ASU24005 Q_A.pdf

ASU24005-RFP

Q&A

▪ Are there any obstacles to pursuing offshore development? Refer to RFP regarding performance outside the US or Colorado (Section 6.39)

▪ Do you anticipate the need for any in-person support, visits, or meetings during the development/support phases? No

▪ Is there a specified maximum budget? Yes

▪ You mention the vendor to host and maintain the website, are any design changes needed at this time? No

▪ As you mention maintain the website… do you expect the vendor to update content, or is that all done by Adams staff? Adams State staff, with possible guidance from vendor with training if needed.

▪ In regards to content migration:

What are all the domains needed to migrate to the new hosting site? adams.edu, www.adams.edu. We have ~20 aliased domain names redirected to www.adams.edu urls.

▪ You currently use WordPress, do you only want responses to this RFP keeping you in

WP, or a different Content Management System? Yes, preference for WordPress but willing to take suggestions.

▪ Who currently hosts your website(s)? Are you looking to change this arrangement?

Adams State currently hosts the website on its servers

▪ How many developers do you have to work on templates, and other CMS-related development? For the website, none

▪ How many individuals at your institution will need to use the CMS? (end users who log

in) At this time, less than 6

▪ Can you share an established budget for this project? To not limit competitive responses ASU prefers not to disclose at this time.

http://adams.edu/ http://www.adams.edu/ http://www.adams.edu/

▪ If there are accessibility problems with the existing design, will your team fix those or do you expect the vendor to make/fix accessibility design problems? Ideally, the vendor.

▪ Do you have a list of all WP plugins being used? These should all be listed in the RFP –

Section 4.1 B

▪ How important is a support plan/option for you with the new CMS? Very important. We are wanting the service provider to host the website and basically do the basic daily maintenance usually completed by a web application developer.

▪ What is the budget for this Project? To not limit competitive responses ASU prefers not to disclose at this time.

▪ Our firm is registered in Dallas (TX). Can we deliver these services from our offshore location to leverage lower project costs? if offshore means using data centers outside of the US, for example India or Europe then my answer would be no. Our consumers are mostly in the US and specifically in the mountain region. Data center in Dallas would work just fine. If the company wants to offer co-location with hosting from data centers in the US but also in addition in other countries then the answer is maybe with an understanding at Adams' end that this might trigger the need for additional compliance work with regulations such as the EU's General Data Protection Regulation (GDPR).

▪ Please tell us about the stakeholders at your organization

a. How large is the stakeholder group? Adams State University is a four-year liberal arts higher education institution that operates with a president guided by a Board of

Trustees

b. Is there a RACI chart or steering committee set up to manage them? N/A

c. How do you envision the selected partner interacting with your stakeholders? N/A, currently the office of public relations and marketing, under one director, will work with the vendor with assistance, when needed, with computing services staff

▪ In order to give our team a sense of the complexity of your current WordPress website, please share the following:

a. Number of post types

b. Number of nodes (pieces of content)

c. Number of taxonomies

d. Number of custom user roles

e. How many staff currently add/edit content to adams.edu http://adams.edu?

http://adams.edu/ http://adams.edu/

Currently, Adams State employs one content manager for the entire website; updates are submitted via Airtable; primarily content changes – no design modifications

▪ Part of the deliverables mentions "Push for better workflow of these documents and if they can be created with digital tools or need to be a document to begin with" Can you elaborate on the existing workflow and ideal outcomes you are looking for? Currently, Adams State employs one content manager for the entire website; updates are submitted via Airtable; primarily content changes.

▪ Do you have brand guidelines? If so, when was the last time they were updated? Yes,

▪ How many sites are involved in this project -- just the main site or are there intranets, sign in portals or sub-sites to include in our proposal? It should just be the main web site

▪ Please list the integrations on the website, and categorize each integration appropriately: API integration, JavaScript snippet/embed, iFrame, or deep link to third-party site. There are a couple of RSS feeds embedded.

