3242AM Addendum 2.pdf

Hanover: People, Tradition and Spirit

BOARD OF SUPERVISORS

0BSUSAN P. DIBBLE, CHAIR

SOUTH ANNA, DISTRICT

1BF. MICHAEL HERZBERG IV, VICE-CHAIR

COLD HARBOR DISTRICT

2BSEAN DAVIS

HENRY DISTRICT

3BDANIELLE GRIESHABER FLOYD

CHICKAHOMINY DISTRICT

4BRYAN M. HUDSON

MECHANICSVILLE DISTRICT

FAYE O. PRICHARD

ASHLAND DISTRICT

JEFF S. STONEMAN

BEAVERDAM DISTRICT

HANOVER COURTHOUSE

FINANCE AND MANAGEMENT

SERVICES DEPARTMENT

LAUREN K. NULL

ACTING DIRECTOR

P. O. BOX 470

7507 LIBRARY DRIVE

HANOVER, VA 23069

SHELLY H. WRIGHT

BUDGET DIVISION DIRECTOR

GLORIA J. TAYLOR

PURCHASING DIVISION DIRECTOR

HANOVER COUNTY

ESTABLISHED IN 1720

JOHN A. BUDESKY

COUNTY ADMINISTRATOR PHONE: 804-365-6015

FAX: 804-365-6100

WWW.HANOVERCOUNTY.GOV

December 18, 2024

ADDENDUM NO. 2 TO ALL OFFERORS

Reference – Request for Proposal: 25-26-3242AM

Commodity Codes: 91596 – Web Page Design, Management and Maintenance Services

Dated: December 5, 2024 Proposals Due: Prior to 2:00 PM, January 6, 2025 January 14, 2025

The following is for the purposes of clarifications, changes, and/or modifications to be incorporated to the RFP documents referenced above:

The deadline for questions for the above RFP is hereby changed to January 2, 2025.

The following questions have been submitted:

Q Is the County able to provide the approximate number of pages that will need to be migrated? Do you want all of the current content moved to the new site?

A The website is provided in the RFP. There are 71 pages per XML Sitemap. All pages should be moved to the new site.

Q Are there any issues with the current website that you want addressed? Is this for a complete rebrand of the website? If so, what would you like it to focus mainly on?

A Not all components are accessible in mobile version. County would like to update overall aesthetic; possibly add some animation as current homepage is static. County is open to new font, but not adverse to current font.

This is not a complete rebrand of the site.

Q Can you share with us any sites that you particularly like or would like to emulate?

A The website must be unique to Hanover County. However, you can look at the Henrico Virginia EDA website and https://www.makeyourmarkbisman.com.

Q Would you provide new content creation?

A Hanover County would provide new content but are open to suggestions.

Q Do you have or are you able to provide imagery to support the new website?

A Hanover County will provide images.

https://www.makeyourmarkbisman.com/

Q Are there any integrations that you are not using that you are interested in pursuing?

A No, but open to suggestions.

Q Are you open to other CMS platforms such as Craft CMS?

A Possibly.

Q It looks like you have GTranslate on the current site. Does this suit the needs of the Hanover Economic

Development site?

A Yes.

Q Regarding third party vendors like GTranslate, would you prefer the contractor to acquire those services and/or software and include the cost in the contract? Or will Hanover County be acquiring those services and/or software directly?

A The County prefers the Contractor to acquire and include in contract cost.

Q You currently use LiquidWeb as the hosting provider for the site. Can you provide hosting details that would help us estimate the resources needed to host the site? This includes current storage space used/purchased in your current hosting contract, average monthly traffic, and if you currently have a staging and development site in addition to the live production site.

A VPS-8GB- General Purpose, AlmaLinux 8 64-bit with cPanel Fully-managed, Bandwidth: 10 TB Monthly Transfer Cloud Features: 8 GM RAM, 8 vCPUs, 150 GB SSD, Acronis Backup, DDoS Protection

Q How many administrators and editors manage and edit the site currently?

A Currently, there are three.

Q Do you have any additional content to be added to the site? Will there be any major changes to the site navigation or content organization of the site? If so, please describe.

A No major changes but some pages/content will likely be reorganized. The Contractor will work with the

Economic Development team to create the website, including content.

Q In section 2.1.2 (Statement of Needs), the RFP requires “testing or design and functionality”. Could you please provide additional information or context for this? Is this internal or external testing? Internal being within the Hanover County Economic Development staff and the vendor. External would be doing prototype testing or design reviews and surveys with external users, including specific audiences identified by Hanover County.

