WEBSITE CONTENT MANAGEMENT SYSTEM RFP 2015-061 QUESTIONS AND ANSWERS 1. I noticed the questions regarding working with k-12. While we've worked with several school districts on marketing needs from developing their full brand to apparel to brochures/presentation materials, we have not completed a website for them. We have, however, worked with a local college on their large site and other universities on their marketing materials. Would the lack of k-12 specific experience disqualify us from consideration? DISTRICT RESPONSE: The district will consider what is submitted, but our preference is K-12. Lack of K-12 experience does not necessarily disqualify a submittal. 2. Can you elaborate on the design plan you expect to be presented should we be selected to move on from phase one to phase two consideration? Are you seeking the actual website design we would propose? Or are you asking us to develop the full scope of the project? Just an overview of what we would offer? DISTRICT RESPONSE: The district is interested in a detailed overview of how your firm will approach the project based on the scope of work. 3. Whether companies from Outside USA can apply for this? (From India or Canada) DISTRICT RESPONSE: The proposal does not limit respondents geographically 4. Whether we need to come over there for meetings? DISTRICT RESPONSE: Some meetings will require onsite interface. 5. Can we perform the tasks (related to RFP) outside USA? (From India or CANADA) DISTRICT RESPONSE: Some tasks will need to be performed onsite. 6. Can we submit our proposals via email? DISTRICT RESPONSE-No submittal are to be paper. Electronic submittals will not be accepted. 7. What are the key metrics and performance indicators you are looking to achieve with the website redesign? What are the targets you are looking to achieve? What are those drivers? DISTRICT RESPONSE: Evaluation metrics are listed on page 16 of the Specifications. 8 Can you please clarify on section 2.21 where it states Provide a rich library of resources such as graphics, icons, and photos for use by content creators labeled with a description, file format, file size Were you looking for provided images by the vendor or a library manager to maintain and store your own graphics, icons, and photos with access to these by your content editors? DISTRICT RESPONSE: Both. We would like the vendor to provide a library of resources with the WCMS which can then be supplemented with our resources. 9. What criteria are important to you in selecting a vendor? DISTRICT RESPONSE: Evaluation metrics are listed on page 16 of the Specifications. Page 1 of 6
10. What is your business process once the vendor has been selected? DISTRICT RESPONSE: Our next steps will be relayed to vendors in the next phase. 11. Are there any special circumstances or "hot buttons" of which we should be aware? DISTRICT RESPONSE: Evaluation metrics are listed on page 16 of the Specifications. 12. What kind of relationship do you want with your vendor? DISTRICT RESPONSE: The district/vendor relationship will be based on the extent of the needs outlined in the Specifications. 13. What are the metrics behind the cost weighting? What issues are of concern about pricing? DISTRICT RESPONSE: We will publish the cost and other criteria and weighting when we publish the next phase. 14. What is the budget for the project? What is the Software budget and Services budget? DISTRICT RESPONSE: The complete budget has not been finalized at this phase. 15. Are there documents Elcom should review or people we should speak with prior to responding? DISTRICT RESPONSE: The district will provide all information and request any additional information. 16. Who is responsible for managing the competition process? Who else will be involved in making the decision? DISTRICT RESPONSE: As stated in the specification-purchasing is the only contact. Refer to page 15 Evaluation Procedure 17. How many other vendors are competing? Which other companies are competing? DISTRICT RESPONSE: We do not know how many firms will participate nor do we know who will submit proposals. 18. Is there a preference for an Open Source or Proprietary CMS? DISTRICT RESPONSE: There is no preference. 19. Is there a technology preference for this project for the CMS? DISTRICT RESPONSE: Technology preferences are listed in the Specifications 20. Have any wireframes or IA Documentation been prepared? DISTRICT RESPONSE: No wireframes or IA Documentation have been prepared. 21. Just for clarification purposes, the proposed WCMS is to be hosted by the vendor/partner and PISD will not be hosting under any circumstances? DISTRICT RESPONSE: The district will consider what is submitted, but our preference is a hosted solution. 22. I saw your tender about Website Content Management system here http://www.ittenders.com/auth.php?action=details&id=30446478 I wonder, what kind of documentation we should provide to participate in this tender? Page 2 of 6
DISTRICT RESPONSE: The following is the link to the district s web page. This is the official source for information. http://www.pisd.edu/about.us/purchasing/upcoming.bids.shtml You should submit information as instructed by the specification. 23. When can the awarded firm begin work? As soon as the firm is selected and notified? DISTRICT RESPONSE: : As soon as both sides have come to an agreement on the scope of work. 24. What social media is Plano ISD using currently? Are there any additional social media you would be interested in the contractor helping to implement? DISTRICT RESPONSE: Facebook & Twitter. Not at this point. 25. Can at least some of the training be administered remotely? DISTRICT RESPONSE: Initially training will need to be administered onsite. There may be options for remote train in the future. 26. How many site administrators or Plano ISD staff members are expected to require training for the WCMS? DISTRICT RESPONSE: 130. 