Harrisburg Area Community College Harrisburg, PA

Harrisburg Area Community College Harrisburg, PA Request for Proposal RFP15-09 Website Content Management Harrisburg Area Community College is soliciting proposals from qualified vendors for the supply and support of software to provide a web content management system for our organization. Issued: 12/15/2014 Campus Independent Visit N/A Deadline for Questions: 1/5/2015 Response to Questions: 1/12/2015 Proposal Due Date: 1/19/2015 Proposal Opening: 1/19/2015 Award of Contract: All proposals will be evaluated and a winner selected at a later date, as yet undetermined. Sealed Proposals Must Be Emailed to: procurement@hacc.edu or Delivered to: Harrisburg Area Community College Procurement and Contracts Ted Lick Administration Building Room TL203 One HACC Drive Harrisburg, PA 17110 Questions and clarification requests must be emailed to: procurement@hacc.edu by 1/5/15 and will be answered by 1/12/15 via email response and posting to http://www.emarketplace.state.pa.us and http://www.hacc.edu/purchasing/requestforproposals/rfps-fy15.cfm For information concerning the RFP process, required format and the schedule of activities, please direct questions via email to: procurement@hacc.edu 1

Contents Title Page.1 Acknowledgment Form..3 Proposal Instructions..4 Vendor Registration 5 Proposal Certification.6 Introduction..7 Appendix One Technical Requirements Schedule.8 Instructions to Supplier..9 A Creation & Publishing 10 B Presentation & Discovery.18 C Technical.22 D - Interdependencies. 29 E - Support, Maintenance and Training.30 F - Miscellaneous Requirements 32 2

Acknowledgment Form Harrisburg Area Community College Request for Proposal RFP15-09 Website Content Management Acknowledgement: Please acknowledge receipt and interest in this Request for Proposal (RFP) by completing the information requested below and faxing it to (717) 236-0709 or emailing it to: procurement@hacc.edu. Acknowledgement due date is 12/22/2014 Also, please include this page with your proposal. Provider Name: Contact Name: Address (include City, State, Zip): Phone: Fax: Cell Phone: Email: Website: Check One: We will will not be responding to this RFP. If not responding, please explain briefly: 3

Proposal Deadline To be considered for selection, Proposals should be mailed or hand delivered to HACC s Procurement Department, Ted Lick Administration Building, Room TL203, One HACC Drive, Harrisburg, PA, 17110, by January 19, 2015 @ 2:00pm. Proposals will be opened immediately following in room TL203. Proposals must be in a sealed container, clearly marked "RFP15-09 Website Content Management. Allow time for normal mail delivery to ensure timely receipt of Proposals by HACC s Procurement Department. Proposals arriving after the deadline will not be considered. All Proposals become the property of the College. Alternately, a scanned, hi-resolution, color copy in.pdf format (preferred) may be emailed to: procurement@hacc.edu and must contain RFP15-09 Website Content Management in the subject line. Acceptance of Proposal The College reserves the right in awarding the contract to consider the competency, responsibility, and suitability of the Proposer, as well as the services to be provided. The College further reserves the right to accept or reject any or all proposals, to waive any irregularities or informalities, and to award the contract in the best interest of the College. Neither the College nor any agent thereof on behalf of the College will be obligated in any way by any Proposer s response to this RFB. The College also reserves the right to allow a Proposer to correct a defect in its Proposal provided that correction of the defect does not alter the amount of the Proposal or the scope of work required under the Proposal. Addenda to the RFP In the event that it becomes necessary to revise any part of this RFB, HACC s Procurement and Contracts Office will provide addenda in writing to the Proposers who indicate that they are interested by returning the acknowledgement sheet (page 2). No oral statements, explanations, or commitments by whosoever made shall be of any effect except as the College s Procurement and Contracts Office has confirmed the same in writing. Oral Communication Oral communication with any College employee, unit, department, or organization concerning this RFP is not binding on the College and shall in no way modify the RFP or the obligation of the College or the provider. Number of Copies and Mailing of Proposal Proposal will be submitted in a sealed container clearly marked with the name of the Proposal and labelled RFP15-09 Website Content Management. Proposal shall be clearly marked and will contain original signatures. Alternately, a scanned, hi-resolution, color copy in.pdf format (preferred) may be emailed to: procurement@hacc.edu and must contain RFP15-09 Website Content Management in the subject line. 4

