Invitation to Bid for Provision of Web Services

Public Bid # 2025-001

Introduction

Van Buren CMH has issued this Public Bid to obtain Website development, intranet development, and social media services. This request is open to public bid.

VBCMH is a Community Mental Health Authority. Van Buren CMH operates under the authority of its own Board of Directors. The Van Buren CMH designated service area encompasses Van Buren County in the State of Michigan. Van Buren CMH contracts for service provision as needed and from time to time seeks service providers for various required services.

Van Buren CMH is seeking proposals from qualified entities for:  Web page and Intranet development along with a Social Meda presence.

We are seeking bids from companies or individuals that can provide the services outlined in the below specifications. Each bidder should submit a Bid Submission Form (attached) in accordance with the instructions contained herein. A submitted bid with requested documentation initiates the evaluation process.

Services

The work required by this request for bid consists of furnishing Website design containing the various subsections and services outlined below. VBCMH must retain the ability to update documents and content as services, funding, and requirements change. The website will contain a link to the staff intranet with content and links to VBCMH email and the Electronic Health Record.

Public Bid Calendar:

Please Note: The following dates are for planning purposes. They represent Van Buren CMH’s desired timeline for implementing this project.

ActivityTimeline
Issuance of Invitation to submit bidMarch 11, 2025
Vendor questions regarding the project (via e-mail):  due by close of business (5 PM)March 25, 2025
Posted answers to vendor’s questions:April 1, 2025  
Bid submissions due by close of business (5 PM):April 8, 2025
Review of bids will be completed by:April 22, 2025
Vendor selection:May 2, 2025
Website go live – no later thanSeptember 30, 2025

Questions or requests for additional information regarding this public bid must be received in writing (email) no later than 5:00PM EST on March 25, 2025. Please email them to:

Contact Name:  Shelley Cizio

Contact Title: Quality Development

Email:  scizio@vbcmh.com

Address:  801 Hazen Street, Suite C, Paw Paw, MI  49079

No phone calls will be accepted or returned regarding the public bid. If you should have problems submitting emails to the person indicated above, please call (269) 655-3309 for assistance.

VBCMH will compile a list of all questions received and issue a response to these questions in a document that will be published on the VBCMH Website. This will allow all bidders the same access to all information provided.

Scope of work:

  • Develop a user-friendly website promoting VBCMH as an organization. The website must have:
    • Content that is customer friendly and easily navigated.
    • A prominent “Start your journey to healing” navigation button.
    • Website will make use of stock photos.
    • Website will contain sections for: 
      • Services provided and descriptions.
      • Calendar of events for trainings and other community events
      • Customer Services section
      • Provider information section
      • Pop up when people open the site that can link to a survey or note agency closures.
      • The website needs to meet the MDHHS customer services standards for readability- a way to track the reading grade level of each web page.
      • A drop down that offers translation services of the web page.
      • Policy section
      • Links to “follow us” on social media.
      • CCBHC section
      • Mobile Crisis section
      • United Way Icon
      • CARF Icon
      • Be search engine optimized for ease of finding VBCMH.
  • A link for staff to the “intranet”
    • Links to Electronic Health Record login
    • Links to VBCMH email login
    • Trainings
    • Documents
  • The chosen Vendor will provide maintenance and software updates for this project.
  • VBCMH must retain the ability to update documents and content for the website and intranet.
    • Training documents and direct training for select individuals should be included in the bid.

Project must be completed and operational by September 30, 2025

  •  

Bid Submission

Section A:

This section of the provider response is designed to provide an overview of the provider. It should contain the following information:

Name (legal) of Business:

Address:

Telephone:                  

Cell Phone:

Fax number:

Billing/Payment Contact and Phone Number:                              

Name of person Authorized to sign contract:

Please attach:

  • A copy of your liability insurance form.
  • Provide three (3) businesses that Van Buren CMH can contact as a reference. These should be businesses to which you provide/have provided similar services.
  • A copy of a W-9 forms.

Section B:

This section is to provide information as to how you will meet the expectations of the requirements, and the costs associated with doing so.

Please submit a bid that outlines the following:

  • Overall costs
  • Includes a breakdown of costs associated with
    • Hosting of the website
    • Software being utilized for services.
    • Maintenance
    • Stock photos

Van Buren CMH Terms and conditions: 

Van Buren CMH reserves the right to:

  • Request additional information or clarification from vendors, to allow correction of errors or omissions, and to waive irregularities and/or formalities when so doing may serve the best long-term interests of the companies involved.
  • Reject any or all submissions and proceed in any other manner selected by Van Buren CMH.

The Request for proposal is not binding and VBCMH does not guarantee selection of a vendor.

  • To discontinue the public bid process at any time and for any reason including the quality of proposals submitted and changes in funding.
  • To amend this Public Bid, giving equal information and cooperation to all vendors, is also reserved.
  • Award the vendor that it believes, in its sole discretion, best meets the needs of the organization.

Responses to Requests for Information may be subject to the terms of the Freedom of Information Act and will be retained by Van Buren CMH. A vendor’s response to this public bid may become part of the final contract and/or contractual obligations. Failure to accept these obligations may result in cancellation of the selection, and the Vendor may be required to reimburse Van Buren CMH for damages incurred. All proposals become the property of Van Buren CMH upon submission.

Click here to access an official bid submission form

In compliance with the Paperwork Burden Reduction Act, former or current employees may request a copy of their 1095-C by submitting a written request to: humanresources@vbcmh.com or P.O. Box 249 Paw Paw MI, 49079, Attn: HR; or by calling 269-657-5574 and asking for Human Resources. We will provide you with a copy within 30 days of your request.

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Helping You

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FIRST STEPS TO A BETTER YOU

Van Buren Community Mental Health Authority was established to provide mental health services to adults with serious mental illness, children with severe emotional disturbance, adults and children with intellectual/developmental disabilities and adults and youth with substance use disorders.

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HOW OUR PROGRAMS CAN HELP YOU

We will strive to be the mental health agency of choice for all citizens of Van Buren County, characterized by trauma informed, accessible, acceptable, valued and effective services and will take a leadership role in achieving a healthy community, emphasizing wellness and prevention.

If you are interested in using the FREE myStrength online self-help resource, the access code is “SWMVanBuren” Click here to visit My Strength