RFP #15-07 Questions Contract Addendum #

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Patrick Cunningham
8 years ago
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1 Question #1: We are approved vendors on the MassIT ITS52 contract (Categories B and C), but know that bids announced under that contract are limited only to those of us on the approved vendors list. Is the same true for the 801 CMR contract that this is listed under? Or is this project available for any qualified vendor to respond to? Answer #1: Any qualified vendor may respond to the RFP. Question #2: What is the web platform you are on now? Answer #2: We currently use the Ingeniux Web Content Management System for our two flagship websites, MassArt.edu and Inside MassArt (inside.massart.edu). Question #3: Do you have perspective on the future web platform? Do you anticipate implementing a CMS for the website only or if the technical requirements and gap analysis justify it would you consider a fully integrated enterprise marketing platform like Adobe, Sitecore, etc. (integrating things like CMS, CRM, , media management, analytics, etc.)? Answer #3: One of the goals of RFP is to assess technology platforms that meet the College s existing and emerging functional, academic and administrative requirements. Vendors are free to provide guidance on technology platforms which meet these needs. The College is under no obligation to act on any guidance provided by vendors. Question #4: If a firm/consultant bids on RFP #15-07, are they precluded from bidding on the actual web project? That is, a deliverable of RFP #15-07 is an RFP for a new website - can a firm/consultant who bids on on RFP #15-07 also bid on the resulting website RFP? Answer #4: Qualified vendors may bid on any RFP posted by the College, provided they meet the minimum requirements. In other words, vendors are not precluded from future RFPs if they bid on RFP #15-07, Page 1 of 1

Question #2: What is the web platform you are on now? Answer #2: We currently use the Ingeniux Web Content Management System for our two flagship websites, MassArt.edu and Inside MassArt (inside.

2 regardless of whether they are chosen as the vendor for RFP #15-07 or not, and provided they meet the requirements specified in any posted RFP. Question #5: Describe the Project Team (job titles only) -- please identify Project Lead Answer #5: Executive Director of Marketing and Communications (Project Lead) Director of Communications Web and Digital Media Producer Assistant Vice President Technology / Chief Information Officer Deputy Chief Information Officer Assistant Director for IT Projects and Operations Web Developer Question #6: Whom does vendor report to? Answer #6: Project Team. Question #7: How many stakeholders are there? Answer #7: Many. Vendors can review the website and the following specific URLs to get a rough estimate of how many departments and programs MassArt has. Question #8: How is the web site managed now (what department? what project team?)? Please provide an org chart Answer #8: Currently, the two flagship websites, MassArt.edu and Inside MassArt (inside.massart.edu) are managed jointly by the Marketing and Communications Department and the Technology Department. Page 2 of 2

and Digital Media Producer Assistant Vice President Technology / Chief Information Officer Deputy Chief Information Officer Assistant Director for IT Projects and Operations Web Developer Question

3 Question #9: When is the last time MassArt revised either of their web sites? Answer #9: In the information architecture was overhauled, a content management system was implemented for the first time, and the website was redesigned. Much of the top-level content was also rewritten. Question #10: The RFP references a myriad of other sites. How many sites? What audiences do they serve? Is there a governance model for the different sites? Answer #10: Vendors can get a rough idea from reviewing this link: This diagram is fairly up-to-date and also includes sites which are not externally focused (e.g., helpdesk.massart.edu is our internal ticketing system). The governance model varies considerably depending on the site. Question #11: On page 6 it reads: Massachusetts College of Art and Design will engage the services of a consultant or firm to conduct rapid research and analysis of the massart.edu website from February 20, 2015 to April 20, 2015, to assist the project team with the development of a Request for Proposal (RFP) and supporting documentation for a website re-implementation tentatively scheduled to launch in May but on page 11 it reads: The College anticipates commencing this project on March 3, 2015, and concluding it on May 3, The consultant/firm has flexibility in determining the length of the respective research and analysis phases, with the expectation that both phases will be fully completed within the timeframe. Answer #11: There was an error in the RFP regarding the intended start/end dates for the project. The correct information is that we intend to start work on this project on March 3, 2015, and wrap up by May 3, Page 3 of 3

Much of the top-level content was also rewritten. Question #10: The RFP references a myriad of other sites. How many sites? What audiences do they serve?

