ATTACHMENT H- COMMONWEALTH RESPONSE TO SECOND SET OF VENDORS QUESTIONS RFP 758 2600000258.xlsx
XLSX spreadsheet 21 KB Posted
- Attached to
- DPA WEBSITE AND TRUMPET DESIGN AND CONFIGURATION
- Solicitation number
- RFP 758 2600000258 7
- Issued by
- Elliott County, Kentucky
About this file
This is a Commonwealth Response to Vendor Questions document for RFP 758 2600000258, issued by the Kentucky Department of Public Advocacy (DPA) regarding website and Trumpet design and configuration services. The project requires the redesign and modernization of the DPA's external website and internal Trumpet learning platform, which currently suffer from disorganized content architecture, poor search functionality, minimal customization capabilities, and inadequate mobile optimization. The scope includes migrating approximately 19,664 pages and 20,000-30,000 files (primarily PDFs, Word documents, PowerPoints, and video links) from the existing Trumpet platform to a new solution. The vendor must implement features including an interactive Kentucky office map, contact messaging system, social media integration, Google Analytics, language translation capabilities (with Spanish prioritized), and Active Directory authentication integration. The contract term is one year for initial implementation, with post-launch maintenance and support expected to be included within that first year. The current Trumpet host will discontinue the platform in May 2026, creating urgency for migration. No specific go-live date has been mandated, and no in-person meetings are required; all technical support and updates may be delivered remotely.
The Commonwealth has not disclosed budget information for this project and will not share an estimated or anticipated budget range. Vendors must propose solutions compliant with Section 4.1 of the RFP and are responsible for providing all hosting costs, whether through a COT-managed cloud tenant or alternative FedRamp or HiTrust-certified cloud platforms. All state data must remain within the continental United States; offshore development is permitted only if state data and access are restricted to continental U.S. locations. The platform must comply with WCAG 2.2 AA accessibility guidelines and the CIO-126 Artificial Intelligence Policy. The DPA will provide existing branding materials, including logos, style guides, and thousands of photographs. References from both public and private sector clients are acceptable. Evaluation criteria and scoring methodology are detailed in Section 7 of the RFP, and proposals must include technical and cost solutions along with required transmittal letters and supporting documentation as outlined in the Proposal Submission Checklist.
View the file
Other files
Show all 19
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1
| RFP 758 2600000258 |
| DPA WEBSITE AND TRUMPET DESIGN AND CONFIGURATION |
| Question # | RFB Section / Requirement Number | Document | Document Page Number | Vendor Questions | Commonwealth Response |
| 1 | Section 2.1 | RFB | 5 | DPA mentions a goal for the site to be "visible to AI functions." Beyond standard SEO, are there specific AI platforms (e.g., ChatGPT, Perplexity) where the DPA currently feels its content is underrepresented or inaccurately summarized? | We are not aware of issues with any AI platforms. |
| 2 | Section 2.2 | RFB | 5 | The RFP states that the current Trumpet site is "barebones" and lacks customization. Can the DPA elaborate on specific navigation or layout "pain points" that staff have identified as the biggest barriers to finding training materials? | 1. Content was transferred from the previous platform to this current platform completely jumbled and disorganized. |
2.Some content is still multiple layers deep and heavily disorganized.
3. Multiple layers and clicks to get to something that should be faster to access.
4. Almost no customization abilities, so the site looks very dated.
5. Search function does not work well either--it searches all of MyGideon, not just the Kentucky (Trumpet) portion, and it's hard to locate something you know exists.
3 Section 2.1 & 2.2 RFB 5 The RFP mentions that while the site was modernized in 2024, it still lacks specialized design for mobile optimization, accessibility, and intuitive navigation. Specifically, what are the top 3-5 "pain points" regarding the current visual layout or information architecture that this project must resolve? 1. Content was transferred from the previous platform to this current platform completely jumbled and disorganized.
2.Some content is still multiple layers deep and heavily disorganized.
3. Multiple layers and clicks to get to something that should be faster to access.
4. Almost no customization abilities, so the site looks very dated.
5. Search function does not work well either--it searches all of MyGideon, not just the Kentucky (Trumpet) portion, and it's hard to locate something you know exists.