HACC, Central Pennsylvania s Community College is a member of the following: 1) Educational & Institutional Cooperative Service, Inc. 2) Provista 3) NJPA 4) Amerinet 5) US Communities 6) eystone Procurement Network (PN) 7) COSTARS Vendor Registration: To all Proposers: Please register your firm s information on HACC s website go to: https://vps.hacc.edu/vendorlogin/index.cfm SIGNATURE FIRM NAME ADDRESS TELEPHONE EMAIL ADDRESS END OF PROPOSAL FORM 5

(date) Procurement and Contracts, TL203 Harrisburg Area Community College One HACC Dr. Harrisburg, PA 17110 PROPOSAL CERTIFICATION The undersigned certifies that to the best of his/her knowledge: (check one) ( ) There is no officer or employee of HACC, Central Pennsylvania s Community College who has, or whose relative has, a substantial interest in any contract award pursuant to this proposal/proposal. ( ) The names of any and all public officers or employees of HACC, Central Pennsylvania s Community College who have, or whose relative has, a substantial interest in any contract award pursuant to this proposal/proposal are identified by name as part of this submittal. The undersigned further certifies that their firm (check one) IS or IS NOT currently debarred, suspended, or proposed for debarment by any state or federal entity. The undersigned agrees to notify the College of any change in this status, should one occur, until such time as an award has been made under this procurement action. In compliance with Request for Proposal RFP15-09 Website Content Management and after carefully reviewing all the terms, conditions and requirements contained therein, the undersigned agrees to furnish such goods/services in accordance with the specifications/scope of work. (firm) (signature required) (print name) (title) (address) (phone no.) (fax no.) (fed. tax id no.) 6

Introduction The function of this RFP (Request for Proposal) is to provide information and a format for competing suppliers to prepare and submit a proposal for the supply and support of software to provide a web content management system for our organization The RFP documentation includes: General information and guidance to assist suppliers in the preparation of their proposal. A Technical Requirements Schedule (Appendix 1). Further documentation in support of your proposal (either as specifically requested by HACC or as deemed appropriate by the supplier) can also be uploaded and attached. General Information The information contained in your proposal will be considered to form the basis of any contractual arrangement should it be accepted. We issue this RFP on the understanding that no charge will be made by suppliers for their proposals or for any other information requested during the proposal evaluation process. No obligation to purchase is implied by the issue of this document, nor is it implied that the system will necessarily be procured on the basis of any proposals that may be submitted in response to this RFP. This RFP is issued in confidence. The information contained within it and any information disclosed by HACC to a supplier in the course of the proposal process must not be disclosed to third parties without HACC s prior permission. Procurement Timeline and Process All queries should be addressed to the Procurement Department. Event Timeline Closing date for return of completed 1/19/2015 proposals Review of proposals 1/19/2015 Contract award To be Determined Project implementation To be Determined 7

Appendix One Technical Requirements Schedule Categorization The requirements for a Web Content Management system have been categorized into the following six sections:- A - Creation & Publishing This section deals with the process of web content delivery including content creation, approval, publishing and quality control. B - Presentation & Discovery This section describes the presentation of content and its discoverability in terms of navigation and searching. C - Technical This section summarizes the technical aspects of the Web CMS product including compliance, security, reporting, monitoring and hosting. D - Interdependencies This section deals with interdependencies with internal and external systems, to ensure seamless planning, implementation and management. E - Support, Maintenance and Training This section deals with ongoing product technical support as well as staff training and support. F - Miscellaneous Requirements This section deals with all other requirements that do not easily fit into any of the sections above. Prioritization Each requirement has been prioritized using the following codes: - ey Requirements. - Highly desirable. D - Desirable 8

Instructions to Supplier Suppliers are asked to indicate the compliance of their system with HACC s requirements. They are required to provide a full and detailed statement of compliance with each requirement in each section, specifying, if appropriate, whether the feature is only available in a future release of the product or by modification. Suppliers should use the following grades A-F to indicate compliance: A) This requirement can be met out of the box without additional charge. B) This requirement can be met with configuration or a module without additional charge C) This requirement can be met with configuration, customization or a module for an additional charge D) This requirement requires a third party component at an additional charge. E) This requirement cannot be met at the moment but will be in a future release F) This requirement cannot be met at the moment. For requirements where there is an additional charge, these need be clearly identified (pricing and whole life costs). 9

