1-RFP- Website Hosting and Content Management Systems (CMS).pdf

2026-RFP-AS-004

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Housing Authority of the City of Alameda

July 1, 2026

REQUEST FOR PROPOSALS (RFP) FOR WEBSITE HOSTING AND CONTENT

MANAGEMENT SYSTEMS (CMS)

Overview and Qualifications

The Housing Authority of City of Alameda (AHA) is seeking proposals from qualified firms to provide secure website hosting, content management system (CMS) services, technical support, monitoring, and ongoing maintenance for its existing public website. The AHA has an established website design and content and is not seeking a redesign. The selected contractor shall migrate the existing website to its hosting environment while maintaining the current functionality, branding, navigation, and user experience.

The Contractor shall provide a reliable, secure, and scalable hosting solution that minimizes downtime and enables AHA staff to efficiently manage website content.

Scope of Services

The Contractor shall provide all labor, software, licenses, hosting infrastructure, maintenance, monitoring, and technical support necessary to operate the AHA’s website.

Website Migration The Contractor shall:

• Migrate the AHA’s existing website to the Contractor’s hosting platform.

• Preserve all website content, files, images, documents, forms, links, and functionality.

• Maintain existing branding, layout, menus, navigation, and page structure.

• Minimize website downtime during migration.

• Coordinate DNS transition and cutover.

• Perform testing prior to launch.

• Resolve migration-related issues following implementation.

Website Hosting

• Provide fully managed hosting services including:

• Cloud-based hosting environment

• High availability infrastructure

• Automatic software updates

• Server maintenance

• SSL certificate management

• Daily automated backups

• Disaster recovery capabilities

• Bandwidth sufficient for normal public traffic

• Secure data storage

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• Performance optimization

• Minimum hosting requirements include:

• 99.9% uptime guarantee

• Fast page load speeds

• Scalable infrastructure

• Redundant hosting environment

• Secure hosting environment compliant with industry best practices

Content Management System (CMS)

Provide an intuitive CMS that allows authorized AHA staff to manage website content without programming knowledge.

The CMS shall include:

• WYSIWYG page editor

• Drag-and-drop editing where available

• Role-based user permissions

• Version history

• Draft content capability

• Content approval workflow (optional)

• Scheduled publishing

• Scheduled expiration or archival of content

• Media library management

• Document management

• Image optimization

• Internal search functionality

• Mobile-responsive editing

Content Scheduling

The CMS shall allow AHA staff to:

• Schedule future publication dates

• Schedule removal or expiration of content

• Schedule recurring announcements (if available)

• Publish emergency notices immediately

• Save drafts prior to publication

• Preview content before publishing

Website Monitoring

The Contractor shall continuously monitor website availability and performance.

Monitoring shall include:

• 24 hours per day

• 7 days per week

• 365 days per year

• Services shall include:

• Automated uptime monitoring

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• Outage detection

• Website availability alerts

• Performance monitoring

• Response time monitoring

• Server health monitoring

• Immediate notification to designated AHA staff for outages

Technical Support

Provide technical support including:

• Unlimited help desk access

• Email support

• Telephone support

• Online ticketing system

• Remote troubleshooting

• CMS assistance

• User account management

• Password resets

• Bug resolution

• Website restoration assistance

Maintenance

Provide ongoing maintenance including:

• CMS software updates

• Security patches

• Plugin updates

• Performance optimization

• Broken link monitoring

• Security vulnerability monitoring

• Compatibility updates

• Accessibility updates where applicable

Security The Contractor shall implement security best practices including:

• SSL encryption

• Firewall protection

• Malware detection

• Malware removal

• Intrusion monitoring

• Security patch management

• DDoS protection

• Secure administrator authentication

• Multi-factor authentication (preferred)

• Regular vulnerability assessments

Backups and Disaster Recovery

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The Contractor shall provide:

• Daily automated backups

• Offsite backup storage

• Backup retention policy

• Rapid website restoration

• Disaster recovery procedures

Accessibility

Maintain compliance with current accessibility standards including:

• WCAG 2.1 AA (or latest applicable standard)

• ADA accessibility best practices

• Accessibility testing tools

• Remediation recommendations

Analytics and Reporting

Provide access to website analytics including:

• Visitor traffic

• Page views

• Popular content

• Search terms

• Device usage

• Geographic usage

Monthly reporting shall include:

• Website uptime

• Security events

• Performance metrics

• Support requests

• Maintenance activities

Recruitment and Advertising Features

The Contractor shall provide functionality that supports public outreach and recruitment efforts, including:

• Employment Opportunities

• Job postings

• Featured employment announcements

• Employment landing page

• Employment application links

• Automatic expiration of job postings

• Scheduled publication of recruitment notices

• Advertising Capabilities

The Contractor shall provide support for:

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• Homepage banner announcements

• Rotating image banners

• Promotional tiles

• Featured news articles

• Event promotion

• Community announcements

• Emergency alerts

• Public notices

• Board meeting notices

• Housing waitlist announcements

Training

Provide CMS training for AHA staff including:

• Initial administrator training

• Content editor training

• User documentation

• Online tutorials

• Refresher training upon request

Optional Services

The AHA may request optional services including:

• Website enhancements

• New page development

• Custom forms

• Online applications

• Interactive maps

• Event calendars

• Newsletter integration

• Social media integration

• Translation services

• Search engine optimization (SEO)

• Additional accessibility remediation

Schedule

• Optional Virtual Bidders Conference – July 13, 2026 @ 1:30- 2:00pm

Please join using this link:

https://v.ringcentral.com/join/104236717?pw=fdebffa41eafa372fd849f786170283d Meeting ID: 104236717 Password: TeatV9bup1

• Questions Due – July 15, 2026 @ 3:00pm https://v.ringcentral.com/join/104236717?pw=fdebffa41eafa372fd849f786170283d

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• Proposals Due- July 24, 2026 @ 3:00pm

Instructions And Procedures for Submittal

Questions and responses are to be uploaded to Bonfire, registration required. The site and information can be found here: https://www.alamedahsg.org/contracting-with-aha. Only responses made on Bonfire will be considered.

Other Required Documents:

1. Cover Letter & Confirmation of Documents: Please complete the cover letter with your contact and company information. Please also provide a contact number for your company and/or the manager of the company. The cover letter is available under files. Please also confirm you have the insurance and workers compensation coverage required in the contract. This will be collected after an award is made.

Please also confirm that you agree to the terms and conditions outlined in the sample agreement.

2. A proposal (max. 3 pages). This must include experience, qualifications, and proposal approach based on the scope of services.

3. Fee schedule: Attachment B- Pricing Items – Please complete the excel template as part of the cost proposal.

4. AHA Form: Conflict of Interest: https://form.alamedahsg.org/Forms/A4Gpo

5. AHA Form: Attachment A- Profile of Proposer

6. Three References- Please provide references and URL’s to websites your company manages.

Attachments:

• ATTACHMENT A- Profile of Proposer

• ATTACHMENT B- Pricing Items

• ATTACHMENT C- Cover Letter

• ATTACHMENT D- Sample consultant contract with insurance requirements.

https://www.alamedahsg.org/contracting-with-aha https://form.alamedahsg.org/Forms/A4Gpo