▪ What is the budget for this project? Knowing your budget is critical to help us right-size the project plan. To not limit competitive responses ASU prefers not to disclose at this time.

▪ Is there an incumbent vendor responding to this opportunity? No

▪ What are the pain points with your current website? Adams State would like the site off our servers and a dedicated service for daily maintenance, to take that load off current computing service staff.

▪ What is your support/maintenance process currently? How are you putting in tickets or showing you need a bug fixed with your current vendor? How would you describe the relationship with your current vendor? Not applicable as we currently do not have a vendor

▪ Are there any immediate issues for your support partner? Do you have an ongoing backlog? NA and no

▪ How many average monthly unique visits (sessions in Google Analytics) does each site in scope receive? PR should be able to get this data from Google Analytics

▪ What level of uptime SLA will each website require? Will each site require the same uptime SLA, or will this differ? (If so, please specify) The current site is HA via a Docker cluster with multiple provider Internet links so the site availability is high.

▪ Do you have any special requirements as it relates to HTTPS certificates? We currently use an automated process to provide a wildcard certificate from Letsencrypt and most sites are behind a proxy.

▪ If SSL certificates are provided at no cost to you, would these be acceptable or are you required to use an existing certificate? We currently use an automated process to provide a wildcard certificate from Letsencrypt and most sites are behind a proxy.

▪ Will you be connecting your CMS(s) to any internal systems behind firewalls? Please list internal/external integrations and how they are implemented. Possibly

▪ Will a dedicated set of IP addresses be needed for allow listing? Yes, at a subnet level.

▪ Will you need to leverage CDN geolocation data in your CMS application? ASU cannot answer at this time

▪ What measures have you put in place to enforce security on your current site? The management interface is only accessible via the local LAN or a VPN, the system is containerized, and the site is behind multiple proxies.

▪ Have you experienced anything like DDoS Attacks, unauthorized environment access, or other? Rare DDOS attempts.

▪ Are you using a Web Application Firewall (WAF)? If “yes”, please provide the name. If

“no”, will a WAF be desired to protect your websites? No and maybe depending on cost.

▪ Would you consider proposals using a Content Management System and frontend technology other than WordPress? We are open to suggestions.

▪ Does the source code need to stay in the deva.adams.edu Gitlab instance? Or could it be hosted in our private Bitbucket? We are open to suggestions.

▪ Is the "daily maintenance" mentioned in the description fully covered in section 4.1 or are there additional expectations? For the near future, they are covered in section 4.1.

http://deva.adams.edu/

▪ Will Adams State University staff be responsible for content creation and updates (after an initial migration)? Ideally, yes, our content manager will continue to be responsible for content creation and updates. We are hoping the vendor is open to providing guidance when needed.

▪ Under page 8, 4.1.B - "Maintain Adams WordPress Docker Image". Can hosting solutions such as https://kinsta.com/ be suggested as part of the hosting migration effort? Yes, Adams State is open to suggestions. It seems that you're managing Wordpress and

Plugins through Composer and Git, which is possible with Kinsta but the Docker image would be replaced by their own hosting stack. Okay

▪ In the list of Wordpress plugins listed we noticed 3 related to "Theme Blvd". Was your child theme coded from scratch to be compatible with all 3 "Theme Blvd" plugins or was it a pre-made theme already compatible with them? Possibly coded from scratch, not sure.

▪ In the list of Wordpress plugin listed, we saw "wpdirauth". Are you solely relying on

LDAP to manage your users or are you also using default Wordpress authentication?

