ADDENDUM #3 RFP #19-007-601 RESA Website QA.pdf
PDF 446 KB Posted
- Solicitation number
- RFP-WRE-190000000893-4
- Issued by
- Wayne County, Westland City, Michigan
About this file
This document is Addendum #3 to RFP 19-007-601 for the Wayne Regional Educational Service Agency (RESA) website development, deployment, and ongoing maintenance project. The RFP response deadline is February 22, 2019 at 12:00 p.m., which was clarified from an earlier stated date of February 15. The project involves creating one redesigned website with updated information architecture, integration with WisdomWhere event software, ADA compliance capabilities, and a preferred mobile application component for iOS and Android focused primarily on event notifications. The project could start before July 1, 2019 if vendor selection and contract negotiations are completed early.
The agency does not specify a set budget, stating that while price is a factor, it is not the only consideration for award. The current website receives between 29,000-190,000 sessions per month based on Google Analytics data from February 2018 to January 2019. The RFP gives preference to U.S.-based vendors who can provide consistent communication during Wayne RESA business hours, though international vendors will be considered. Content migration services are optional but can be included in proposals. Wayne RESA currently uses MailChimp for email management and WisdomWhere (which has an available API) for event management that must be integrated into the new website.
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ADMINISTRATIVE SERVICES
33500 Van Born Road Wayne, Michigan 48184-2497 www.resa.net
Erika Hunter Purchasing Consultant
(734) 334-1511
(734) 334-1662 Fax huntere@resa.net
Addendum #3
RFP 19-007-601 RESA Website
Questions and Answers
1. Whether companies from Outside USA can apply for this? (like, from India or Canada)
All proposals will be considered. The rubric that we use to evaluate this RFP gives preference to vendors within the United States and who provide for open, reliable and consistent communication during Wayne RESA regular business hours.
2. Whether we need to come over there for meetings?
All proposals will be considered. The rubric that we use to evaluate this RFP gives preference
3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)
Companies and work outside the USA will be considered. However, in the rubric that we will use to evaluate RFPs, it will be a preference that the vendor is not offshore.
4. Can we submit the proposals via email?
Per #2 of Section C (Proposal Process; page 4) of the RFP, vendors are to submit one (1) signed original by mail or in-person delivery and one (1) electronic copy. You may send the electronic copy via email (to huntere@resa.net) or via thumb drive included with your original copy.
mailto:huntere@resa.net
Wayne, Michigan 48184-2497 www.resa.net
Erika Hunter Purchasing Consultant
(734) 334-1511
5. Due date clarification: On the cover page the due date is mentioned as February 15, 2019.
In the Timetable (page # 3) the due date is given as February 22, 2019. Please let us know the correct due date.
Apologies if you addressed this on the call earlier this week...in reviewing the document, the first page says the due date is February 15...on page three it says February 22nd. The later date makes sense considering written responses to questions are due back from the district on the 13th, but wanted to check and be sure. Can you clarify?
Lastly, is the RFP due on the 15th or on the 22nd? Both dates are indicated.
When are the RFP responses due? The cover page of Addendum #2 reads Friday, February 15th, but the Timetable on page 3 reads Friday, February 22nd.
On Page 3, Timetable - Proposal Due Date states 12:00 p.m., Friday, February 22, 2019. However on the cover sheet and page 4 Section C. Item 2 state the due date as 12:00 p.m., Friday, February 15, 2019. Which is the correct due date?
The RFP will be due by 12:00 p.m., Friday, February 22, 2019. Addendum #4 has been posted to correct the due date
6. Offshore: Is offshore work allowed to perform full or part of the services described in the
RFP?
All proposals will be considered. The rubric that we use to evaluate this RFP gives preference
7. Budget: Please let us know the budget allocated to this project.
Wayne RESA prefers vendors submit proposals that completely address the specifications.
While price is a factor for this proposal, it is not the only factor considered for project award.
8. Preferred: automated Americans with Disability Act (ADA) compliance scans of web pages-Can you explain exactly what this is?
Certain tools will perform automated scans of web pages for accessibility issues: checking for alternative text in images, proper color contrast, etc. If you have a tool or tools like this, we would like to hear about it.
9. Preferred: provision of ADA compliance training materials for Wayne RESA staff--Are these materials you have that need to be made available?
This preferred provision refers to materials that the vendor has to offer.
Wayne, Michigan 48184-2497 www.resa.net
Erika Hunter Purchasing Consultant
(734) 334-1511
10. Preferred: provision of a mobile application for the iOS and Android operating systems–
Do you want everything on the mobile that will be available on the desktop? Or are there specific areas you want available, In addition to push notifications?
The impetus for having the mobile app is the ability to push notifications to users, particularly about events.
11. Do you currently use an email management tool, like Mailchimp, ActiveCampaign or another one?
Wayne RESA does have a MailChimp license.
