MINUTES. Pre-Proposal Meeting. Web Content Management (Drupal) Cloud Solution DT RFP #

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1 MINUTES Pre-Proposal Meeting Web Content Management (Drupal) Cloud Solution DT RFP # One South Van Ness Avenue, 2 nd Floor Wednesday, January 21, 10 a.m. Teleconference #: Host Code: Participant Code: In attendance: please see the attached sign-in sheet. I. Welcome and Introduction Introductions were made and vendors were informed that all Administrative/Technical Questions be directed to:dtcontracts@sfgov.org II. RFP Timeline A. Deadline for questions by to dtcontracts@sfgov.org, Thursday, January 29, 2015, 2 p.m. PST B. Proposal due, Friday, February 20, 2015, 2p.m. PST C. Evaluation Consists of: 1.) Min Qualification 2.) Written Proposal 3.) Oral Interview 4.) Final Ranking of only top 3 firms D. Final Ranking- City will negotiate with firm at top of the list. A vendor at the top of the final ranking will still need to satisfy the City s administrative and compliance requirements before receiving an award. E. Finalize an agreement with finalist by May 2015 III. Administrative Requirements A. City s Contract (P-500) i. The successful proposer will be required to enter into a contract substantially in the form of the City s Agreement for Prof.

2 Services. Vendors should review the City s P500 with its counsel and are highly encouraged to accept the Ts and Cs as is. B. Insurance certificates i. Section 15 of City Contract ii. Technology Errors and Omissions Liability coverage C. Equal Benefits Program/ Non-Discrimination in Benefits 12B Compliance i. Section 34(c) of City Contract ii. Contractor s HR policy: benefit parity between employees (EEs) with spouses and EEs with domestic partners D. Business Tax License- vendors were reminded that their Business Tax License must be current and valid. IV. Local Business Enterprise (LBE) Requirements A. Any Vendor is eligible to bid B. LBE Prime entitled to rating bonus C. LBE Subcontracting Goal: 0% (waived for this project) D. All proposers must complete the following form: Form 3: CMD Compliance/Non-Discrimination Affidavit E. For Questions: City s Contract Monitoring Division Contract Compliance Officer Romulus Asenloo OR Lupe Arreola: or lupe.arreola@sfgov.org V. Technical Overview: A. Marco Bruno gave a Technical Overview of the requirements for the Web Content Management RFP Project with a Power Point presentation. B. Please refer to the Power point presentation slides for the highlights of the discussion

3 VI. Q&A Q: With this project, the scope of work combines hosting and support. Wouldn t it be better if there is a separate contract for Hosting and a separate contract for Support? A: No. We do not want more fragmentation. The City would like to deal only with a prime vendor that will manage the relationship with any partner sub-contractors. Q: Can the prime consultant bring in a subcontractor? A: Yes. The City will defer to the prime vendor to decide if it wants to employ a subcontractor, but the City will work directly with the prime vendor. Q: Do the City s websites have to be Title VI (American Disability Act) compliant? A: Yes, they must comply with Section 508 Federal Accessibility standards. Q: What will a standard template and website look like? A: City staff is developing the standard template and will provide it to the winning vendor prior to the beginning of the project. The standard template includes basic functionality such as top level navigation, slideshow, social media integration. It is basic as most content is static and online interactive applications are not part of the scope of this project. Q: Is this project a firm fixed fee project? Can the City talk about the proposed budget for this project? A: The City has a limited budget and we expect to incur a one-time cost of around $100,000 for setup for both the Managed Cloud and Drupal WCM and an annual cost for hosting and support of around $400,000 per year. Q: Will you speak about the hourly blended rate for the for custom site projects outside the scope of this RFP? A: The blended rate will be used for follow-on projects. The City encourages you to provide a competitive rate as it will be a great way to market your firm with our customer base of departments and entice them to use your services for building custom websites. Q: On the hourly rate for the customization part of the work that is outside the scope of this RFP, are we committed to this rate for customization services?

4 A: Yes. We need would like the rate to highlight the value you provide to City departments. We and our customers however realize that the final cost of custom websites will be dependent primarily on the project scope. Q: I keep hearing Drupal in your presentation, but the RFP stated that you re open to platforms other than Drupal? A: We are open to other solutions but the City has already made an investment in Drupal which is a proven and widely adopted web content management solution. Q: Will the City team take over support at some point in the future? A: We re looking for a long term partnership. The City will rely on the vendor support team for support for the entire life of the contract. Q: It would be helpful to understand the skills of the full time support engineers? A: The City outlines in the Response matrix the roles and responsibilities of the support engineers. The engineers will need to have deep Drupal and open source experience.. Q: Would it matter if the support engineers are full time equivalent to two full time engineers? A: The City is requiring at least two full time dedicated engineers, not full time equivalent, managed by the prime vendor and working closely with City staff. Documents furnished: RFP and all attachments ( Appendix A-F) Appendix A- CMD Attachment 2 Appendix B- Standard Forms Appendix C- P-500 Professional Services Agreement Appendix D- WCM Solution Response Matrix Appendix E - Service Level Agreement Appendix F- Minimum Qualification Worksheet End of Document

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