A Internal testing with staff and contractor will be expected. The County is open to including external reviews;

however, the County would identify the specific audience (between 10-20 trusted businesses/partner organizations).

Q What exactly is meant by optional hosting? Does this imply that hosting is an additional service that may or may not be included in the final agreement.

A Yes.

Q Will the County contract with a company located outside of the U.S. but registered with the U.S. to conduct business?

A A company registered to conduct business in the U.S. can submit a proposal. The proposal should address work hours and support service hours.

Q Section 2.2.D mentions "search engine." Could you clarify whether this refers to search engine optimization

(SEO) for external visibility, on-site search functionality for users, or both?

A Both.

Q The Addendum mentions collaboration with the Economic Development team to create the website. Could you clarify whether the County prefers a fully custom design or a highly tailored template-based design?

A The County is open to a tailored template-based design but needs to be edited and formatted in ways that makes the site unique to Hanover County.

Q The Addendum indicates that the current site is built on WordPress and that the County is open to other platforms. Are there any specific features or workflows from the current WordPress implementation that must be replicated or improved upon in the new design?

A The County is looking for the same functionality as the existing website.

Q What types of content or posts does the County anticipate publishing regularly on the new website (e.g., blogs, featured sites, building updates)?

A Blogs and featured sites will be published. Infrequently the County will add a banner or make changes to the three blocks under the “Welcome to Hanover County, Virginia” section of the home page.

Q Will the County require custom post types or workflow to accommodate these updates?

A Yes.

Q Are SEO services (ongoing search engine optimization strategy and performance) expected for inclusion in the maintenance portion of this contract?

A No, but offerors can propose service and pricing as optional.

Q Is video production to be included? Is video content provided by other parties?

A No.

Q Is social media content creation and management to be included?

A No.

Q Is there an interest or need for SEM marketing (Google Ads, etc.)?

A No.

Q Does County plan to select a single vendor or multiple vendors for the RFP.

A The County anticipates one contractor.

Q Our company is certified as an MBE NSMDC. Are we good to suffice requirements for DBE?

A The RFP does not have requirements for DBE.

Q Can the vendor bid on one of the services areas or is it mandatory to bid on all?

A The Offeror can identify service areas and pricing that they propose to offer.

Q Can we submit representative resumes or County needs specific resumes of individuals?

A Representative resumes or specific resumes can be provided.

Q Any major projects planned in coming years which vendors should be aware of?

A No.

Q Are systems currently hosted on-premise or on cloud?

A Current applications include a combination of cloud and on-premise hosted solutions.

Q Can we have details regarding the IT/System landscape at the County?

A The Information Technology department provides business application management, personal computing, data center and network services for county departments and agencies. IT also provides geographic information services (mapping services) to County departments, agencies and directly to the public. https://www.hanovercounty.gov/336/Information-Technology https://www.hanovercounty.gov/336/Information-Technology

Q What is the current support team structure for IT support at the County?

A The Information Technology department is organized into two divisions, Infrastructure and

Applications. Each division has 3 teams. Infrastructure support teams include Network, Server, and End User (Desktop). Application support teams include Enterprise/Human Services, Public Safety, and GIS/Community Development.

Q What are measurable metrics of success for the new website?

A We do not necessarily have metrics to hit which are easily quantifiable. We would like to increase the number of visits to the site, number of pages visited and duration of time on the site. This will be achieved by developing a site which is more streamlined, modern/efficient for the visitor, and compiles information in a way that is easy to access and discern.

Q Do you currently have a heatmap tool installed and will we have access to that reporting? What is the name of the tool?

A No, we do not currently use a heatmap tool for analyzing website traffic and engagement. We derive website analytics from GA4.

Q What is the number of page views per year?

A Approximately 69,000 in CY 2024.

Q Are you able to help gather users for stakeholders interviews?

A The Economic Development team will work with the Contractor to develop the website. Stakeholder interviews will not be completed.

Note: A signed acknowledgment of this addendum must be received by this office either prior to the due date and hour or attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.

Name of Firm

Signature/Title

Date

HANOVER COUNTY

ISSUED BY:

Angela Melton, Contract Manager Finance and Management Services Department Purchasing Division Email: apmelton@hanovercounty.gov Phone: (804) 365-6061