12. How large is your current email list?
Wayne RESA has multiple listservs; there is no one number to give here.
13. Can you tell us the average monthly page views on the site?
Site visitors broken down by month over the past 12 months. Data is pulled from Google Analytics and provides the best estimate of site sessions that we have available.
February 2018
Sessions: 36,620
March 2018
Sessions: 40,988
April 2018
Sessions: 40,932
May 2018
Sessions: 47,687
June 2018
Sessions: 48,871
July 2018
Sessions: 41,726
August 2018
Sessions: 52,184
September 2018
Sessions: 49,451
October 2018
Sessions: 49,477
November 2018
Sessions: 40,907
December 2018
Sessions: 29,538
January 2019
Sessions: 190,687
Wayne, Michigan 48184-2497 www.resa.net
Erika Hunter Purchasing Consultant
(734) 334-1511
*Note: Google Analytics defines a session as a period of time that a user interacts with your website or application. So, a single session may be associated with multiple page views.
For the question about whether we are seeking help migrating content:
Firstly, let it be noted that we are not looking for a straight content migration, but a fully redesigned website (including updated information architecture). For content that does need to be migrated, we do not have a requirement one way or another for help with the migration.
If you are able to include assistance with content migration in your proposal, please feel free to do so, while noting that we will view all proposals holistically.
For the rewording of requirement 1.9 (ability to export staff directory as an Excel file):
Reword to “Ability for Wayne RESA staff who are authenticated into the website, and who have proper permissions, to export the staff directory as an Excel file”.
14. What percent are logged in users versus anonymous users?
I do not have an exact number for this, but most of the content on the site is accessible without logging in. Most or all people who visit our site who do not work at Wayne RESA do not have an account on the site. However, some pages are password protected.
15. More of a general question--it sounds like the plan is to consolidate content (1,000 pages down to ?). Can you offer any insight into what the ideal content structure will look like moving forward?
We have fewer than 1,000 active pages. We do not have a specified number of pages that we are aiming for. Rather, we would like to make the information architecture of the site more intuitive. We would also like to add, remove, or modify content as necessary to improve the usability and usefulness of the site.
16. The only other question we had was timing around the mobile application build? This was listed as preferred, and definitely possible for the team, but would appreciate any additional color around this.
The mobile application, if it were to be built, would not need to be released at the same time as the website (although this is preferred). If it were not released at the same time as the website, we would expect to launch it within a reasonable timeframe after the website was deployed. The primary impetus around the mobile application is to push out notifications to our users, particularly related to events.
Wayne, Michigan 48184-2497 www.resa.net
Erika Hunter Purchasing Consultant
(734) 334-1511
17. Would Wayne RESA consider a User-Centered Design (UCD) approach to this project, although that would extend the project timeline beyond 10 weeks?
Yes. One of our primary goals for the new website is usability, but that will also be weighed against the timeframe required to complete the project. All proposals will be considered holistically.
18. Could the project start before July 1, 2019 if the vendor is selected and contract negotiations were completed before then?
Yes.
19. Approximately what percent of the content on the current website would need to be migrated as a part of this project?
The percentage of the current content that would need to be migrated would depend on what content needs to be kept, gotten rid of, or re-written. If you are able to help us re-work our content, feel free to include that in your proposal.
20. Requirement 1.1 "Robust content management system": Will Wayne RESA create the new content for the site that isn't migrated over or is the selected vendor expected to create the new content?
There is no requirement that the vendor assists Wayne RESA in creating new content.
However, if you would like to help us re-work our content and/or migrate content, feel free to include that in your proposal.
21. Of the ~450 pages in your current CMS, is the intent of the RFP to provide migration services to move some/all of those pages into the new platform?
There is no requirement that the vendor assists Wayne RESA in migrating content. If you would like to help us re-work our content and/or migrate content, feel free to include that in your proposal.
22. Scope WCRESA is requesting proposals for the development, deployment and ongoing maintenance of the WCRESA website.
What is the total number of websites desired?
One website
How many Locations and Users will be accessing the WCRESA website?
We have no way of knowing the exact number of locations from which our users will be accessing our site. However, Michigan is the most common location of our visitors.
Is a parent engagement APP desired?
We are not currently seeking a parent engagement application.
Wayne, Michigan 48184-2497 www.resa.net
Erika Hunter Purchasing Consultant
(734) 334-1511
23. 1.5 Integration with WisdomWhere event software.
Please expand on the scope of the desired integration and who will run the project from the WCRESA side.
The new RESA.net site should display events that are stored in WisdomWhere, including
The date and time of the event
The title of the event
The description of the event
The location of the event
An indication if the event has been cancelled
A link to register for the event in WisdomWhere
Wayne RESA’s Web Coordinator will coordinate with the selected vendor during the design and development process.
24. Does Wisdom Where have an open API with SDK/Tools
Wisdomwhere does have an API. They also have documentation available for it if needed.
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