| 4 | Section 3.1.A.1.a | RFB | 6 | The RFP mentions "WordPress or other platform." Does the Commonwealth have a preferred alternative to WordPress? | Any proposed platform must meet the requirements of the RFP. DPA is not committed to WordPress. |
| 5 | Section 3.1.A.1.i | RFB | 6 | For the proposed interactive map, does the DPA have a preferred mapping API (e.g., Google Maps, Mapbox) or a requirement to use a specific GIS data source managed by the Commonwealth? | No preference or requirement. Vendors are to propose their best solution. |
| 6 | Section 3.1.A.2.g | RFB | 7 | The RFP requires "language translation options." Does the DPA prefer a specific automated tool (e.g., Google Translate) or are there high-priority languages that require human-vetted, static translations? | No preference on tool used and no languages that require human-vetted, static translations. After English, Spanish is the most common language used by clients. An automated Spanish translation would suffice for our interests. |
| 7 | Section 3.1.A.2.l | RFB | 7 | Regarding "ongoing support and maintenance," does the DPA require a specific response time SLA (e.g., 2-hour response for critical bugs) or a set number of support hours per month? | See section 3.1 A.2.l. Vendors are to propose their best solution. |
| 8 | Section 3.1.B.2.a | RFB | 8 | For the Trumpet data migration, what is the approximate volume of data (number of pages, files, and total GB) and the current database format of the NAPD learning platform? | 19,664 pages on the Trumpet. About 20,000-30,000 files. Most are PDFs, others include Word docs, PowerPoints, Vimeo links, and older videos are embedded. Exact number of files per type and size is impossible to determine; the Trumpet is a subsite of NAPD (WordPress-based), and we cannot see those settings. Nothing is to be excluded during transfer. |
| 9 | Section 3.1.A.1 / 3.1.A.2 | RFB | 6,7 | The RFP lists several required features like an interactive KY office map, a "Contact Us" messaging system, social media feeds, and Google Analytics. Are there any other required integrations with Commonwealth-specific databases, CRM systems, or legal case management software that should be factored into this redesign? | No |
| 10 | Section 3.1.B & 3.1.C | RFB | 7,8 | Are there specific internal workflows—such as a review/approval process for uploading new motions to the bank, or automated notifications to staff when new training materials are published—that the vendor must configure for the Trumpet redesign? | No internal workflows. Vendors are to propose their best solution. |
| 11 | Section 3.1.B & 3.1.C | RFB | 7,8 | As an internal site requiring login, are there specific internal workflows—such as a review/approval process for uploading new motions to the bank, or automated notifications to staff when new training materials are published—that the vendor must configure? | No internal workflows. Vendors are to propose their best solution. |
| 12 | Section 3.1.B.3 / 3.1.C.2 | RFB | 8,9 | Beyond the mandatory integration with Active Directory (AD) for authentication, are there other specific internal systems or third-party learning platforms (other than the existing NAPD site) that the "Trumpet" subsite must integrate with to pull or push training data? | No |
| 13 | Section 4.1 | RFB | 15 | For the COT managed cloud tenant preference, should the vendor include the monthly consumption/hosting costs in the Attachment B - Cost Proposal, or will the DPA handle those costs directly as an agency expense? | Please propose your best solution and the cost to the using agency (DPA). The vendors shall provide the cost as they host the solution with their preferred cloud vendor, whether it is COT managed cloud tenant or another FedRamp or HiTrust cloud platform. |
| 14 | Section 4.1 | RFB | 15 | If the vendor proposes a COT-managed cloud tenant, will the Commonwealth provide the hosting environment at no cost to the vendor, or should those infrastructure costs be included in the Cost Proposal? | Please propose your best solution and the cost to the using agency (DPA). The vendors shall provide the cost as they host the solution with their preferred cloud vendor, whether it is COT managed cloud tenant or another FedRamp or HiTrust cloud platform. |
| 15 | Section 5.7 | RFB | 28 | Will the Commonwealth allow technical "trade secrets" regarding proprietary AI implementation or methodologies to be labeled as proprietary, given they fall outside the specific categories listed in Section 5.7? | Yes |
| 16 | Section 6.9 | RFB | 35 | Does the DPA have an established "not-to-exceed" budget range for the initial implementation phase versus the annual recurring support costs? | This information will not be shared. |
| 17 | Section 9.2 & Section 6.8.D/E | RFB | 38, 34-35 | The initial contract term is for one (1) year. Does the Commonwealth have a target "Go-Live" date for both the external site and the internal "Trumpet" subsite? Additionally, should the one-year initial term cover only the design and launch phases, or is it expected to include a period of post-launch maintenance and support within that first year? | No mandated go-live window, however, the current host of the Trumpet recently informed us that they will discontinue the platform in May 2026. We are seeking an extension currently. Once the platform is launched, post-launch maintenance is expected and should be included. |
| 18 | Section 10.31 | RFB | 48 | Can the Commonwealth provide the full text of CIO-126 Artificial Intelligence Policy to ensure our proposed solution meets all required written disclosure and data query standards? | CIO-126 |
https://technology.ky.gov/policies-and-procedures/PoliciesProcedures/CIO-126%20Artificial%20Intelligence%20Policy.pdf