A Creation and Publishing A1 Content Creation Ref Requirement Priority Compliance Comments A1.1 Allow full and flexible control over all pages where allowed (have permission). The Web CMS must not constrain design. A1.2 Template driven allowing template creation by designated internal staff. A1.3 Control of style (using style sheets) through CMS admin e.g. changes to colors across sections. A1.4 Ability to include user created style sheets. A1.5 Allow flexibility in design of lower level pages while maintaining corporate identity and global navigation. A1.6 Provide a system for content creation that requires minimal training and can be used by nontechnical users. A1.7 Ability to accurately preview pages in a browser and ensure the preview pages are not exposed to external search engines. D A1.8 Ability to edit content items independently of the published 10

work. A1.9 Ability perform spell checking of content. The spell check dictionary should be customizable at user and organizational level. A1.10 Ability to add content using a WYSIWYG editor. Editor should work in a variety of browsers including IE, Firefox, Chrome and Safari and on both PC and Mac platforms. Code produced by editor should be XHTML compliant. A1.11 Ability to easily customize the editor s features/buttons. Different levels of authoring options should be available, or features be hidden based on that user s permissions. A1.12 Ability to easily integrate richmedia (e.g. Flash, video, audio etc) where appropriate. A1.13 Add additional documents to pages (e.g. pdf, hi-res images etc). A1.14 Creation and integration of multiple sites (or micro sites) - provide tools to support deployment of multiple sites. A1.15 Support for online forms, data collection and analysis e.g. PG applications, open day bookings, prospectus requests, email, surveys, notice boards, events diary etc. A1.16 Provide a comprehensive undo function in the content editor. A1.17 Ability to insert content that uses 11

Coldfusion. Code should be executable in a production/preview environment. A1.18 Ability to insert content that uses server side scripting (e.g. ASP, PHP, JSP). D A2 Content Publishing and Quality Control Ref Requirement Priority Compliance Comments A2.1 Users do not need webtechnical skills in order to publish content. A2.2 Publication of content can be controlled by start date, review date, expiry date settings. A2.3 Ability to automatically set or change dates for review and/or expiry of a content item (e.g. author, content item type or site standard/policy for review dates). A2.4 System should be capable of sending reminder emails based on review and expiry dates. A2.5 System should incorporate an escalation procedure for reminder emails. A2.6 Ability to publish a single item of content to multiple delivery environments with the option of selecting different delivery requirements/templates depending on publishing location. D 12

A2.7 Ability to publish multiple variations of a single content source to a variety of web page contexts on the same website or to different websites (e.g. for different audiences, languages, summary or full version of the content item) A2.8 Publish content to multiple sites depending on audience (e.g. external / internal-facing websites). A2.9 Support delivery of content items based on completion of review/approval workflow processes. A2.10 Ability to manually override automatically generated review and expiry dates for content items based on hierarchy of role. A2.11 Ability to maintain integrity of internal links within the Web CMS. A2.12 Ability to detect, notify, manage and allow maintenance of broken web links. A2.13 Roll-back / Audit trail ability to view and re-instate previous versions of specific pages and view full history of content changes across the site. A2.14 Ability to publish/unpublish content items to more than one website generated by the Web CMS. A2.15 Ability to publish/unpublish content items to more than one website generated by the 13

Web CMS on a scheduled date and time. A2.16 Ability to publish/unpublish content items in bulk. A2.17 Ability to search, preview and replace a content item across the site or sites managed by the Web. Functionality restricted by role. A2.18 Support delivery of content items to a range of delivery channels and technologies, covering both on-line and offline (e.g. Mobile phones, handheld devices, interactive television and print). A2.19 Ability to provide notification of details of links that will be affected by removal of an expired content item. A2.20 Ability to apply mandatory validation processes (e.g. for accessibility compliance, page size (and speed) and broken links). A2.23 Facility for posting job vacancies. A2.24 Ability to manage the job application process online (e.g. allow candidates to browse jobs and fill out application form online, saving progress and returning to the form at a later point). A2.25 Ability to restrict access to content by specific groups of users. (e.g. for publishing D D 14

content to internal audiences / applicants etc.) A3 Workflow Processes Ref Requirement Priority Compliance Comments A3.1 Workflow Approval A3.1.1 A3.1.2 A3.1.3 A3.1.4 A3.1.5 A3.1.6 Ability to establish a variety of steps within a workflow process that is part of the CMS and doesn t require external tools. Ability to assign workflow to classes of content items as well as roles and individuals. Ability to grant or withhold specific permission based on role, type of content item and other criteria. Provide a workflow process that supports sequential approval steps. Provide a workflow process that supports parallel approval steps. Provide a workflow process that is configurable to support varying content item status during the authoring process (e.g. draft, awaiting approval, approved, published, archived etc). 15

