and marine coastlines, waterbodies, and associated watersheds) NYSG’s Vision is: To empower people of New York, Indigenous Nations, and all guests and visitors to make informed decisions to enhance and sustain healthy coastal ecosystems, communities and economies. NYSG’s Mission is: “Bringing science to the shore” through high quality research, extension, and education that fosters informed collaboration between individuals, communities, businesses, and decision-makers to collectively conserve, utilize, and restore coastal resources to support sustainable and resilient environments, economies, and cultures. The State of New York (NY) hosts 2,625 miles of coastline including two Great Lakes (Lake Ontario and Lake Erie); the St. Lawrence and Niagara Rivers; the Hudson River - tidally influenced from New York City to Troy; the Atlantic Ocean; the Long Island Sound, and several other estuaries on Long Island. NY’s population is nearly 20 million, with 81% living in its coastal areas. Over 7.5 million people are employed along the coasts of NY, with cumulative income of approximately $566 billion, translating to nearly $1.4 trillion in gross domestic product (source: NOAA Office for Coastal Management, 2018). NYSG works with constituencies such as individuals, communities, governments, and academia across multiple topical areas, including coastal resilience, recreation and tourism, seafood, water quality, and environmental literacy and workforce development, among others. As such, NYSG’s program portfolio is large, dynamic, and varied, and its collaborators and constituents equally so. NYSG, in collaboration with multiple partners, strives to be innovative and responsive to the varied set of environmental, social, cultural, and economic needs of NY’s coastal communities. NYSG, as a neutral party, works closely with partners, constituents, and communities to navigate this landscape by providing clarifying guidance on science, legislation, regulations, and procedures; funding community and partner-driven university-based research that is extended to coastal constituents; and supporting the next generation of coastal stewards and decision-makers through teacher and student trainings and curriculums as well as undergraduate and graduate fellowship and research scholar opportunities. For more information, please see NYSG's Strategic Plan: https://www.seagrant.sunysb.edu/Images/Uploads/PDFs/StratPlan2024-27.pdf RFP Scope of Services: NYSG is looking for an entity who will design, develop, and build a new state of the art website that effectively reflects NYSG’s mission, values, and impact, including through leading an iterative process that is informed by the needs and requirements of NYSG staff, as well as of our partners and the coastal communities we serve. The end goal is to deliver a modern and responsive site that presents NYSG’s integrated research, extension, and education efforts to a wide range of NYSG audiences — e.g., residents, practitioners, municipalities, educators, students, researchers, policymakers — via an easy-to-navigate, intuitive interface and structure and serves as a searchable hub for resources, events, and opportunities. Key Events: RFP Opens 12/18/25 Bidder Questions Due Date and Time 1/15/26 5:00 PM EST Proposal Due Date and Time (any proposals received after the deadline will not be considered) 2/5/26 3:00 PM EST Presentation/Product Demonstration TBD Anticipated Notification of Award to Successful Bidder TBD Anticipated Contract start date TBD The University reserves the right, in its sole discretion, to modify the above schedule. Bidders will be notified via email of any changes in a timely manner. Proposal Submissions: The University will not be liable for any cost associated with the preparation, transmittal, or presentation of any proposals or materials submitted in response to this RFP All bids or proposals submitted in response to this solicitation become and remain the property of the University and should any doubt or difference of opinion arise between the University and the Bidder as to the items to be furnished or the interpretation of the provisions in the solicitation, the decision of the University shall be final and binding upon all parties. Acceptance of Bid Content: The contents of the Bid and the Bidder’s response to this Bid shall become contractual obligations if a contract ensues. Failure of the Bidder to accept these obligations may result in the rejection of the Bidder’s response. Any additional Bidder terms which are attached or referenced with a submission shall not be considered part of the bid or proposal but shall be deemed included for informational purposes only. Restricted Period: In accordance with the requirements of New York State Finance Law Sections 139j and 139k (“Lobbying Law”), the RESTRICTED PERIOD for this procurement is now in effect. Therefore, all communications regarding this procurement must be handled through University’s “Designated Contacts” ONLY. See Exhibit L for additional information. Please see below for the DESIGNATED CONTACT. Designated Contact: Margaret Remiszewski Sr. Contract Officer Email: contact@example.gov Bidders Questions: Questions regarding the electronic bidding process should be directed to the designated contact(s). All questions should be submitted on the Q&A Board citing the particular event section where applicable. Bidders should make efforts to ensure all questions are submitted no later than the date listed in the Key Events section as questions received after the closing date for questions may not be responded to. Only answers posted on the Q&A Board are official. Responses to inquiries that substantially change or clarify the event in a substantial manner will be posted as an addendum. Bidder identifying information will not be included in the response. It is the responsibility of the Bidder to inquire about any requirements of this event that are not understood. The University will not be bound by oral responses to inquiries or written responses other than addenda. Pre-Bid Conference: No Pre-Bid Conference will be held. Bid Opening: University reserves the right not to hold a public bid opening or at any time to postpone or cancel a scheduled bid opening. In the event a public bid opening is scheduled, Bidders will be notified. Cost Proposal Submission