Also using authentication; users have to undergo training to be added; Would the vendor be involved with your LDAP instance? Possibly, if that seems a sensible solution

▪ "All WordPress code is versioned and tracked on the deva.adams.edu Gitlab instance" -

Is the entire Wordpress install being versioned or just the child theme? Do you have a

CI/CD pipeline to deploy code, wordpress core, plugin updates? If so, could you give us a high level view of the steps required? Are you optimizing/compiling/minifying assets for your child theme using npm/webpack or other tools? Yes entire install is versioned. Wordpress version update is via Dockerfile. CI/CD includes CI to clone and deploy a test instance, and buid / deploy production instance consisting of separate wordpress, wordpress-admin, mariadb, nginx, and phpmyadmin containers. Wordpress

/uploads are housed on an nfs server.

▪ Have you had recent security audits for your website? No recent audits We didn't see dedicated Wordpress security plugins in the list. External security scans occur monthly via Qualys and Dorkbot. Internal scans are facilitated with Openvas.

▪ Have you had recent accessibility audits for your website? We use Siteimprove to remain compliant. Is your site legally AA compliant? Yes

▪ RFP Reference: "Updates for WordPress and plugins."

▪ Given the university's current preference for WordPress, would there be interest in exploring alternative CMS platforms that may align more closely with your https://kinsta.com/ http://deva.adams.edu/ needs for ease of maintenance, cost-effectiveness, and scalability? For example, platforms such as Drupal or Joomla offer robust security features, extensive customization options, and a potentially lower total cost of ownership over time.

Yes

▪ RFP Reference: "User training on CMS"

▪ Question: Regarding the anticipated scope of user training for the CMS, could you specify the depth and breadth of training modules you consider essential for ensuring staff proficiency? Currently our content manager is knowledgable with WordPress, if that system remains, just occasional guidance/answers to questions; if the platform changes -initial training and then continued support.

Recognizing the diversity in technological aptitude among university staff, is there a preference for the format of these training sessions, such as targeted in-person workshops for hands-on experience or flexible online tutorials that accommodate varying schedules? Adams State would be flexible, and willing to consider all available options Moreover, would there be interest in a tiered training approach that caters to basic users through to advanced administrators, possibly integrating role-specific functionalities and advanced content management strategies? Yes

▪ RFP Reference: "Security measures for the website and user data"

▪ Question: In light of the university's commitment to safeguarding its digital ecosystem, could you elucidate on the specific security standards and certifications that are deemed pivotal for the website and user data protection efforts? We are open to suggestions For instance, the adoption of frameworks such as ISO 27001, or sector-specific standards like HIPAA for health data, offers a structured approach to managing sensitive information. Additionally, are there particular encryption protocols, such as TLS for data in transit or AES for data at rest, that the university prioritizes? Adams State currently uses Workday for student and employee sensitive information; our main goal is to keep the website secure in a more general term. FERPA compliance is required, some PCI compliance considerations may be needed

▪ RFP Reference: "Manual and dynamic content migration processes"

▪ Question: Could you provide clarity on the prioritization of content types for migration, particularly regarding the handling of dynamic elements such as live feeds or interactive maps? Adams State would be open to working with the service to prioritize the migration Understanding whether there's a hierarchy or specific timeline for migrating various content types would greatly facilitate a seamless transition. Furthermore, are there anticipated technical challenges or requirements for integrating these dynamic components within the new CMS environment? Not any specific foreseeable issues

▪ Potential Question - No reference found in RFP: "Scalability and future growth considerations"

Question: Could you outline your specific scalability requirements in anticipation of future growth, particularly focusing on expected increases in content volume, user traffic, and the need for new functionalities? For the near future, we don’t see anticipate growth; we would love to see very high enrollment increases, but it is doubtful this would impact the website; students and faculty use Blackboard for instruction; any new programs would be a minimal increase, a possible extra webpage created Understanding the scale of content management, anticipated user base expansion, and potential system enhancements would be crucial. For example, are there projections for student enrollment numbers that could affect user load, or are new academic programs expected to introduce substantial new content types or interactive features? This is answered above in red

▪ Potential Question - No reference found in RFP: "Integration of third-party services and APIs"

Question: Could the university specify which third-party services or APIs are critical for integration into the CMS, focusing on how these integrations enhance the website's functionality and user experience? No plans for the website; most of the mentioned below will be performed through Workday For example, are there plans to incorporate academic databases, learning management systems, or financial aid tracking platforms? This is answered above in red

▪ Potential Question - No reference found in RFP: "Real-time content editing and preview capabilities."