4 Question #12 Can MassArt provide bidding vendors access to the intranet in the next week so we can see functionality there? Answer #12: With the exception of a handful of password-protected webpages, for the most part inside.massart.edu is open to the public. Vendors may not have access to password-protected areas of the site during the bidding process. The vendor which wins the bid may request access to password-protected areas of the site, provided they present the project team with a compelling reason for obtaining access, and with the understanding that the request for access may not be granted at the discretion of the project team. Question #13: Can you provide a schema or site map of current web site? Answer #13: We don t currently have a sitemap for MassArt.edu or Inside MassArt. On MassArt.edu the content on the site is fairly narrow and shallow: there are 6 links in the primary navigation and the content is no more than 4 levels deep. In total there are about 640 webpages, about 150 of which are faculty biographies. On Inside MassArt, there are 5 links in the primary navigation, and the content is no more than 5 levels deep. A page count is not currently available as of this writing. Question #14: Can you provide a list of currently used third-party software (such as CMS, LMS, shopping cart, calendar etc.)? Answer #14: The Web Presence Diagram lists much of this information: LMS = Moodle Rooms, but it s not integrated with massart.edu or inside.massart.edu (m CMS = Ingeniux ( Calendar = Trumba For web forms, JotForm.com. For viewing print publications, Issuu.com. Our marketing software, Campaign Monitor, is not integrated into the website. Page 4 of 4

Vendors may not have access to password-protected areas of the site during the bidding process.

5 Question #15: What is policy and procedure for members of the MassArt community (i.e., professors, students) to create and /or link to their own satellite sites (for example, a video of a sculpture class) Answer #15: There is no consistent policy and procedure in place to create or link to their own satellite sites. Question #16: Are any of the sites content managed by CMS, and if so, which one(s)? Answer #16: Inside.massart.edu and massart.edu are managed by the Ingeniux Web CMS. Other sites vary: some use WordPress, some use a custom-built CMS. Question #17: Is the winner of Research and Analysis phase of the project eligible to bid on subsequent phases? Answer #17: See answer to Question #4 Question #18: Is a company that prepares, or helps to prepare, the RFP, eligible to respond to the RFP as a potential awardee under the RFP? (see p. 9, the RFP s content...may include...other required services or technologies ) Answer #18: See answer to Question #4; per MassArt s understanding of the question being asked. Question #19: If RFP (final deliverable) is not considered complete until executive sign offs have been gotten, how does that tie to payment? Page 5 of 5

Question #16: Are any of the sites content managed by CMS, and if so, which one(s)? Answer #16: Inside.massart.edu and massart.edu are managed by the Ingeniux Web CMS.

6 Answer #19: The engagement is not considered "completed" until executives have signed off on the RFP. So, final payment will not be provided until executives have signed off on the website RFP. Question #20: Is MassArt currently using analytics (Google or otherwise) for data tracking on the main site (or any of the sister / related sites)? Answer #20: Google Analytics is turned on and available for massart.edu and inside.massart.edu. Other sites may or may not have analytics or other data tracking software turned on. Question #21: In regards to obtaining the respondent sample for this project, will MassArt provide a sample for current and prospective students, faculty, staff and donors? Or will it be the responsibility of the vendor to obtain these samples? Answer #21: MassArt will provide samples of audiences to the vendor.. Question #22: Does MassArt have a ballpark budget within which this work should be completed? Answer #22: While the college is not setting a budget amount in this RFP, bidders should be cognizant of the fact that MassArt is a public institution of art and design. Therefore, the college must have a high-quality AND cost-effective solution. The successful bidder will have to demonstrate the ability to achieve both objectives. Question #23 Do we have the option to bid firm fixed price or time-and-materials? Or does MassArt have a preference? Answer #23: Per the RFP, A cost proposal, including the structure and basis of fees for the project and hourly rates for consulting for the specified scope of services. Break out cost estimates into the three component categories described above, and indicate timelines for each phase. Best value for total cost will be considered when evaluating proposals. All Page 6 of 6

Answer #20: Google Analytics is turned on and available for massart.edu and inside.massart.edu. Other sites may or may not have analytics or other data tracking software turned on.

7 travel and related costs must be included in the proposal. There will be no additional travel expenses allowed. Question #24: Should our technical proposal and cost proposal be presented separately or should they be combined? Answer #24: Combined. Question #25: The description of services mentions the potential for up to three additional two-month periods. Does MassArt envision those as no cost add-ons or is there the possibility of expanding the scope during those periods if warranted? Question #25: The additional periods are specified to ensure that the engagement can be extended in the event that research and analysis yields information, issues or opportunities that require additional research or analysis. The scope cannot be extended beyond what s defined in the RFP. If additional scope is required, a new RFP would need to be issued to address the new scope, unless it falls under the requirements of the existing RFP. Page 7 of 7

Question #25: The description of services mentions the potential for up to three additional two-month periods.

Website Redesign Final Addendum January 12, 2015

Website Redesign Final Addendum January 12, 2015 1) Page 6/15 mentions: Secure Access for Online ordering of services (i.e. AV, Electrical, Internet, etc ). Does this refer to payment processing as a part