ATTM 011.pdf

ATTACHMENT 011 SUMMARY OF QUESTIONS AND RESPONSES

Quest.

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RFP Language Question SCDHHS Response

1 29 (C) Total cost to SCDHHS of your proposed solution as identified in the price-business proposal.

We request that SCDHHS provide vendors with a budget range or not to exceed price for this project. We believe that the current details provided about the scope of work will lead to a significant variance in budget prices from vendors due to an inconsistent understanding of the work that needs to be performed. We believe providing a budget range will give vendors an equal and fair opportunity to compete on this contract.

SCDHHS will not provide a budget for this solicitation.

2 1 - SUBMIT OFFER BY

(Opening Date/Time):

06/13/2022 11:00 AM

EST (See "Deadline For Submission Of Offer" provision)

We request that SCDHHS provide at least two weeks between answers to questions and the solicitation due date to give vendors ample time to provide the best offer to the state.

Please refer to Cover Page for revised SUBMIT OFFER BY date.

3 19 3.3 SCDHHS’ current site was last redesigned in 2011 and currently exists on the Drupal 7 web content management system framework.

1) Can SCDHHS confirm what sites (URLs/websites) are included in the scope of this contract?

2) Are there microsites or subsites that need to be included?

1) www.scdhhs.gov

2) Microsites and Subsites must be evaluated in the audit/study and may be http://www.scdhhs.gov/

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RFP Language Question SCDHHS Response included for migration to the website.

4 19 3.3 SCDHHS is exploring using Tome (https://tome.fyi/) for static Drupal site generation to enhance the high availability and fault tolerance of the site.

1) Can SCDHHS provide more detail about why it is exploring a static site generation?

2) Can you provide more details about your current hosting/performance of the site?

3) Would SCDHHS consider alternatives to static site generation, such as a third-party caching service?

4) Is SCDHHS open to proposals that include cloud hosting?

1) SCDHHS is exploring a static site generation only for fault tolerance.

2) SCDHHS currently uses the load balanced servers at Clemson University Data Center.

3) SCDHHS will consider alternatives to static site generation.

4) No, SCDHHS will not consider cloud hosting.

Hosting will continue with the Clemson University Data Center.

5 20 3.4 Contractor Expectations 1) Will you provide a dedicated project management counterpart on the SCDHHS team that our project manager will have direct access to?

2) If so, who will this be?

1) Yes, SCDHHS will provide a Project Manager who will work closely with the Contractor’s Project Manager.

https://tome.fyi/

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RFP Language Question SCDHHS Response

3) Following on the above question, who will be responsible for coordinating and prioritizing stakeholder feedback?

2) The Project Manager will be identified after award.

3) This will be a joint effort between SCDHHS Project Manager and Contractor’s Project Manager.

6 20 3.4 Contractor Expectations How many people on your team will be involved with creative approvals/feedback and what are their roles?

The number of SCDHHS’s team members which will be involved with creative approvals/feedback and their respective roles will be identified after award.

7 20 3.4 The site should be intuitive and easy to navigate.

Can SCDHHS provide a few examples of the top tasks your target audiences would complete on the new website?

Examples include but are not limited to:

1) Apply for Medicaid benefits.

2) Find a Provider Manual for physicians.

3) Finding long-term care services and providers.

4) Locate data on Medicaid Programs.

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RFP Language Question SCDHHS Response

8 20 3.4 Purging of outdated information and introduction of data retention policy

1) What are your expectations for the contractor’s involvement in creation of this “data retention policy?”

2) Does SCDHHS maintain and content governance process now?

3) Can you provide details about this process?

4) Who is involved in content creation at SCDHHS now?

1) No involvement is expected from Contractor in the creation of data retention policy.

2) Yes.

3) This information will be provided after award.

4) SCDHHS’s web team, program staff and legal department.

9 20 3.4 Security o The site must meet or exceed industry standards for security and penetrability o The site must meet or exceed security requirements put in place by SCDHHS and the State of South Carolina

1) Can SCDHHS define what it means by “industry standards for security and penetrability.” What requirements or industry standards should contractors meet?