Question: Regarding the CMS's real-time editing and preview functionalities, how critical are these features for the university's content creators in enhancing their workflow efficiency? We plan to continue with the current system/workflow: our onsite content manager will continue to update simple content changes including creating new pages when necessary; it is our hope the service will provide guidance or assist with questions/challenges if the content manager needs support, although we don’t anticipate this being much of a need Specifically, are there particular aspects or tools within these capabilities, such as inline editing or drag-and-drop layout adjustments, that have proven especially beneficial in existing systems? This is answered above in red

▪ RFP Reference: "Advanced search functionality within the website" Question: Could you clarify your expectations for the website's advanced search functionality, particularly in terms of which content types should be prioritized for indexing and how search results might be customized for different user groups? We would open to suggestions for prioritizing and indexing search results to aid users; For example, are there specific desires for filtering options, such as by department, content type, or publication date, that would aid users in quickly locating the most relevant information? Additionally, how does the university envision leveraging user search data to refine and improve search functionalities over time, ensuring that the search experience evolves to meet the changing needs of its community? This is answered above in red

▪ Potential Question - No reference found in RFP: "Integration with educational tools and platforms"

Question: Could you provide any specifics regarding the integration requirements with educational tools and platforms, highlighting how systems like Learning Management Systems (LMS) or Student Information Systems (SIS) should be seamlessly connected with the website? For instance, is there an expectation for single sign-on (SSO) capabilities, direct embedding of course materials, or real-time data syncing for student performance tracking?

Understanding the depth of integration—such as data exchange formats, API compatibility, or any custom functionality needs—would greatly inform the development of a cohesive ecosystem that enhances both administrative efficiency and student experience. See answer Q6.

▪ Potential Question - No reference found in RFP: "Event calendar and registration functionalities."

Question: Is there a need for functionalities like automated event reminders, integration with personal calendars (e.g., Google Calendar, Outlook), customizable registration forms, or analytics to track attendee engagement? Not at this time

▪ Potential Question - No reference found in RFP: "Feedback and user interaction mechanisms"

▪ Question: What strategies do you envision for incorporating feedback mechanisms within its website to facilitate user interaction, and are there particular tools or platforms the institution prefers for collecting and analyzing this feedback? Currently, we have no immediate plans and would be open to suggestions For instance, are embedded survey tools, interactive feedback forms, or social media integrations considered pivotal for understanding user needs and enhancing the website experience? Furthermore, how does the university plan to manage and respond to the feedback collected—is there a preferred system for categorizing and prioritizing user suggestions and concerns to ensure they contribute meaningfully to continuous website improvement?

Currently, we have no immediate plans and would be open to suggestions

▪ RFP Reference: "Emergency notification systems and integrations"

▪ Question: Could you elaborate on any specific requirements for emergency notification systems on its website, especially regarding how these systems should integrate with existing campus communication tools such as email alerts, text messaging services, and social media platforms? Adams State uses a Banner based ABM for email entire campus groups and ecampus alerts for text/email alerts; we are not planning to change this method but are open to suggestions For instance, is there an expectation for the system to feature real-time alerts, customizable message templates, or automatic escalation protocols in case of non-response?

▪ Additional Features: While the RFP provides a comprehensive outline of current requirements, it does not specifically mention the exploration of some features that are covered in our existing “Web Application Management Framework”. Given the potential of these futuristic features to transform experiences, would Adams State University be interested in reviewing the capabilities of our system? Yes, perhaps with an option to adopt or not If yes, may we include them in our proposal by adding an additional/optional section in the proposal submission? These features are:

▪ Personalized Learning Paths: Using AI to analyze student performance and preferences to create customized learning experiences. This improves engagement and outcomes by tailoring content to individual needs.

