This is a Request for Proposal (RFP) from the West Virginia School of Osteopathic Medicine (WVSOM) for the redesign, implementation, hosting, and maintenance of a unified multisite web platform. The project aims to replace a legacy web environment with a modern, student recruitment-focused platform. Key requirements include a multisite CMS architecture, robust governance, a detailed discovery phase, content migration strategies, a design framework with custom pages and reusable templates, and a new intranet. Technical requirements emphasize SEO, AI discoverability, natural language site search, and WCAG 2. 1 AA accessibility compliance. The vendor must provide fully managed hosting with specific uptime SLAs and backup/recovery procedures. Ongoing managed services will include hosting, routine content updates, design changes, security patching, and CMS updates. The contract term is four years with three one-year renewal options. Vendors must have at least five years of experience and have completed at least three comparable website projects. Proposals must be submitted in two parts: technical and cost. The award will be based on a best-value procurement method, with technical evaluation accounting for 70% and cost for 30% of the total score. A mandatory pre-bid meeting will be held virtually on March 30, 2026. The deadline for submitting questions is April 10, 2026. Bids are due by May 1, 2026.
The bid opening date and time is Friday, May 1, 2026, at 10:00 a. m. ET. The project timeline indicates a total duration of 12 months, from June 2026 to June 2027, with specific phase target dates provided in the RFP.
The bid notice states that payments for goods/services will be made in arrears only upon receipt of a proper invoice, detailing the goods/services provided or receipt of the goods/services, whichever is later. Payments for software maintenance, licenses, or subscriptions may be paid annually in advance. Vendors must accept payment by electronic funds transfer and P-card.
The vendor expressly warrants that the goods and/or services covered by this contract will conform to the specifications, drawings, samples, or other description furnished or specified by the agency, be merchantable and fit for the purpose intended, and be free from defect in material and workmanship.
This procurement method requires award to the highest scoring vendor, rather than the lowest cost vendor, based upon a technical evaluation of the vendors technical proposal and a cost evaluation. This process is commonly referred to as a best value procurement.
Vendors must have a minimum of five years of experience providing website design, development, and/or hosting services. They must also demonstrate successful completion of at least three comparable website projects within the past five years, experience implementing and supporting a CMS, experience providing website hosting and infrastructure services, experience delivering WCAG 2. 1 AA accessible websites, provide a proposed staffing plan, and provide references for prior comparable engagements.
The bid notice mentions that repeated SLA breaches within a rolling 90-day period will trigger service credits applied to the next invoice according to a schedule proposed by the vendor and accepted by WVSOM. Repeated nonconformance during the managed services term may trigger service credits or termination for cause.
A mandatory pre-bid meeting will be held virtually on Monday, March 30, 2026, at 1:30 p. m. ET. Vendors must email ***@***. *. * to register by Friday, March 27, 2026.
Vendors may submit questions relating to this solicitation in writing on or before April 10, 2026, at 4:30 p. m. ET. A written response will be published in a solicitation addendum if a response is possible and appropriate.