2) What are SCDHHS’ and the State of South Carolina’s security requirements?

1) See DIS200 standards at the SC Department of Administration website:

https://admin.sc.gov/technol ogy/policies_procedures

2) Same as response to 1) above.

10 20 3.4 Design elements of the new website must be clean and appealing

Can you provide examples of sites that exemplify the functionality and complexity you are expecting?

SCDHHS does not have examples of specific sites.

Please refer back to Provision 3.4.

https://admin.sc.gov/technology/policies_procedures

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11 20 3.4 SCDHHS will maintain the website

1) Can SCDHHS provide more information about the team that will maintain the website?

2) Do you have expectations that vendors would provide training/onboarding to this team?

3) How many people are on this team and what is their current maintenance experience?

4) Does this team have Drupal experience?

1) SCDHHS will provide a full-time web staff and content administrator.

2) Yes.

3) There are currently three

(3) full-time web staff and two (2) maintenance positions with varying levels of experience.

4) Yes.

12 20 3.4 SCDHHS web staff to easily update and maintain the website

1) Can SCDHHS define what it means by “easily update and maintain the website”?

2) Can you provide a specific example of what this would include?

1) Use the standard content editor in Drupal.

2) An example would be including a WYSIWYG editor.

13 20 3.4 The site must be able to deliver metrics and analytics that allow SCDHHS to measure effectiveness, including but not limited to pages per visit, total website

1) We recommend third-party services for analytics for websites.

Would this be acceptable to

SCDHHS?

1) SCDHHS will consider third-party services for analytics.

2) Google analytics and Matomo is currently installed and running on the website.

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RFP Language Question SCDHHS Response visits, total unique visitors, bounce rate, time spent on site, downloads, click rates

2) What type of analytics software is installed and currently running on the website?

14 20 3.5 Specifications Can SCDHHS provide more information and detail about the website requirements beyond what is included in the RFP?

No, the RFP includes the website requirements.

15 20 3.5 Specifications May we see a list of your existing site’s modules and views?

A list of the existing site’s modules and views will be made available post award.

16 20 3.5 Specifications 1) Are there any requirements for an authenticated experience?

2) Do you expect your site to have user registration?

3) What are the top actions a member will be able to do once registered to your site?

1) This solicitation does not require authentication.

2) SCDHHS does not expect the site to have user registration.

3) N/A; members are not registering to the site.

17 20 3.5 Specifications 1) Are there any third-party integrations (email, forms, registration systems) with the website?

1) Yes, SCDHHS uses govDelivery as an email delivery platform.

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2) If so, please list your current integrations and your expectations for the new site.

2) govDelivery and currently there are no expectations for additional integrations.

18 20 3.5 Specifications 1) Are there any maps on the current website?

2) If so, can you provide URLs and any expectations for mapping features on the new site?

1) There are no maps n the current website.

2) Although there are no maps in the current website, SCDHHS is open to the future possibility of this functionality.

19 20 3.5 Specifications 1 ) What is the current content workflow on your existing website?

2 ) What are your expectations for content workflow on the new website?

3) For example, does content need to pass through a draft, review, and published process?

1) Content workflow:

• Drafted by program area staff.

• Reviewed by

Communications/oth ers.

• Posted by Webmaster.

2) SCDHHS expectation for content workflow is same as above.

3) Yes, but this work usually exists outside of the website.

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RFP Language Question SCDHHS Response

20 20 3.5 Specifications 1) Do you have requirements for roles and permissions?

2 ) What type of granular permissions may be required for the sites?

1) SCDHHS has two (2) administrators, three (3) editors and an anonymous user role.

2. Administrative, editorial and read only permissions will be required.

21 20 3.5 Specifications 1) How many content editors, administrators or technical engineers do you have involved in the site?

2) Should roles and permissions be established to support these roles in the new website?

1) SCDHHS has three (3) editors and one (1) administrator/technical engineer.

2) Yes.

22 20 3.5 Specifications 1) Approximately how many content types are in your current Drupal website?

2) What are your expectations for the new website?

3) Do you expect to remove, migrate or archive these content types?

1) SCDHHS has twelve (12) content types in the current Drupal website.