▪ Chatbots for Student Support: Deploy AI-powered chatbots to provide 24/7 support, answering FAQs about admissions, courses, and campus life, reducing wait times and improving student satisfaction.

▪ Automated Content Accessibility: Implement AI tools to automatically adjust website content to meet WCAG standards, ensuring all users have equal access and enhancing compliance.

▪ Predictive Analytics for Enrollment and Retention: Use AI to analyze data trends and predict student enrollment behavior and retention rates, aiding in resource allocation and strategic planning.

▪ Intelligent Tutoring Systems: Incorporate AI systems that provide students with real-time feedback on assignments and quizzes, offering personalized tips for improvement.

▪ AI-Driven Content Management: Utilize AI to automate the categorization, tagging, and optimization of website content, making the management process more efficient and enhancing SEO.

▪ Automated Translation Services: Employ AI to offer real-time website translation services, broadening accessibility for non-English speaking students and international audiences.

▪ Dynamic FAQ Sections: Develop a self-updating FAQ section using AI to analyze user queries and feedback, ensuring the most relevant information is always available.

▪ Predictive Maintenance for Website: Use AI to predict and preemptively address website issues before they impact users, reducing downtime and maintaining a seamless user experience. ASU cannot answer at this time

▪ Is this just for hosting and maintenance, or do you want a ‘CMS’ redesign? This RFP is just for hosting & maintenance You mention on page 10 of the RFP, C. Development - Develop a custom content management solution using flexible template files. Please explain what is required from this specific section in the RFP. Looking for input/suggestions regarding our content management solution and moving forward using same or changing

▪ Where are you currently at with ADA compliance? We use Siteimprove and are currently compliant What specific work has been completed to assess and remediate the website in the last 12 months? (For example: ADA scans, Live User Testing, and remediation work) Siteimprove scans for ADA compliance; no live user testing and remediation work

▪ Does Adams State University have a current Accessibility Statement showing WCAG 2.2 compliance? Yes

▪ Do you currently have a partner assisting you with ADA Compliance on the website? Siteimprove If that partner is SiteImprove, what services are you currently providing regarding accessibility? Do you plan to continue to use SiteImprove, and if so, do you anticipate the selected Contractor to partner with SiteImprove? We have no reason to discontinue our relationship with Siteimprove but are open to suggestions;

▪ Section 10 of the Sample Contract requires Subcontractors to obtain and maintain insurance as specified in the contract. Is it sufficient if the Contractor obtains and maintains the insurance specified in the contract and that the Contractor's insurance provides coverage for its subcontractors? We are willing to work on a solution that works for everyone

▪ On page 14 of the RFP, Section 6.11 Proposal Prices- we understand the prices to be fixed prices. How many hours per month do you estimate needing for as-needed development?

20-40 however Adams State is willing to negotiate

▪ Do you have a not-to-exceed budget for this project? Do you have an annual budget for this project? To not limit competitive responses ASU prefers not to disclose at this time.

▪ Can you provide your current disk, CPU, and/or memory usage? Production wodpress-uploads 3.8GB, production mariadb 1GB

▪ Does the expectation entail the vendor to undertake redesign and development of a website as part of this requirement? No Alternatively, is there an existing website in place that solely requires hosting and maintenance by the vendor? Yes, that is our purpose of the RFP

▪ By whom was the Adams State website developed, and who presently maintains it?

Developed by Ruffalo Noel Levitz & used a contracted freelancer; currently maintained by Adams State

▪ Is it obligatory to possess experience with higher education clients, or is experience with government clients deemed an acceptable alternative? We will consider all bids

▪ Is there a preference for the hosting provider, or are there specific compliance requirements that must be taken into account when selecting the hosting infrastructure? No

▪ In the event that a proposed resource becomes unavailable or is assigned to another project at the time of award or project commencement, are we permitted to substitute them with another resource possessing similar experience and skillset? We understand situations change and would be flexible.