| 19 | Setion 3.1 | Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration | Does DPA have an existing brand style guide, approved color palette, typography standards, or logo usage guidelines, or is the vendor expected to develop these? | We have a logo (and several versions of it), a style guide, and thousands of photos. | |
| 20 | Section 3.2 | Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration | For the clickable county map on the "Find Offices" page, are there specific UX expectations (hover states, mobile behavior, accessibility requirements), and should it pull real-time office data or be manually maintained? | The external site must fully comply with the WCAG 2.2 AA guidelines. There are no specific expectations, vendors are to propose their best solution. Vendors can choose to pull real-time office data or to have it manually maintained. | |
| 21 | Section 3.1 Point B | Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration | Beyond the homepage, approximately how many unique page templates are anticipated for the external site and Trumpet? Are wireframes and/or high-fidelity mockups expected as formal deliverables? | There are currently 86 pages, with 10 different styles of page. Flexibility is needed. Wireframes are not required but would be acceptable for deliverables. Vendors are to propose their best solution. | |
| 22 | Section 3.1 Point B | Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration | What level of dashboard customization is expected for Trumpet and can users rearrange widgets, or is personalization limited to role-based content visibility? | Vendors are to propose their best solution for the dashboard customization, pesonalization, and rearranging of widgets. | |
| 23 | Section 3.1 | Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration | How many rounds of design revision are anticipated, and who are the key stakeholders for design approval? | There are no set number of rounds. We anticipate giving plenty of feedback and having open communication to reduce the number of back-and-forth meetings. Design approval is centrally coordinated within DPA's Education Division, with final oversight and approval from agency leadership. | |
| 24 | Section 3.1 | Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration | Does DPA have existing photography or should we anticipate sourcing/recommending stock imagery? | We have a logo (and several versions of it), a style guide, and thousands of photos. Stock photos, if used, may need to be purchased. | |
| 25 | Is a specific business license or business registration required to perform work under this RFP ? If so, may the selected vendor obtain and provide the required license and business registration after contract award, or must it be submitted as part of the proposal? | Refer to Section 6.7 C. and D. which are required before a contract can be awarded. | |||
| 26 | Is the selected vendor permitted to engage personnel located outside the United States (e.g., in India) to fulfill the project requirements of WEBSITE AND TRUMPET DESIGN AND CONFIGURATION? | No. All state data must remain within the continental US. Offshore development is at the discretion of the agency as long as state data and access is restricted to the continental US. See Section 4.7 of the RFP. | |||
| 27 | Are there any requirements for in-person meetings either before or after the contract is awarded? If so, how frequently are these meetings expected to occur, and would it be acceptable to conduct some or all of these meetings virtually? | No requirement for in-person meetings. | |||
| 28 | Could you please clarify whether the required ongoing technical support, maintenance, and updates can be provided remotely, or if onsite support is mandatory under this contract? | Onsite support is not mandatory. Remote technical support, maintenance and updates are acceptable. | |||
| 29 | Are there any preferred CMS platforms or hosting providers for Website Development ? | No, the vendor must comply with Section 4.1 of the RFP and propose their best solution. | |||
| 30 | Are we permitted to provide references from the commercial or private sector? | Yes | |||
| 31 | Is there an estimated or anticipated budget for this RFP? | This information will not be shared. | |||
| 32 | What evaluation criteria and scoring methodology will be used to assess the proposals? | Refer to Section 7 Proposal Evaluation for the evaluation criteria and scoring methodology. | |||
| 33 | PROPOSAL SUBMISSION CHECKLIST | Addendum Four Attachment A RFP 758 2600000258 DPA Website and Trumpet Design and Configuration (i.e., the Revised RFP) | 3 | Are the only required documents for the RFP submission deadline the PROPOSED TECHNICAL SOLUTION and the PROPOSED COST SOLUTION (i.e., we will only need to submit the remaining items including the Transmittal Letter and other forms prior to award)? | Refer to the Proposal Submission Checklist, Section 6.6 Format of Response, Section 6.7 Technical Proposal Content (which includes the Transmittal Letter and other forms) , Section 6.8 Proposed Solution Content, and Section 6.9 Cost Proposal Content for Submission requirements. |
| 34 | Section 3 - Scope of Work: 3.1 Scope of Work/Technical Requirements |
A. Main Website; 4. Miscellaneous, Item a.;
B. Trumpet Internal Site; 2. Data Migration, Item a. Revised RFP (same as above) 6 and 7 Would you be open to a vendor providing content rationalization services to evaluate existing page, document, and video content to determine whether it should be migrated to either of the new websites (i.e., Main Website or the Trumpet Internal Site)? A vendor providing content rationalization services is acceptable. Nothing is to be excluded during transfer .
&"-,Bold"Attachment H Commonwealth Response to Second Set of Vendor Questions
&P of &N https://technology.ky.gov/policies-and-procedures/PoliciesProcedures/CIO-126%20Artificial%20Intelligence%20Policy.pdf Sheet2
Sheet3
File details come from the government source that posted it. Updated .