A3.1.7 A3.1.8 A3.1.9 Provide a workflow that is configurable to allow different approval processes based on the type of content being created. Provide a workflow that is configurable to allow different approval processes based on where the content is being published. Provide a workflow that is configurable to allow different approval processes for different groups within the University. A3.2 Workflow Management A3.2.1 A3.2.2 A3.2.3 A3.2.4 A3.2.5 Ability for authorized nontechnical users to create and manage workflow processes without the need for scripting or programming. Ability to view the status of a content item through workflow process. Ability to escalate workflow items. Ability to reassign workflow items. Functionality limited to certain roles. Ability to alter or override workflow dependencies to meet real-time needs. Functionality limited to certain roles. A3.2.6 Ability to nominate a person 16

in the workflow as primary contact for queries on particular content and provide a method for authors and users to contact that person. A3.2.7 A3.2.8 Provide a graphical representation of a workflow process map, clearly identifying the steps and the people responsible for these. For active workflows the current step must be easily identifiable. Ability to manage user feedback generated through the submission of forms via a workflow process. D A3.3 Notification A3.3.1 A3.3.2 A3.3.3 Provide a workflow process that notifies the appropriate persons when they need to perform a task in relation to an item (e.g. approval required). Provide workflow notification by email. Ability for non-technical users to configure notifications to various roles/individuals based on workflow status. Interface to workflows must be friendly and intuitive. 17

B - Presentation and Discovery B1 Content Presentation Ref Requirement Priority Compliance Comments B1.1 Templates B1.1.1 B1.1.2 B1.1.3 Ability to separate the publication of content from page design through the use of templates. Ability to select from a number of predefined and/or customizable templates to control the visual presentation of content items. Ability to create new templates and control existing templates using cascading style sheets. B1.2 Accessibility B1.2.1 B1.2.2 B1.2.3 Ability of the WCMS to support content development that is compliant with Priority 2 W3C Web Content Accessibility Guidelines. Ability of CMS to support content development that is compliant with SENDA and DDA. Provide appropriate prompts and tools for the creation and delivery of websites to comply with accessibility policies. 18

B1.3 Customization and Personalization B1.3.1 B1.3.2 For an anonymous site user provide tools to support personalization (e.g. the delivery of tailored or specific information and services). For an authenticated site user support explicit personalization of information (e.g. the delivery of tailored and specific information and services to a student, based on an established user profile). B1.4 Multilingual Support B1.4.1 B1.4.2 B1.4.3 Ability to deliver information and services in a wide variety of Languages other than English. Ability to display content items and search for content in Languages other then English. Ability to build navigation structures in Languages other than English. B2 Content Discovery Ref Requirement Priority Compliance Comments B2.1 Search B2.1.1 Provide comprehensive 19

search facilities, to support content publishing across the entire website, multiple sites or sub sites. B2.1.2 B2.1.3 B2.1.4 B2.1.5 B2.1.6 B2.1.7 B2.1.8 B2.1.9 Support automatic indexing, keyword generation, metadata indexing and full-text indexing of content. Support indexing of text and common attachments (e.g. Microsoft Office, adobe PDF etc). Support separate indexing of items for each supported website and sub-sites. Ability for the Web CMS to control the discoverability of content items by external search engines. Ability for the Web CMS to exclude items of content from search and / or site map indexing. Provide comprehensive external search facilities across the entire website, multiple sites or sub sites for end users. Ability for the Web CMS to integrate simple and advanced search forms and search results into templates. Ability for the Web CMS to rewrite URLs for all web pages to provide shorter or friendlier URLs (without file extensions) for easy 20