▪ Could you furnish insights into the current user experience pain points or areas earmarked for improvement based on user feedback or analytics data? At this time we just want the website to be off our servers and for a service to do our backend maintenance

▪ Is the project currently funded? If so, what is the overall budget allocated for the project? The project is funded; we will develop a budget after accepting a bid

▪ Are there any tasks expected to be performed on-site by the vendor, or can all work be conducted remotely? We expect tasks will be performed remotely; but will depend on bid selected

▪ For how many hours per month do you expect the project manager to be available to work on your website project? 20-40

▪ Who will be point of contact from ASU for the purpose of the resultant contract?

Director of Public Relations and Marketing

▪ Given that the existing Adams State website operates on WordPress 6.2 and hasn't had functionality updates for approximately two years, are there any specific functionalities or features that you are considering updating or adding as part of this project? Plugins were updated within the last year; not at this time – although that could change

▪ Can you confirm if the current hosting environment, utilizing a Docker container hosted in an on-premises data center, is expected to remain unchanged? We are open to other considerations

▪ Are there any plans to migrate to a different hosting solution in the foreseeable future?

We are open to other considerations

▪ How often do you expect security updates, WordPress core, theme and plugin patches to be applied? At least once a month Would once a month be sufficient? Yes

▪ How many different user roles do you need on the system? We have an onsite content manager; our computing service team; very limited roles from other members of the campus community

▪ Some of the plugins you have listed haven’t been tested with the latest 3 major releases of WordPress. They may no longer be maintained or supported and may have compatibility issues when used with more recent versions of WordPress. Are you open to replacing those plugins with equivalent themes/plugins that are actively supported?

Yes

▪ Are there any existing integrations or third-party services that the hosting environment and WordPress setup need to be compatible with? Some, but not sure any concerns; we use livewhale, acalog, modern campus, siteimprove

▪ Do you have an annual budget defined for the hosting and maintenance? If yes, what is it? To not limit competitive responses Adams State prefers not to disclose at this time.

▪ How much did you spend on hosting and maintenance in the past year? Locally hosted

▪ How many hours of development effort are required per month? Don’t really need development; 20-40/month for maintenance and assistance if needed

▪ Do you currently use a web application firewall? Yes If not, do you need one when it is hosted on the cloud? We do not use layer 7 filtering

▪ Do you currently have an IT security policy or security standards that need to be met?

Yes. FERPA and some PCI considerations

▪ Do you currently have a Disaster Recovery policy that needs to be complied with? What is your RPO and RTO? Current policy is best effort with no formal RPO or RTO in place.

▪ How many hours of one-time and ongoing training would be needed? Anticipating 5/month

▪ Migration to Off-Site Hosting:

Could you provide specific requirements or challenges expected in migrating from on-site to off-site hosting while maintaining functionality? ASU cannot answer at this time

Are there particular off-site hosting platforms that Adams State University prefers or requires? No

▪ Long-term Relationship and Contract Term:

What specific goals does Adams State University aim to achieve in establishing a long-term relationship with the vendor? A relationship of trust to keep the website accessible and updated with current plugins and with possible input from vendor for moving the website into the future.

Are there particular benchmarks or performance indicators that Adams State expects to be met during the initial one-year term and potential one-year renewals? The hosting vendor responds quickly to inquiries and assistance with maintenance; and fulfills the obligations for the website to remain secure and compliant.

▪ Technical Proposal and Custom Requirements:

Could Adams State provide more details on any custom functionalities or features that are expected as part of the website maintenance?