Instructions: Proposed prices should reflect all discounts including educational discounts. The price proposal grand total, as provided by the Bidder, must include total ownership of the proposed system solution and it is the final pricing the University will pay for the system under this RFP. Research Foundation is exempt from sales tax. All prices should be quoted without the sales tax. Price Hold: The submission of a proposal constitutes a binding offer to perform and provide the services said. Such binding offer shall be firm and not revocable for a period of 185 days after the deadline for proposal submission and will continue thereafter until the successful Bidder notifies the University otherwise, in writing. Such deadline may be further extended by mutual agreement. Method of Award: This RFP is part of a competitive procurement, and it is designed to provide all Bidders with a fair and even opportunity to have their products and services considered. The University will conduct a comprehensive review of each responsive bid submitted in accordance with the terms of this RFP. Proposals will be evaluated on the basis of the “best value”, by an evaluation committee comprised of Stony Brook University representatives, and shall be conducted in the following steps: Administrative Review: Each proposal received by the due date and time will be screened for completeness and conformance with requirements for proposal submission in accordance with this RFP. Mandatory Requirements (Pass/Fail): Each proposal remaining after Administrative Review will advance to a committee review of the Mandatory Requirements. Information provided in the proposal will be used to validate these requirements. If review determines that Bidder/Bidder proposal does not meet the Mandatory Requirements under this RFP, the proposal will be deemed inadequate and will not be considered further. Weighted Technical Capabilities including References: Each bid remaining after review of Bidder Mandatory Requirements will advance for independent evaluation and scoring by the technical evaluation committee. The University reserves the right to contact Bidders’ references to validate required experience. Cost Evaluation: The Cost Proposals of each remaining Bid after the technical evaluation will be independently evaluated and scored by the designated contract officer. First Selection Process: Proposals will be evaluated on the basis of “best value”, utilizing an evaluation methodology that considers the following factors: Technical Evaluation Criteria Points: Evaluation Criteria Points/Percent A. Mandatory Requirements Pass/Fail B. Weighted Technical Capabilities: (73%) a. Scope of Work and Deliverables 40% b. Qualifications and Client Examples 25% c. Accessibility Practices 8% C. Cost/Financial Proposal 15% Total for Technical and Cost 88% The technical criteria above will be evaluated and scored by the University on a scale of 1-5, with 5 being the highest, using the following proportion tool: 1 20% 2 40% 3 60% 4 80% 5 100% Presentation/Demonstration: Up to five (5) Bidders receiving the highest combined composite score (technical + cost) that are susceptible to award will be invited to make a presentation and discuss their proposal. The University will notify the Bidders and schedule the time and location. The presentation shall in no way change Bidders’ original proposals. The presentation will be evaluated and scored by a technical review evaluation committee. All costs associated with Bidders’ attendance will be borne by the Bidders. The presentation/demonstration has an established weight value that will be scored and proportioned back to the original total score. For consistency, the presenting Bidders will be asked to show the same scenario within their systems. Presentation Evaluation Criteria Points: D. Presentation (12%) a. Expand on your proposed timeline and process for working with NYSG staff throughout the design and development process? 2% b. Given the content and size of our current website, why is the Content Management System (CMS) you have proposed optimal for NYSG? 2% c. Describe your approach for creating the site architecture, site navigation, and page design that you are proposing for NYSG. 2% d. Describe your proposed Q&A and beta testing plans and how that feedback will be integrated into the website. 2% e. Describe your overall plan to implement the products and services you are proposing with minimal disruption to NYSG staff and end users, including how they will be maintained beyond the project period and how your proposed solutions align with our needs. 2% f. Demonstrate how the product or service is accessible to all users; in particular, please address access for persons with disabilities. Be sure to address all common types of visual, hearing, motor, and cognitive disabilities. 2% The criteria above will be evaluated and scored by the University on the same scale as Technical Evaluation Criteria – scale of 1-5. Final Selection: The Bidder earning the highest final composite score (Technical + Cost + Presentation) will be selected to contract with the University. Tentative award of the contract shall consist of written notice of the contract award to the successful Bidder, who shall thereupon be obligated to execute a formal contract. Finalist Review: In accordance with Section 163 (9) f of the New York State Finance Law, prior to making a contract award each contracting agency shall make a determination of responsibility of the proposed contractor as discussed under Vendor Responsibility. Research Foundation and the University will conduct a review of vendor responsibility for the Bidder earning the highest final composite score, and any proposed subcontractors. Research Foundation and the University will consider any information that raises issues concerning the vendor’s responsibility, with consideration given to its relevance to the scope of work. The review will include factors such as financial and organizational capacity, legal authority, integrity and previous contract performance. Contract Term: The resulting contract will be structured with an Initial Term covering the website setup and final launch, followed by Optional Renewals. Initial Term shall cover all the tasks required for the website redesign project and including planning, design, building, content