AUSTIN PEAY STATE UNIVERSITY RFQ Web Content Management System Questions & Answers

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1 1) I was curious if APSU s CMS RFP was strictly for moving off of Drupal? The university is intending to move away from an open source system. 2) How is the current website(s) hosted? Are you seeking to change the hosting environment? The current website is currently hosted locally. The university is seeking to change the hosting environment. 3) How many authorized users do you anticipate will need access to the CMS? While the university does not have an exact number of authorized users, they are projecting it to be several hundred. 4) What are the current file format(s) for the sites that require content migration? We do not have any current files. Some php will require migration. 5) Can you provide more details on the scope of the website redesign? The university is looking for a complete structural redesign. 6) Can you provide more details on the requirements of the website redesign? Need clarification for this question. 7) What is the primary goal for the website redesign? The primary goal for the website redesign is for the website to be more responsive, update, and modern design for more marketing focus. 8) Is changing the information architecture included in the scope of the redesign?, changing the information architecture is included in the scope of the redesign. 9) Are you seeking to create a new branding strategy?, the university is seeking to create a new design, not branding. 10) Do you want legacy sites content incorporated into the new design?, the legacy sites content will be incorporated into the new design.

2 11) What are the details of the decision making process for the website redesign? The university is using a team approach for the redesign. 12) Who are the key stakeholders for the website redesign? We do not release this information during the bid process. 13) Will there be a redesign committee that will guide the process and work with the design firm?, the university does have a redesign committee the will guide the process and work with the design firm. 14) Will usability and concept testing processes be required?, university wants usability and concept testing processes. 15) Can you provide project budget information at this time? We do not release this information during the bid process. 16) Is there a separate budget for CMS and website design? We do no release this information during the bid process. 17) What are APSU s top priorities for the upcoming year? APSU s top priorities for the upcoming year are not relevant to this process. 18) Whether companies from outside USA apply for this (From India or Canada)? The university has decided that we do not want to subcontract outside the United States. 19) Whether we need to come over there for meetings?, the successful proposer will need to attend meetings at the university. 20) Can we perform the tasks (related to RFP) outside USA (from India or Canada)? The university has decided that we do not want to subcontract outside the United States.

3 21) Can we submit our proposals via ? AUSTIN PEAY STATE UNIVERSITY, the proposal must be submitted via mail. We must have one (1) original signature and eleven (11) copiers per spec Each Proposer must submit one (1) original, one (1) electronic (cd or flash drive), and eleven (11) copies of the Technical Proposal to the Institution in a sealed package that is clearly marked. 22) Under Attachment 6.5, Section A Mandatory requirements items: A.5 provide either: (a) an official document or letter from an accredited credit bureau, verified and dated within the last three (3) months and indicating a positive credit rating for the Proposer (NOTE: A credit bureau report number without the full report is insufficient and will not be considered responsive.); OR (b) a Dun & Bradstreet credit evaluator Plus Report, verified and dated within the last three (3) months and indicating a positive credit rating for the Proposer. If the company is not subscribed to any of the above reports is it mandate to provide or is there any work around for the above? These are mandatory items that are required to submit a proposal. Without the mandatory items, your RFP would be considered non-responsive and rejected. 23) Is a performance bond required? Will this disqualify us from the RFP evaluation or award? Performance bond is only required from the company that is awarded. Without the performance bond, your RFP would be considered non-responsive and rejected if you were the successful proposer. 24) Is there a set budget or a not-to-exceed amount? We do not release this information during the bid process. 25) Is there a preference for local vendors versus out-of-state vendors? 26) Can the work be performed off-site with some onsite meetings? 27) Is there an MBE or WBE preference?

4 28) Is there a preference for internal versus cloud hosting? Does the university have a hosting provider preference? We prefer cloud hosting 29) Does the University have a CMS preference? 30) What is the expected launch date (go-live date)? Is there a set start date to begin the project? July 1, ) How many people are expected to need training on the new CMS? Clear training for approximately 25 persons. Information for online training. 32) Will the vendor be required to perform content migration from the old website to the new? How many page will need to be migrated? How many documents will need to be migrated?, migration is expected. We are currently on Drupal, which is all database driven. There are no pages to migrate. 33) How many content contributors do you expect to be trained on the CMS? Approximately ) Do you need website hosting as well or do the hosting questions solely pertain to the CMS? Pertain to CMS. 35) We do not provide web design, but have a number of partners who specialize in web design for higher education. May we focus our proposal on the CMS portion only? Would you prefer that we work with a partner for the web design portion? Up to the bidders 36) Similar to the above question: A lot of accessibility of a website has to do with design. However, we do not provide design services. How should we address that? Submit a bid with a proposed design.