Is there a specific framework or set of technologies that Adams State prefers for any custom development work on the website? ASU cannot answer at this time

▪ Hosting Environment Specifications:

Are there any specific security protocols, data privacy requirements, or compliance standards that the off-site hosting must adhere to? Yes, listed in the RFP;

principles of Universal Design and the use of the World Wide Web Consortium’s Web

Content Accessibility Guidelines (WCAG) 2.1 Level AA standards

○ What are the expected traffic volumes and scalability requirements for the hosting environment? As an institution of higher education, are traffic volume can be very high and the need for the web to work optimally on any device is always critical.

▪ Daily Maintenance Specifics:

Could you detail the daily maintenance tasks that are expected to be performed by the vendor? Keeping the website updated with latest plugins, secure, and compliant.

○ How does Adams State define and measure the quality of website maintenance?

Through feedback from users.

▪ Can we get stats on following:

• # of content types, vocabularies, roles

• # of total nodes, users, taxonomy terms, custom views ASU cannot answer at this time

▪ Migration

• Is this programmatic migration or manual migration? Who is responsible for manual migration?

• What kinds of entities does this include: content, users, files, etc?

• How many different kinds of content types?

• How many fields are in each content type?

• How many unique pieces of content are their to migrate?

• Is there any data cleanup that needs to happen before, after, or during migration?

ASU cannot answer at this time

▪ Workflows

▪ What is your ideal workflow? How many different roles would be taking part in this editorial workflow? Ideally, the vendor would track the back-end of the site, keeping it updated and compliant; possible need for guidance for our on-site content manager

▪ Are there any restrictions to users adding certain content? Is there any kind of admin approvals needed to be published? Adams State grants access to employees who made need to make minor changes to their department webpage after trainings – they are approved and limited to their ability to make content changes.

▪ How do you currently update the data in question? ASU cannot answer at this time

▪ Features Blogs - Who has access to creating blog posts? How many blogs are there? Does each member get a blog? Adams State grants access after reviewing request; in the last year the institution has been moving away from blogs

• Users Is user registration open to the public or are members added by admin staff or are there admin approval needed on user registration? Or some other workflow to add member users? Added by admin staff; yes; no

Are we dealing with any members only access to content? Ideally, the vendor will work with our content manager for content related training/issues and 1 or 2 team members of computing services for technical/backend questions/issues.

• Miscellaneous Will the site need to be bi/multi-lingual? Not currently

What are the top 3 things they like about their Best-in-Class sites? (Help us get a better, more tangible idea of the direction they want to go, and what features/tech needed to make that happen) Not sure what the meaning behind best-in-class sites

Is there any special need to maintain the site as a Docker Image? Adams State would be willing to listen to proposals regarding Docker Image changing. Usually Professional Web Hosting Server work with their own CI/CD workflow, Security and their own custom solution to manage an instance of your website. We can create a new server with their docker image but that will reduce our range of solutions and features that we can bring to the table.

What user roles and site access permissions do you need on your current site? Mostly content management, the university has one position as the main manager who trains others across departments for simple updates

Are you going to need new roles/permissions in the future? Possibly

Tell us about your custom plugins, what are they needed for, can we propose optional plugins that are updated frequently? They keep the website updated; yes the university would be open to feedback to improve the website

Do you want to continue using your current PDF repository? What is the techstack for that system? Can we propose a different solution? It is a Google Drive Directory?

Adams State would be willing to adopt a new solution; yes currently a Google Drive Directory.

What documents do you want to digitalize? Are they able to be on web forms? No documents to digitalize.

▪ What Iframe code do you want to add via GTM? ASU cannot answer at this time

Google Site Custom Search can be replaced by Search Plugins directly on Wordpress.

Is this an inmutable requirement? If a search plugin is more efficient, the institution would be open to replacement.

