RFP Website Design, Development, and Hosting Vendor Questions

Transcription

1 RFP Website Design, Development, and Hosting Vendor Questions 1. Can you please provide me the scale to which proposals will be evaluated on? No 2. Do you operate with a silence period after proposals are submitted? If so, when does this timeframe end? We will be speaking with vendors after proposals are opened on August 10, What key factors are important to you that may not be clearly outlined in your proposal? Key factors are in the RFP. 4. Beyond the RFP, what are your overall goals with the website project? We will discuss goals beyond those outlined in RFP w/potential vendors. 5. Are you open to receiving additional information within the proposal as to suggested functionality that may be outside of your current scope outlined in the RFP? An example would be for the support of Newsletters. Yes, but listed as optional. 6. What is your greatest anticipated challenge for completing this project with a high level of success? Retaining the volume of information available on the current site. How will success be measured? By meeting the objectives outlined in the RFP. 7. Will an employee Intranet be part of the project? No, the current intranet will be maintained going forward. 8. How many staff will need to be trained to use the new content management system and should this be performed on-site? I saw that there will be about 30 users. Approximately 30 users will need to be trained. A combination of on-site and remote training is acceptable. 9. What is the optimal targeted budget range for the project? We will need to know a not to exceed amount in order to respond accordingly due to the scope of this project. We cannot exceed $50k. 10. Is the Village open to pre-project consulting to ensure that it achieves its vision for this project? If a vendor feels pre-project consulting is warranted, they should suggest it in their proposal. 11. Are there any other domains that will need to be part of the project that are not listed in the RFP? Not at this time, though we cannot rule it out in the future Would a graphical portal page be of interest for this page in particular? Or, should this become a part of any work completed for Economic Development. We d like to know how unique, different or special this should be. Yes. 13. How do you envision the page above being used, and by who? Primarily by prospective businesses and potential visitors.important functionality for businesses: Overview of Gurnee (i.e. Gurnee s Got It brochure; Demographic Data; Informational assistance on opening a new business in Gurnee (OneStop Online Permitting and New Business Handbook; Inventory of available commercial and industrial spaces plus Zoning Map and property info/interactive mapping; Points of Interest Map. Functionality for Visitors: Points of Interest Map; Links to local venues.

2 14. Would you like businesses to update their info themselves? No. 15. Will an SSL certificate need to be provided for ecommerce? The Village will obtain any SSL certificate and the vendor will be required to use the supplied certificate. 16. Will LDAP need to be included in the proposal cost? This will help with Intranet access. Outline available LDAP options. 17. When is the desired go-live for the new website? Go live in calendar year 2016; funding for project ends after April 30, 2015 (the end of the fiscal year. 18. How many pages of content reside within the current website and associated URLs for the project? We currently have at least 10,000 nodes.(?) 19. Are you able to provide a list of any third party providers that the vendor will need to iframe into the new website? We anticipate multiple third party providers which will change over time. 20. Has a mobile app been discussed as an item of interest to be included along with a fully responsive design? We would like to see a responsive design that reduces or eliminates the need for a mobile app. 21. Do you have PDF or Word files of your online HTML agendas and minutes? Some but not all. If so, can these be provided during content migration? Yes. How many years should be migrated? All of them. 22. Should our CivicHR platform be proposed as included or optional in our pricing? No 23. Should our DDoS security package be proposed as included or optional in our pricing? Vendors will be evaluated based on their ability to defend against DDos attacks. 24. Please respond to the situational question. If the Village had 500 pages of content, what percent would the Village expect the vendor to complete as part of the included content migration? We d like to know if the Village is planning to migrate any content or if this should all fall upon the successful vendor. Our preference is for the vendor to migrate the content, but we are willing to discuss. 25. Will utilizing a multi-year pricing option be of interest? We are not interested in financing the work conducted under the RFP. 26. Other than a new design, are there any other functional items on the current website that are causes of concern? Functional items are outlined in the RFP. 27. Is there a specific requirement to change the CMS? No. Can the current CMS system be simply re-branded in order to save costs to developer working content? Current CMS system would need to be brought up to current supported versions. 28. Will Gurnee be transitioning any parts of the website or should the chosen developer do all data transfer from the old site to the new one? We are interested in the developer doing data transfer; we will consider other options if required to fit budget constraints. 29. Does the Directory/Points Of Interest section need to be re-created or can it be re-used? ( It can be integrated A: Can we have some examples of enhanced searches? Auto-completed search criteria; suggests user search queries : What are the specific requirements of the CRM module? Is a queue of user submissions enough? CRM module would need to include tracking responses to inquiries : What is included to properly track an applicant? Open to vendor suggestions : What types of things will be paid for? Parking Tickets, water bills, business licenses.