27. We can provide the uptime and support you ask for, but do you understand the cost of Enterprise support and hosting with multiple failovers and 30 minute or less response times? Is that a cost Plano ISD would be willing to consider?. Yes. 28. I have a few questions regarding the language in the Website Content Management System RFP. On page 4, 1.4.A and 1.5.A it refers to Proposal Documents and Proposal Forms supplied. However, there are no such forms included in the document. It clearly states that not using said forms could result in our submission being rejected, and we want to ensure this does not happen. DISTRICT RESPONSE: Page 4 is our generic term and conditions. Go to page 16 Submittal Format and follow those instructions. 29. Also on page 4, 1.5.F is refers to filling in proposal prices, but on page 12 states that pricing will not be requested in the first phase. The Response Format asks for "TAB III Costs to the District" to be included, but then states fees will be requested at a later time. Should this section be submitted intentionally left blank? Could you clarify these requests? DISTRICT RESPONSE: Submitting a blank page will be fine. We will request pricing and provide the format later in the RFP Process. 30. Lastly, TAB VII refers to the following documents: Felony Conviction Notice, Non-Collusion Affidavit, Historically Underutilized Business Certification (HUBS), and Federal Debarment Form. These forms are not included, and we want to make certain we use the correct forms. I found HUBS information on the website here; should we just print it from here? Page 3 of 6
DISTRICT RESPONSE: All of the forms you refer to are provided on the web site along with the specifications.http://www.pisd.edu/about.us/purchasing/upcoming.bids.shtml There is a link for each of the forms we require. 31. Do you have any creative company in mind to develop PSDs for the new website or the selected vendor will develop PSDs? DISTRICT RESPONSE: No, The proposal can be responded to by any company. If yes, is there any Style or branding guide available based on which the site needs to be designed? 32. Are we going to use any third party vendor for Newsletter sign up like active campaign, constant contact? DISTRICT RESPONSE: This is not within the scope of work to be done. Do you need recommendations from the selected vendor? No. 33. Do you need any recommendations from the selected vendor to host the assets in a separate CDN? (Ex: Amazon S3 Bucket) DISTRICT RESPONSE: No. Is the current website integrated with any other third party applications? Yes. 34. What features from the current website would you like to retain? DISTRICT RESPONSE: This would be discussed in a later planning phase. 35. Are there any additional features that you feel is absolutely imperative for the new website, apart from the ones mentioned in the RFP? DISTRICT RESPONSE: No. 36. 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?. 37. Are you open to any other 3rd party hosting provider recommended by the selected vendor? DISTRICT RESPONSE: No. or in-house hosting is preferred? DISTRICT RESPONSE: Please refer to RFP. 38. Can the work be performed off-site with some on-site meetings? but with necessary on-site meetings 39. In RFP, it is mentioned that "Provide facilities and methodologies that allow for a conversion from the existing site structure to the new product set". what is the expected functionality here? DISTRICT RESPONSE: We expect the converted data to be functional in the new product set. 40. The RFP states Plano ISD will migrate the district s websites in phases. does Plano ISD need assistance from the vendor with the content migration? Page 4 of 6
41. Has Plano ISD planned to complete a content inventories and audits of existing content on the sites (pages, images, audio files) to determine what content will move to the new sites, be re-written, or be removed? If not, does Plano ISD want the vendor to describe and later estimate these services or would all content be moved as-is? 42. The RFP states: Provide methods for the District to extend the brand (look/feel) to additional District products as needed. Has Plano ISD planned a change to the existing logo (apple, flame, and hands) with titling? DISTRICT RESPONSE: Not at this time. If branding changes are planned, does Plano ISD need design assistance from the vendor with that effort? 43. The RFP states: Provide intuitive navigation features which guide the users and place content in the proper location on the website. Our typical process includes working with our clients to review and recommend revisions to their current site maps to make them more intuitive. Does Plano ISD need assistance from the vendor with revisions to the current site map? 44. Does the District need a separate mobile app in addition to a responsive website? DISTRICT RESPONSE: Please refer to the RFP. Can the vendor not propose or submit the optional cost for the mobile app if the main website is to be designed as a fully responsive website? DISTRICT RESPONSE: The vendor proposal can address any area of the RFP. 45. Please specify the list of Common Browsers and the oldest versions that the new website must support. 46. Please specify the other third-party apps. 47. Please give examples of content that you need to both upload and download. 48. Does the District have the media streaming service or server currently? Does the District use any externally hosted third-party media streaming sites such as YouTube or Vimeo?. Yes. 49. Please specify the type of approval reports that the District need. What kind of approval reports does the vendor expected to produce? Page 5 of 6
50. From Section II, it is clear that PISD is not seeking pricing information at this time. In Section III, the solicitation describes a requirement for Tab III - Costs to the District. What information is PISD looking for in this section? Can you please describe PISD s plan for proposal pricing and evaluation? DISTRICT RESPONSE: PISD is not seeking price information at this time. 51. Will the specifications and documents be provided in Word? DISTRICT RESPONSE: No, PDF only. Page 6 of 6