2) SCDHHS’s expectation is that content types will remain similar.

3) Some of the content types will be removed, migrated, and/or archived.

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23 20 3.5 Specifications 1) What content strategy activities have you performed in preparation for this project (ex. content audit, content quality review, taxonomy updates, voice and tone guide, etc.)?

2) Do you have a content inventory?

1) SCDHHS regularly reviews content and addresses issues as they are identified.

SCDHHS has an existing style guide.

2) No, SCDHHS does not have a content inventory.

24 20 3.5 Specifications 1) How many page types are on the current website?

2) How many views are on the current website?

3) What is your expectation for the new site?

1) Please refer to response to Question #22.

2) There are approximately thirty (30) views on the current website; some used more than others.

3) The expectation is that the views remain the same or increase.

25 20 3.5 Specifications 1) Are there any other major features on the current website that need to be on the new website?

2) Can you provide a list? (i.e.

calendar, content types, news/events, blog, etc)

Please refer to response to Question #14.

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26 20 3.5 Specifications 1) Can SCDHHS describe your expectations for the look and feel of the new website?

2) Is there a state- or SCDHHS-specific design system that vendors are required to adhere to?

3) What brand/design standards are in place?

4) Can these be shared with vendors?

1) Please refer to response to Question #14 and Provisions

3.4 and 3.5.

2) No, there is not a specific design system vendors are required to adhere to.

3) SCDHHS has a basic style guide for colors/fonts/logos.

SCDHHS intends to retain its current logo and branding usage and associated style guidelines.

4) The basic style guide for colors/fonts/logos will be made available after award.

27 21 3.6 Proposed Post-Award Project Timeline

Will SCDHHS consider alternative timelines from vendors?

Yes, SCDHHS will consider alternative timelines.

28 31 3.6 Phase II (2-4 Months):

• Establish meetings with program areas/project manager to develop timeline.

• Gather content.

• Publish content.

• Purge content.

1) Can SCDHHS provide more details about what the contractor is expected to support during this time period?

2) What does SCDHHS mean by “gather content”, “publish content,” and “purge content?”

1) The Contractor is expected to assist with new scheme and provide support.

2) Please refer to Provision

3.6 as revised.

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3) What is the contractor's role during this phase?

3) The Contractor’s role during Phase II is to serve as a consultant on site functionality/limits, load content, provide recommendations on layout/design and provide support.

29 31 3.6 Establish meetings with program areas/project manager to develop timeline.

1) Can SCDHHS describe what the contractor’s role is during this process?

2) Who is establishing and holding these meetings?

1) See response to Question #28.

2) Establishing and holding meetings will be a joint effort between SCDHHS Project Manager and Contractor’s Project Manager.

30 31 3.6 Phase II (2-4 Months):

• Establish meetings with program areas/project manager to develop timeline.

• Gather content.

• Publish content.

• Purge content.

1) What are SCDHHS’s expectations around content migration?

2) Who will perform the migration?

3) Do you expect an automated or manual process?

1) Much of the existing content will evaluated to be migrated. The amount of migration will be based on the Contractor’s recommendations.

2) SCDHHS team.

3) SCDHHS expects the migration will be a combination of both

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RFP Language Question SCDHHS Response automated and manual process.

31 N/A 3.5 [General] Is this planned as a migration as all content needs to be transferred over, or will this redesign change site structure and architecture?

The website will be redesigned. Content will be evaluated for migration into the new design.

32 19 3.3 SCDHHS is exploring using Tome (https://tome.fyi/) for static Drupal site generation to enhance the high availability and fault tolerance of the site.

Are you open to exploring similar options to Tome for developing headless sites?

Yes, SCDHHS is open to exploring similar options to Tome for developing headless sites.

33 20 3.5 1. The Contractor shall provide website design, development, programming, and implementation of a Drupal version 9 theme.

If a headless route is explored it is to say this condition will be Null besides the administrator’s theme, as a headless website will be built outside of Drupal, correct?

SCDHHS prefers a frontend that is done with Drupal;

however, hybrid decoupled website options will be considered.

