To: From: All Prospective Bidders Purchasing Department Date: December 13, 2012 Subject: RFP#: Inquiries and Responses 106-2012 Website Development Inquiries and Responses: 1. How many pages we are planning to implement in this website? Currently the NCC website has approximately 313.htm and 36.aspx pages. Expectation would be approximately the same but is ultimately unknown. 2. What is the total and concurrent users (approx.) we are expecting for the public website? Unknown 3. What is the total and concurrent users (approx..) we are expecting for the Admin section? There is expected to be approximately 150 employees and would not expect less than 50% concurrently so possibly around 50 concurrent users at any given time. 4. Which version of the SQL SERVER client is using? Currently Server 2008 R2 and up, however if possible, compatible with Server 2005. 5. Which version of Active directory client is using? Up to date with current version for Windows server 2008 6. Which version of Microsoft Office is used? Microsoft Office 2010 7. As per our understanding RFP suggested to authenticate user with AD, as per our knowledge only Internal users can be authenticated from AD? Does the external users coming to the website needs authentication to access any of the contents? Only employees of the MCC will authenticate with AD, however, provisions will need to be in place to authenticate nonemployees. Non-employee authentication recommendations to be made by proposer. 8. On Page 8 under (iii) Technology Requirements Section, the requirement is User can access various types of contents such a Newsletter, Reports, Presentations etc.. Do we need Document Management in this Web site? Yes and also see question 37. 601 Commerce Street Nashville, TN 37203-3724 615-742-2000
9. Is this a single website which will be having multiple pages for all departments or every department will be having their own subsite under main site? This is intended to be a single website. Proposer to recommend best implementation of departmental structure. 10. As per the requirement Web site should be able to work with both the databases SQL or Oracle. In which scenario or stage, do you think the application should ask people to connect to which database? As per our understanding Public facing website does not require this option? This would be at the discretion of the proposer. Currently there are no plans to mix databases. The route proposed should be the most cost effective for MCC. We currently have licensing for Microsoft SQL. 11. If this a single website for all the departments then all the content will be stored in one database only whether it is SQL or Oracle? Yes 12. Please let us know what video file extensions the website should support and what will be the volume of video s, PODcast etc. Most common current exts, example:.avi,.mwv,.mpeg4,.mov and Podcast s could be good for sharing training information. 13. As the webinars are hosted by specific vendors because it needs specific infrastructure to host them, Is MCC open to buy services from different Vendor for hosting webinar? Yes 14. Can we get the details of the building management system like technology stack, what kind of data it will send to MCC Website, what is the amount of data it will send to this website? Data sent will currently be flat files that are comma delimited and be of minimal size 15. Please provide details related to Online Ordering system like technology stack and what kind of integration we are looking with MCC Website? Please visit http://nashvilleconventionctr.com/onlineordering/order.htm and see the current integration. This is NOT, however, our vision in respects to the overall appearance of the final site. 16. Do we have any other integration points with MCC Website other than building management system and Online ordering system? Not at this time 17. Do we have any requirement to migrate any data from existing website? If Yes, please specify the data and the amount of data? The current site is very minimal. If any content is to be migrated this should be minimal. The current site size on disk is approximately 120Mb with approximately 311 files. 18. Is there any requirement of training as RFP does not say anything related to training? We can go with the concept of a train a trainer? We do require some training and the expectation would be in the form of train the trainer. 19. What are the timelines to make this website live? May 1, 2013 20. In the mobile App, Our understanding of re-branding the mobile app as per event is to change the logo and the color of the application. Do we need to take care of anything more while estimating? Our vision in respects to the mobile app would be one that could be used by a client of the MCC and rebranded for them with content management in place to provide information about their event to be held at the MCC. 2
21. We are a certified Minority Business Enterprise from State of TN Department of General Services, do we still need to partner with Serviced Disabled and SBE Firms? The small business language in the RFP is for registered small/service disable veteran the incentive is for small/service disable veterans if you are a small or service disable veteran you should register in the metro data base http://www.nashville.gov/finance/procurement/iprocurement_registration.aspx The PNP program is for minority and women owned businesses PNP is still required on the RFP for (Good Faith Effort). 22. Concerning the aforementioned RFP, will there be a pre-proposal meeting? If not, is there any other way to present myself as a SBE Sub-consultant to prospective proposers? A pre-proposal meeting was not scheduled for this solicitation. You can request a copy of the list used for the solicitation and present your company as interested in being a subcontractor. 23. Is there a preference for an Open Source or Proprietary CMS? There is no preference 24. Is there a technology preference for this project for the CMS? No 25. What is the budget for the project? What is the Software budget and Services budget? This has not been determined 26. Have any wireframes or IA Documentation been prepared? No 27. What is the internal team made of and who will be working on this project? The internal team is TBD 28. Who is part of the evaluation team? The evaluation committee is confidential 29. Will the new site be a replacement for www.nashvillemusiccitycenter.com? Yes 30. Does MCC have a design or branding agency that they are currently working with? No Do you have existing brand guidelines that the design will need to take into consideration? Not at this time, however, would like to incorporate the current MCC logo to be provided. 31. Opportunities Section: Can it be assumed that this is data collection form that does not have to integrate with other procurement systems? Correct. At this time we do not expect to integrate with any other procurement system. 32. Can additional detail be provided regarding the following requirement? Not enough information to answer this question. 33. What is the current online ordering portal? See 15. Above. Current portal is html generated pages from our current building management system. 34. What compatibility is needed? Too vague a question need to be more specific. 3