5 37) Can you elaborate on the following: C.20 Provide a narrative that illustrates how the Proposer s system will provide the ability for a third-party source? This refers to the Attachment 6.4 Project Narrative Section 2: Option 2 Hosted by third-party source. If hosted by third party source, WCMS vendor must provide specifications for hosting below. 38) What is your ideal way for vendors to respond to the questions that you ve been given in the various sections? Should we stick to any type of format? Be clear and fully answer the question. 39) Based on the questions that we have, we d like to request an extension to the proposal deadline. Can you honor an extension? 40) What is the frequency of the increase of documents annually? We would like to know this so as to gauge the necessity of using a dedicated document management repository. Document management is separate and not a part of this. 41) Please elaborate on the purpose of the multi-language requirement, such as target audience and target locations. We do not have a multi-language requirement, but all websites should be able to display in other languages. 42) Could you please explain what you are looking for in content support services? Are you looking for the vendor s responsibilities to be limited to bug-fixing and maintenance, or would you require creating and maintaining content on the website? This would just be bug-fixing and maintenance. We would handle all creating and maintaining of content. 43) Would Google Analytics suffice for the needs of site analytics, or are you looking for a more specialized tool to provide enhanced analytic information? We are looking for a more specialized tool. 44) Does TBR have a targeted set of browser names (and versions) for meeting browser compatibility? TBR does not.

6 45) Is there a desired response time (page load time) for the web pages? The minimal acceptable is under three seconds. 46) Does the website consist of any third-party integrations or integrations with any existing applications which the TBR may have developed and/or are currently using? We have no third party applications integrated with Drupal but we do link to third party applications. 47) What key outcome will make this project a success? Fulfillment of all bid specifications. 48) Who will be responsible for developing new content for the redesign? Which types of content will be needed? (Copywriting, photography, video, audio, etc.) APSU s Design Team 49) Will the vendor need to provide a content strategy and information architecture for the main site, legacy sites and business and support function sites? 50) Will the legacy sites have their own unique look and feel? 51) Will the business and support function sites have their own unique look and feel? Does content for this currently exist, and will this be part of migration as well? Who will be supplying content for this portion of the project? specific specifications. 52) Is an intranet involved for the redesign? 53) Approximately how much content migration will the vendor be responsible for? Approximately 7,000 pages

7 54) How many staff will need content creation and maintenance training? See question # ) How many staff will be updating and maintaining the site after launch? See questions #33. 56) What personnel will APSU be assigning to the project, and what will their roles be? What will the decision making process for APSU be in order for phases to move forward? To be determined. 57) Are there any integration points that the vendor should be aware of? Are there any 3 rd party applications that the vendor should be aware of? See question #46. 58) For the content viewable section in the RFP. Is APSU seeking responsive design to meet this requirement?. 59) When is the project projected start date? At completion of bid process. 60) When is APSU expecting to launch the redesigned site? July 1, ) Which site(s) need migration? Please provide a list of URL s/domains/sub-domains. see first section of project narrative and documentation, section 1. 62) How many pages of content need migration on each site? Approximately 7,000 pages that are database driven. Records are stored in MySQL database. 63) In what format will the content be provided (Word docs/html/xml)? The current pages are all database records inside a MySQL database.

8 64) How many different Content Types (e.g. News, Events, Courses, etc.) will you be migrating? Database records and some custom PHP files. 65) Do you require any integration with third-party applications (apart from the Active Directory Authentication for the CMS content editors)? 66) Do you require any part of the published site protected via Access Control or Personalized? If so, please outline requirements. 67) Do you need web forms implemented during the CMS implementation? If so, please determine how many forms would need to be built, as much detail as possible on the functionality of each form, and describe how the submissions should be handled. 68) Do you want an events calendar included in the CMS implementation? 69) Do you want a staff or faculty directory included in the CMS implementation?, we currently have one and would like to retain this. 70) Section 1: WCMS Specifications Content creation and maintenance training provided online weekly for first 12 months of service via web and phone How many users are required to be trained for this requirement? Approximately 25 71) What is the budget for the WCMS and Website redesign project? We do not release this information during the bid process.