3 34. 21: How will this interactive mapping feature be used and how will be integrated into the new site? Refer to current site interactive mapping features : Do you have an example of one of these workflows and the resulting page? The page guides users based on responses to previous questions : Do you have an example of what you expect this to look like? No 37. Is there a preferred technology platform? (.NET, PHP, etc.) No 38. Is there a CMS preference? (SharePoint, Drupal, WordPress, Joomla etc.) Village staff has previous experience using the Drupal CMS system. 39. Can the work be performed off-site with some onsite meetings? Yes 40. Is the current website integrated with any other third party applications? Mailchimp, Twitter, ArcGIS 41. Are you open to any other 3rd party integration recommended by the selected vendor? Yes, third party integrations highly desirable. 42. Any site examples that you intend the website that is to be developed to look like? No 43. What features from the current website would you like to retain? We would like to retain all the features of the current website. 44. Also, what are the issues that you think is with the current website or that which is constantly complained about by the site visitors? Refer to RFP doc. 45. Are there any additional features that you feel is absolutely imperative for the new website, apart from the ones mentioned in the RFP? Refer to RFP doc. 46. Any surveys that you have undertaken to understand customer preferences in terms of the current website's usability? If so, can you share it? We have not done surveys with our external users. 47. In the current website, what are the features that site visitors use the most? Water Bill Payment, Police, Employment, Fire, Press Releases 48. Presuming that most of the contents in the existing site would be reused, do you anticipate that new contents would be added before the site is being launched If yes, how many? Yes, unknown. 49. Would you want the front end design to be structured from scratch or would you be open to use predefined customizable themes that are available in the market? We would like a solution that best fits our needs. 50. For updating contents via the CMS backend, are there any role based workflows that you envision? I.e. Do you have a desired workflow for content publication with roles like content creators, content approvers etc. Would you like to have an approval chain set up? Yes 51. We understand that the current website is powered by Drupal Would you be open to migrate to any other WCMS? Or would you prefer to retain in the same Drupal CMS with latest version upgrade (Drupal 7)? We would like the vendor to suggest the CMS that best fits our needs. 52. Will we be provided with read only access to the current environment hosting the website? Yes, for the selected vendor. 53. Would you be open to share GA (Google Analytics) reports with us in order to analyze traffic flow and trends? Yes, for the selected vendor. 54. Is there a Style or branding guide available based on which the site needs to be designed? No 55. Do you have any responsive framework in mind to use? Any recommendations needed? No 56. Would you prefer training to be onsite or remote? A combination is acceptable. 57. Approximately how many users would need to be trained? Do you have any budget constraints? $50K

4 59. In the proposal questionnaire section, we see both mandatory and nonmandatory features as questions. Would you need cost proposal for all the feasible features or only for mandatory features? We are interested in costs for both feasible and mandatory 60. Do you just want the sub-site ( to be migrated to selected CMS as sub-site/multi-site or do you want any feature enhancements specific to that sub-site? Unclear what is being asked. 61. We see the current sub-site ( is a responsive website; would you like to re-use the same responsive templates or open to go for new creative design? Open to new design 62. Prior to submitting any further questions, I want to confirm that we are qualified to participate. The RFP states that the Village intends to select a vendor with a proven record of accomplishment in the planning, development, implementation, support and hosting of government websites. Our agency is currently developing a website with a robust CMS for our first government client, the Illinois State Treasurer s Office, and it will be completed in November, In addition, we have completed websites for several private-sector clients. Does this experience qualify us to participate, or do we need to be able to demonstrate at least 1 municipal website that is fully completed? The lack of one demonstrable fully completed municipal website would be viewed unfavorably. 63. Who built the current website and were they invited to respond to this RFP? The current was built in-house. 64. On page 6 of the RFP you mention that one of the goals of the redevelopment is to increase the efficiency and effectiveness of how information is transmitted by integrating third-party application to the website. Which third party services or feeds will you need integrated into the website? We anticipate multiple 3 rd party providers which will change over time. 65. How many editors currently contribute to the website? Approximately Do you currently have a CRM system? Yes, Drupal. Does your current website have CRM features? Yes, features provided by Drupal. 67. What features would you like the human resource area of the site to have? Open to vendor suggestions. 68. Do you have a glossary of terms you would like the pop-up definitions to work from? No 69. We would like to integrate as a many Internet and Social media communication applications as possible. Can you give us any idea on the budget range for this project so we can get the proper discounts to fit your budget? Total $50K 70. How many pages and documents are on the websites today? Approximately 10K 71. Would you like the vendor to migrate all the content into the new one? Yes, if possible given the budget constraints. 72. How many non-technical content editors do you want to allow to edit the new website? Drupal Modules: Can you send a list of the Drupal modules currently in use? Yes. See list below. 404 Blocks 6.x-1.3 Autoload 6.x-2.1 Automatic Nodetitles 6.x-1.2 CKEditor - WYSIWYG HTML editor 6.x-1.15 Content Templates (Contemplate) 6.x-1.2 CustomError 6.x-1.4

5 DHTML Menu 6.x-3.5 Event 6.x-2.x-dev (2015-Feb-27) External Links 6.x-1.17 FeedBurner 6.x-1.0-beta4 Frequently Asked Questions 6.x-1.13 GMap Module 6.x-2.0-beta5 Download Release notes, Includes: GMap, GMap Location IMCE 6.x-2.7 IMCE Mkdir 6.x-1.2 jquery plugins 6.x-1.10 Includes: jquery plugins jquery Update 6.x-1.1 Download Release notes Location 6.x-3.3 Download Release notes; Includes: Location, Location CCK, Location Fax, Location Phone, Location Search, Location Taxonomy, Node Locations Nice Menus 6.x-2.1 OAuth 6.x-3.0-beta5 Password policy 6.x-1.10 Security update: 6.x-1.11 (2015-Mar-31) Download Release notes; Includes: Password change tab, Password policy PHPIDS 6.x-2.x-dev (2013-Oct-01) Rotor Banner 6.x-2.8 Secure Password Hashes 6.x-2.1 Security Kit 6.x-1.7 Statistics Advanced 6.x-1.5 SWF Tools 6.x-2.5 Download Release notes, Includes: 1 Pixel Out, FlowPlayer 3, SWF Tools Taxonomy Super Select (TSS) 6.x-1.4 Timeline 6.x-2.1 Twitter 6.x-5.1 Upgrade Status 6.x-1.1 Upgrade status Upload element 6.x-1.2 Up to dateok Views Custom Field 6.x-1.0 Views Or 6.x-1.0-alpha1