35. Interactive Graphics: You have identified the need for interactive graphics; can you please provide some examples of what the intended usage would be? Example: floor plans A good example of what we envision is at www.gwcc.com Click on the Event Planners button towards the top of the page. In the left navigation bar click Floor Plans. This is the type of interactive graphics we would like to see. 36. Online forms: Is there a specific number of forms that would need to be supported or would the preference be to integrate an online form builder that content publishers could configure per need? There are pros and cons to both approaches. Custom built forms can have any look and feel desired but need to be programmatically created thus add cost, form builders allow content publishers to create forms via an administration tool that provides limited look and feel customization. This relates to question 8. Above. We feel we would need document management and could have the need for an online form builder. This path would be discussed with the vendor and best method/methods used. 37. Secure E-commerce: What would be sold online? Current available services at the MCC. Room reservations, does this require live integration with the building management system? TBD. Catering services, does this require integration with an existing food management system? Not at this time. Promotional goods (hats, t-shirts etcetera?) Is the intention to provide integration with the existing online ordering portal referred to on page 7 of the RFP or would this be a new development effort to build commerce capabilities? It is currently our intent to integrate with our current building management system. Each of the 3 examples have different order and fulfillment workflows, are those currently defined along with payment requirements or will that discovery work need to be done? The websites provided were intended to reflect the overall feel and look we are trying to accomplish they we not intended to show order or fulfillment workflows. Our current intention is to integrate with our current building management system but envision CSS to better build the page. 38. Calendar/Events: Would the building management system be the source of record for all event details? Yes. What kind of administration tools would be needed for content publishers? Proposers to provide suggested tools. Would all updates go through the building management system or would the site have ability to override what is displayed? Would like to make updates directly via site tools. 39. Site Content: Who will be creating and loading all initial site content in preparation for launch? The chosen vendor. 40. Would MCC be open to receiving phased estimates? For example Phase 1 could encompass development of business and technical requirements along with design work which would result in a more accurate estimate for Phase 2 which would be technical implementation, quality assurance, production implementation, training, content implementation. MCC would entertain the idea of Phases but must provide a total project estimate not to exceed this amount. 41. The RFP requires Full Coordination of our social media platforms Can further details of expectations around this requirement be given? For instance, is this incorporating social links and sharing tools into the site, or does this imply embedding social media elements such as latest wall postings from Facebook into the website, etc? We would like to see social links and 4
sharing tools available for Facebook, Twitter, etc and envision a section with the latest tweets from Twitter and posts from Facebook. 42. The RFP requires It also needs to be compatible with our online ordering system. Can further details of this requirement be given? In particular, how does the website need to integrate with the ordering system (e.g. does the sites need to export a particular flat file, use a web service for communication, etc.)? The best and most cost effective method for this will need to be discussed. The current building management system builds the HTML pages for us directly on the server but is capable of producing flat files. 43. The RFP references several sites for review. In those sites, a floor plan feature exists at various levels of functionality from images with Autocad and PDF files to interactive experiences. Does this RFP imply that the vendor will be responsible for creating floor plans / interactive floor plans? If so, what level of functionality is requested? There are currently floor plans in multiple formats including.dwg and.pdf that can be provided. 44. The RFP requests examples of using Secure E-commerce; however, there is no direct request for E-Commerce functionality on the site requirements. Will E-Commerce functionality be a site requirement? If so, to what end? Yes. TBD 45. RFP Section E-ii bullet 5 on page 7 of 35, references compatibility with our online ordering portal. Can you provide any additional information about this system? See Question 14 46. RFP Section H page 11 of 35 references compliance and participation in MVV sustainability programs. Please briefly describe. The building will be at a minimum LEED Silver certified. We expect all participating contractors to adhere and participate in our sustainability practices while in the facility and be mindful of ways to be more sustainable on the project contracted for. 47. Are you interested in opportunities to share or leverage the new capabilities created for the Nashville.gov site which is scheduled to launch in mid-december? Many of the features outlined in the Music City Convention Center RFP have been created for the Nashville.gov site and could be leveraged in an integrated or separate site. Yes. 48. Is it possible for us to work on the website onsite at the CCA offices? No. 49. Should the branding of the site tie into the NCVB website http://www.visitmusiccity.com? Not at this time. 50. Is there any shared data integration between the two sites? Not at this time. 51. Does the new site need to be Section 508 Compliant? Not at this time. 52. Upon commencing work, is there access to the any Google Analytics accounts related to the new site for review? No. 53. What is the preferred method for password reset? Has the Metro team considered their preferred process for password recovery with Active Directory? There is currently a procedure in place for Metro passwords to be reset. 5
54. Interactive floor plans could you describe the scope and functionality for the interactive floor plans? Please see response to question 36 above. 55. Who is responsible for copywriting? The chosen vendor would need to assist in this process. Should Aim provide a cost for copywriting services for the initial site launch? Yes. 56. What are the "additional interactive features"? Section - E - (ii) This is a general statement allowing the proposer to propose other innovated technologies. 57. How does the site need to interact with the online ordering portal to be considered "compatible"? We would like the portal to have the ability to provide the available services and/or products for a given event and provide a way for the customer to pay for said services. Said portal would then provide the data back to the building management system for import via the best method as determined by the vendor. 58. What versions of Internet Explorer are we required to support? At this time we require Microsoft Internet Version 7 and above. 6