▪ How many pages currently exist on the Adams State University site? 2,734 pages and 1,684 posts

▪ How large in MB is the current ASU site, in total? Production WordPress – uploads

3.8GB

▪ How large in MB is the current ASU codebase (file size of source code, and file size of .git repository, separately)? Production mariadb 1GB

▪ What is ASU’s current backup strategy? Data is backed up locally and offsite to a cloud provider

▪ Where are backups stored? Data is backed up locally and offsite to a cloud provider

▪ What is ASU’s current restore strategy? How is this strategy tested? ASU cannot answer at this time

▪ How often does ASU perform updates for WordPress and WordPress plugins? About every 8-12 months How are these updates typically performed? Does this process result in downtime? No

▪ What is the total file size of assets on the ASU site? Production wodpress-uploads 3.8GB, production mariadb 1GB

▪ What % of total asset size is contained in each of these categories of file:

o Document (e.g. text, PDF, Word, spreadsheet) o Image (e.g. jpg, png) o Video (e.g. mp4, mov, mkv) o Audio (e.g. wav, mp3, flac) o Application code (e.g. .exe, .dmg, .json)

▪ What sorts of files are currently hosted on the ASU website? What purposes do these files serve? ASU cannot answer at this time

▪ In an ideal world, what kinds of files do you want to host through the ASU website? ASU cannot answer at this time

▪ How many unique visitors does the ASU website currently get per month? ASU cannot answer at this time

▪ What % of visitors are internal admins (employees) vs. enrolled ASU students vs. outside users? ASU cannot answer at this time

▪ How many different layouts currently exist in the ASU WordPress installation? ASU

▪ Regarding the ASU child theme:

▪ How complex is it in terms of functionality? ASU cannot answer at this time

▪ Is it currently mobile-friendly? ASU cannot answer at this time

▪ When is the last time it was updated, maintained, or modified? ASU cannot answer at this time

▪ What are some of the use cases that you want the ASU website to support, that are not currently supported? ASU cannot answer at this time

▪ What is the current process of modifying content in the ASU website? Can an individual do it, or do they have to go through some particular process to have content changed? Adams State departments put in a work-request through airtable and the content manager makes the updates; in the past, department reps have been trained to do simple modifications to content

▪ Who has access to modify content right now? Computing Services staff and the content manager;

▪ In the future, who do you want to have access to modify content? Remain with CS staff and the content manager and best practice would be to train department reps on simple changes to ease work-flow with CM

▪ In the future, what is your ideal vision for how website maintainers can edit content?

The same as now (see above answer) with assistance, when needed, from service who provides maintenance

▪ Describe your ideal content editor workflow. Editor/service maintains website with updates when needed; campus content manager also makes changes from airtable submission with assistance from service/editor when needed – we don’t anticipate

▪ What content views do you want to develop that you don’t already have in the website? Not sure, none in mind currently

▪ When it comes to managing content in the CMS, what roles do you envision granting users? Not planning to change current system, believe it was answered above What permissions should each role have? Believe answered above, our content manager will be responsible for updating content with occasional assistance from service;

possible other users with very limited access Can you give examples of user personas who would have access to each of these roles?

▪ How accessible is the website in its current state, in terms of WCAG 2.2? It is ADA compliant

▪ Where is the current website physically hosted? On Adams State servers

▪ What are the hardware specs for the server currently hosting the ASU website? ASU

▪ Regarding off-campus hosting, is cloud hosting an acceptable option? We are open to suggestions

▪ Regarding cloud hosting, are each these options for commercial cloud hosts acceptable to the ASU team: We are open to suggestions from service o Amazon Web Services (AWS) o Google Cloud Platform (GCP) o Microsoft Azure o DigitalOcean

▪ Regarding PDF uploads to Google Drive, what are your accessibility requirements?

Adams State avoids use of PDFs on website How are you enforcing these requirements right now? Yes

▪ How do you make these PDFs accessible to users? Adams State avoids use of PDFs on website

▪ What specifically are you looking for in terms of ensuring forms are fillable when needed? Accessible and user friendly

▪ What workflows do you envision in the future for creating documents with digital tools, or avoiding document creation altogether? This would be a future discussion between service and Adams State