migration, testing, launch, and prior and post launch training (not to exceed twelve (12) months period). Renewals: The contract is subject to four (4) - one (1) year optional renewals covering the required annual recurring services pending termination options provided for in the resulting contract. RFP Terms and Conditions: The terms and conditions of this RFP specification as well as the successful Bidder’s response shall become part of any agreement award and shall be incorporated into an agreement developed by the University. Failure of Bidder to accept these obligations shall result in the rejection of Bidder’s response. Termination of Contract: Failure of the Bidder to meet the requirements of the contract shall constitute default. In such an event, the University reserves the right to cancel the contract on written notice. By 30 days’ written notice, the agreement may be canceled for convenience. If the agreement is terminated, the University shall be liable only for payment in accordance with the payment provisions of the agreement for services rendered before the effective date of termination. Compliance with Laws: This RFP and the resulting contract shall be governed by the Laws of the State of New York. The successful Bidder is responsible for compliance with all applicable rules and regulations pertaining to cities, towns, counties and State where the services are provided, and all other laws applicable to the performance of the resulting contract. The successful Bidder shall provide all necessary safeguards for safety and protection as set forth by the United States Department of Labor, Occupational Safety and Health Administration. Rights in Work Product: Material or work produced under this RFP shall be considered “work for hire,” and owned exclusively by University. Bidder shall not claim or assert any interest, proprietary or otherwise, in any materials or work required to be produced or delivered under the resulting agreement. Bidder shall assign all rights, title, and interest to such materials and work to University. Bidder shall cooperate and take all necessary action to facilitate such assignment to University. Subcontracts/Subcontractors: In the event successful Bidder uses partners, subcontracts or subcontractors, the successful Bidder will remain responsible for compliance with all specifications and performance of all obligations under the contract resulting from this RFP. Responsibility: The University will not be held responsible for any service made without prior authorization by the University via purchase order number. Bidder shall perform only those services and/or provide only those materials as authorized by the University. The University shall not be held responsible for any additional costs other than for the services outlined herein or for any work performed or materials delivered which have not been properly authorized. Legislature Changes: In the event, any governmental restrictions are imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items and/or services offered in this proposal whatsoever, before their delivery or thereafter, it shall be the responsibility of the successful Bidder to immediately notify the University in writing of the specific regulation which requires alteration. Upon acceptance of such alteration by the University, it shall be the responsibility of the successful Bidder to give effect to such alterations in accordance with terms and conditions of the agreement entered into hereinafter. Any price adjustments occasioned due to any alterations shall be subject to the approval of the University. Payment Terms: Payments under the resulting contract award shall be made to the Bidder, upon receipt of goods/services and properly approved and completed invoice(s), NET30 days from a complete and valid invoice receipt. Partial payments may be made by tasks/partial tasks upon prior approval of both parties. Use of Name/Logo and Public Announcements: Bidders agree not to use the name/logo of the Research Foundation for State University of New York , Stony Brook University and NYSG, or to quote any employees of the Research Foundation/University, without obtaining prior written consent of the Research Foundation/University. Public announcements or news releases regarding this RFP or any subsequent award of a contract must not be made by any Bidder without the prior written approval of the University. Custom Clearance: If the product is being manufactured in another country and will require customs service, the cost of such service and any applicable importation fees shall be borne by the Bidder and incorporated in the price bid. RESEARCH FOUNDATION PURCHASE ORDER TERMS AND CONDITIONS: are attached and can be found at: RF SUNY PO Terms and Conditions Reserved Rights: University reserves the right to: a. Withdraw the RFP at any time, at University’s sole discretion. b. Reject any and all proposals received in response to this RFP, make a contract award in whole or in part. c. Make no contract award. d. Reject any or all portions of any proposal, to negotiate terms and conditions consistent with this RFP and to make an award for any or all remaining portions. e. Disqualify any Bidder whose conduct or proposal fails to conform to the requirements of the RFP. f. Prior to the bid opening, amend the RFP specifications to correct errors of oversights, or to supply additional information, as it becomes available. g. Adjust or correct cost or cost figures with the concurrence of the Bidder if mathematical or typographical errors exist. h. Waive requirements or amend this RFP upon notification to all Bidders. Mandatory requirements may be eliminated if unmet by all Bidders. i. Negotiate with Bidders responding to this RFP within the requirements necessary to serve the best interests of Research Foundation and Stony Brook University. j. Begin contract negotiations with another Bidder in order to serve the best interests of the University, should the University be unsuccessful in negotiating a contract with the successful Bidder within an acceptable time frame. k. Request clarifications from Bidders for purposes of assuring a full understanding of responsiveness, and further to permit revisions from all Bidders being considered for contract award, prior to award. l. Waive minor irregularities