34 19 3.4 The outcome of this audit should include a well-developed plan to strategically address the following key elements:

• Accessibility/Ease of Use

Are there any preferred third party vendors for accessibility testing?

SCDHHS does not have a preferred third-party vendor for accessibility testing at this time.

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35 N/A N/A N/A 1) Is there to be any user logins/portals and user functionality inside the website?

2) Such as user accounts, applicant statuses, etc. ?

1) User login is not required by those accessing the website. Portals are not within the scope of this project.

2) No.

36 N/A N/A N/A Are out of state applicants encouraged or able to bid on this project?

Vendors/Offerors from out of State may submit an Offer.

37 Whether companies from Outside USA can apply for this?

(like,from India or Canada)

No. Please refer to Provision 7.41.

38 Whether we need to come over there for meetings?

Through the course of the Contract, Contractor may be required to physically attend meetings.

39 Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

No. Please see response to Question 37.

40 Can we submit the proposals via email?

No. Proposals submitted via email will be rejected.

Please refer to Provision 2.27 and 2.34

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RFP Language Question SCDHHS Response

Additional questions below. Print in Red is SCDHHS Response.

41 RFP Language: The Contractor will provide creative, digital, and website development services to design, develop, and implement an interactive, data-driven research website and a content management system that allows agency employees to update website data and content.

1) What’s your definition of interactive?

SCDHHS defines interactive, but not limited to, as allowing a two-way flow of information between a computer and a computer-user; responding to a user's input; providing contextual info to and from user;

and providing accurate search results.

2) How much interactivity are you looking for?

SCDHHS is not looking for chat-bots or games. This is not an e-commerce site. Very limited interactivity is expected. Interaction should be limited to user searching for information and having results returned.

3) Do you have existing “data-driven research”?

No. Data will come from user experience audit/study to inform site design.

4) Will we have access to any and all of your data relevant to users, visitors, hosting, uptime, servers, marketing, conversion rates, etc.?

The Contractor will have access to all relevant information required to fulfill the obligations under the Contract.

5) Will any Content Management System (CMS) work so long as it meets your requirement for employees to be able to update?

No. Drupal is the required Content Management System.

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6) A simple crawl of your website identified approx. 10k URLs. How many different page types/templates are you expecting that we’ll need to design/develop?

Please refer to Provision 3.4. There are an estimated 12 page types/templates to be designed/developed.

42 RFP Language: All services provided must support the overall customer service efforts of SCDHHS, targeting specific agency customers and providing an intuitive user interface.

1) Can you provide more insight to what your customer service efforts are?

Please refer to Provision 3.5. Agency customers accessing the website must be easily directed to the proper location they are seeking. The website is not intended to be like a service desk or determine Medicaid eligibility.

2) What specific agency customers are you targeting?

Please refer to Provision 3.5(9).

3) Who else are you targeting?

Please refer to Provision 3.5(9).

4) For the User Interface (UI) specifically, do you have any existing brand-related requirements that we have to follow?

SCDHHS has a basic style guide for colors/fonts/logos. SCDHHS intends to retain its current logo and branding usage and associated style guidelines.

5) If so, on number 11, are you open to changes being made in your branding elements?

SCDHHS is not looking to redesign the logos or branding.

43 RFP Language: The website will be hosted in Clemson University’s existing data center.

1) Can you provide an exact breakdown of their data center’s setup, capabilities, specifications, etc.?

SCDHHS will provide relevant information to Contractor after award.

2) If you can’t provide that now, could you provide that post-award of the contract?

Yes.

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44 RFP Language: This is a one (1) year contract with no options to renew.

1. Does this simply imply that the website design/develop should not take more than one year? Or are you implying that there is some support attached to this for the entire duration?

The Scope of Work is to be completed within the one-year term of the contract. Support is not needed following completion of the Scope of Work.

45 RFP Language: 2.28 TAX CREDIT FOR SUBCONTRACTING WITH DISADVANTAGED SMALL BUSINESSES (JAN 2008)

1. Does a Veteran-owned business fall within this statute?

Please refer to the following link: https://osmba.sc.gov/

46 RFP Language: SCDHHS is South Carolina’s primary health policy finance agency, and the single state agency administering Medicaid, Children’s Health Insurance Program (CHIP), and the Individuals with Disabilities Education Act (IDEA), Part C program.