referencing by nontechnical end users and search engines. B2.1.10 B2.1.11 Support indexing of text and common attachments (e.g. Microsoft Office, Adobe PDF etc) across a number of external data sources or sites. Ability for non-technical users to update search engine optimization elements (e.g. page headers, meta-description, keywords etc.) B2.2 Navigation Structure B2.2.1 B2.2.2 B2.2.3 B2.2.4 B2.2.5 Ability to create new navigation structures with a minimum of effort. Support automatic updating of navigation structures as the site structure and content items are updated. Ability to automatically generate and update a site map for each website. Ability to modify a navigation menu look and feel using design templates or custom CSS. Provide navigation menus that support a number of configurable levels of navigation. 21

C - Technical C1 Compliance Ref Requirement Priority Compliance Comments C1.1 Indicate which browsers are supported for webbased admin (e.g. Internet Explorer, Firefox, Safari etc.). C1.2 Complete functionality available across all supported browsers. C1.3 CMS doesn t rely on additional third-party plugins to operate. C1.4 Support standards-based development tools (e.g. Dreamweaver). C2 Product Ref Requirement Priority Compliance Comments C2.1 Testing, Staging and Deployment C2.1 Explain how the system processes the content e.g. online (CMS is part of website) or offline (publishes to web server) and the advantages of your approach. C2.1.1 Support development, 22

testing/staging and production content environments, and control of movement between each. C2.1.2 C2.1.3 C2.1.4 C2.1.5 C2.1.6 C2.1.7 C2.1.8 Ability to view history of all template changes. Provide tools to support deployment of multiple sites. Describe additional cost implications if relevant. Provide monitoring of site deployment and notification if it fails. Support failover, high availability and load balancing of the published website, if providing hosting. Ability to access all parts of the Web CMS via a web browser. Ability to support the CMS being hosted on virtual servers (virtual machine). Provide pricing for both dedicated and shared Cloud hosting. C2.2 Reliability and performance C2.2.1 Provide a reliable and stable Web CMS with a proven capability and continuous high levels of up-time. Give examples of similar large deployments. C2.2.2 The system will remain 23

responsive under high authoring load. C2.2.3 The system will remain responsive under high visitor load (where relevant). C2.3 Audit Trail C2.3.1 Ability to log all publishing activity for audit purposes (e.g. who made additions, updates, deletions and when). C2.4 Version Control C2.4.1 C2.4.2 C2.4.3 Ability to manage information about versions of individual content items and pages, and provide information about them. (e.g. publishing and revision dates, activities, authorship etc.). Provide tools to roll-back site or any part of site to the chosen version. Provide version control management for content in development, at the testing stage and in production environments. C2.5 Content Synchronization and Syndication C2.5.1 Ability to maintain synchronization, automatically updating appropriate content used by multiple pages or sites so that it remains consistent. 24

C2.5.2 C2.5.3 Ability to include and style externally syndicated content (e.g. rss feeds) within templates and individual pages. Export RSS/XML feeds that can be subscribed to by users and allow content to be re-published on other sites. C2.6 Content Migration C2.6.1 C2.6.2 C2.6.3 Ability to migrate existing web content and structure into the Web CMS from legacy sites, systems and data repositories with a minimum of effort. Ability to import/export content items into an agreed mark-up language (e.g. to make a copy of the website on CD/DVD). Ability to import/export content records to a file (e.g. CSV). D C2.7 Scalability C2.7.1 Unlimited site license cost not linked to number of pages or sites created/delivered. C2.7.2 Restricted Authoring Licenses. D C3 Security 25

Ref Requirement Priority Compliance Comments C3.1 Ability to integrate with our security requirements, including providing a secure VPN if Cloud hosting is provided. Must comply with ISO 27001, ISO 27002 and must be PCIDSS compliant (Payment Card Industry Standards). C3.2 Ability to provide role based security (based on roles as defined in the Web CMS) across all templates, content, processes and repositories (e.g. for individuals, groups of users, individual files, directories or sites). C3.3 Ability to interface with external directory services for security and authentication, using industry standard protocols e.g. LDAP, Active Directory. Describe any schema extensions required and how your product uses LDAP. C3.4 Ability to restrict access by end users to designated areas of a website using Authentication mechanisms such as user name and password. C4 Content Repository Ref Requirement Priority Compliance Comments C4.1 Provide a central asset repository that can be accessed by web publishers for content creation. The repository will be used as a central store for HACC s digital assets and allow them to be 26

reused across HACC websites (e.g. images, metadata, documents, forms etc.) C4.2 Repository should support a wide range of common content types (e.g. code, images, documents, rich media etc.) C4.3 Provide version control for each content item stored in the asset repository. C4.4 Provide standardized method of uploading, navigating inserting and viewing of video clips. C4.5 Provide optional automated conversion to a standard format when uploading audio and video clips. C4.6 Provide a facility for editing uploaded images, allowing users to perform simple operations (e.g. crop, resize etc.) D C5 Reporting and Monitoring Ref Requirement Priority Compliance Comments C5.1 Ability to monitor workflow approval and notification processes for all content items. C5.2 Provide built-in website statistics tools that report page views, unique visitors, returning visitors 27

etc. over time (e.g. number of unique visitors a month) for websites as a whole and individual sections/pages. C.5.3 Provide built-in advanced web analytics tools or support the use/integration of third party analytics products (e.g. Google Analytics) 28

D - Interdependencies D1 Interfacing with Systems External to HACC Ref Requirement Priority Compliance Comments D1.1 Provide an Application Programming Interface (API) and architecture to connect and interact with external systems. D1.2 Export of data in standard format including CSV D1.3 Provision of database schema. D2 Interfacing with Internal Systems Ref Requirement Priority Compliance Comments D2.1 Ability to run on an industry standard platform. Please give details of the platform(s) the product runs on. D2.2 Provide open Application Programming Interfaces (APIs) for creation of custom connectors to internal other systems (e.g. DSpace, Moodle) D2.3 Ability to operate with database products such as Oracle, Microsoft SQL and MySQL. D2.4 Ability to operate with custom Coldfusion code and applications. 29

E Support, Maintenance and Training E1 Product Technical Support, Documentation and Patching Ref Requirement Priority Compliance Comments E1.1 The Web CMS provider will be well established, with good technical capability to support implementation and future upgrade path. E1.2 Please detail the available support options for your product. E1.3 Provide content migration support. E1.4 Provide soft and/or hard copy user and technical documentation with the Web CMS. E1.5 Provide documentation of all customization or additional development of the Web CMS. E1.6 Provide a product development road-map. E1.7 Provide migration services for all content, including custom Coldfusion files and applications. E2 Training Ref Requirement Priority Compliance Comments E2.1 Provide training options for staff in technical and specialist areas such as site management, 30

creating templates, workflows and publishing. E2.2 Provide training options for staff to become proficient in the content creation, content maintenance, review and approval processes. E2.3 Provide train-the-trainer options. E2.4 Provide online help for the product. E2.5 Provide online training for the product. E3 Maintenance Ref Requirement Priority Compliance Comments E3.1 Rapidly provide patches for security issues. E3.2 Product will be certified against the latest version and patching of the operating system it runs on. E3.3 List third party products that this system is reliant on. Describe your support policy for each product. E3.4 Please detail support lifetimes of deprecated Versions. E3.5 Provide sample Service Level Agreement for product maintenance and patching. 31

F - Miscellaneous Requirements F1 Miscellaneous Requirements Ref Requirement Priority Compliance Comments F1.1 The ability to create and sent html email newsletters to multiple recipients using predefined templates F1.2 The ability to create new html email newsletter templates F1.3 The ability for visitors to subscribe/unsubscribe from email newsletters F1.4 Provide tools for email mailing list management / subscriber management. F1.5 The ability to set up and manage multiple discussion forums / message boards and provide the ability to moderate postings. F1.6 The ability to create multiple events calendars. Does the calendar allow for export in the ical format? F1.7 Events management facilities (e.g. create events and allow visitors to sign up for those events) F1.8 The ability to create multiple weblogs (blogs). F1.9 The ability to allow site visitors to contribute (moderated) content. F1.10 The ability to create graphs and charts from a data set (e.g. csv, xml, text) D D 32

F1.11 The ability to create and run online surveys and process the results F1.12 The ability to set up and manage web chats F1.13 The ability to manage room bookings (e.g. internal meeting rooms) F1.14 Product or supplier name is not required to appear on published websites F1.15 Product or supplier name is not required to appear within page source code (e.g. meta generator tags) D D D 33