1. Is your organization required to follow HIPAA requirements?

Yes, please refer to Provision 7.51 of the RFP. For this project, PHI and PII are not and will not be displayed on the public website.

2. Is your organization required to follow PCA compliance?

Yes, however, payments are not collected nor will payments be collected on the public website.

3. Are there any other regulatory requirements that your website must adhere to?

Yes, refer to Provision 7.61 for all applicable laws and regulations.

47 RFP Language: SCDHHS’ primary customer is the 1.3 million beneficiaries that receive either full or limited health coverage through the Medicaid State Plan, CHIP, waivers, or a number of state programs that supplement the agency’s primary programs. The provider community is a valued stakeholder, as they form the network that makes services available to the agency’s primary customers. Various Medicaid programs are also articulated through a https://osmba.sc.gov/

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RFP Language Question SCDHHS Response myriad of state agencies, which are funded by the General Assembly, and fall under the auspices and oversight of the Governor and various boards and commissions of the state.

1. Do you have any data-sharing agreements with any of these organizations?

Data sharing is not part of this Scope of Work.

2. Will the vendor be required to design/develop/document any APIs or webhooks for integrating with these external organizations?

N/A

48 RFP Language: These services will include website design as well as the recommendation, implementation, and execution of methods to reach target audiences through digital media. All services provided must support the overall marketing efforts of SCDHHS with consideration of both specific internal and external audiences.

1. Who are you currently targeting “through digital media”?

Please see response to question 42.

2. What types of digital media are you using currently? Are you open to other avenues?

SCDHHS uses websites, social media, targeted email distributions and newsletters. SCDHHS is open to other avenues.

3. Who, specifically, are your internal audiences?

SCDHHS employees.

4. Who, specifically, are your external audiences?

Please see response to question 42.

49 RFP Language: The Contractor shall work with SCDHHS staff to discuss the plan, format, analytics, current site architecture and current look/feel to make recommendations for i3.1mprovement. The Contractor shall provide a project timeline with milestones/deliverables. SCDHHS shall approve this timeline and milestones/desirables with the final plan and schedule. There are roughly 150 concurrent users every 30 minutes on the website during a workday. To date, the most visitors in one day is around 23,000. The site averages 20,000 visitors a day. SCDHHS will continue to maintain its current site during the development phase.

1. Does your team currently understand branding, marketing, UI/UX design principles, color theory, etc.?

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RFP Language Question SCDHHS Response

2. Will we be expected to educate them in any areas not understood to better facilitate communication and understanding?

No.

3. We require sign-off for each milestone for our clients. Will your organization be authorized to sign-off that each milestone has been completed?

Yes.

4. Concurrent users & visitors. What is the breakdown between logged in users vs. public facing visitors?

Two (2) logged in administrative users vs. 150 (on average) public visitors at any given time.

50 RFP Language: SCDHHS is hosting the site, and it utilizes a LAMP (Linux, Apache, MySQL, and PHP) environment.

SCDHHS will also host the development environment used for site design and testing. SCDHHS utilizes the open-source content management system Drupal, (currently version 7 with the expectation of migrating to version 9) for the back end of the website. SCDHHS will not otherwise procure additional content management software.

SCDHHS is exploring using Tome (https://tome.fyi/) for static Drupal site generation to enhance the high availability and fault tolerance of the site. Any other static site generation tools the Contractor suggests will be evaluated based on ease of use. SCDHHS prefers that all valuable content, as determined and conveyed by SCDHHS, on the redesigned website be three (3) clicks or fewer from the homepage. SCDHHS intends to retain its current logo and branding usage and associated style guidelines.

1. For the development environment, will there be any types of security restrictions for accessing the site?

Yes, the Contractor will have access to the network through Virtual Desktop Infrastructure (VDI) Credentials.

2. Above, it states that you will not “procure additional content management software.” Does that mean that you’re open to using other open-source CMS software?

No. SCDHHS is using Drupal.

3. Based on your mention of Tome, it sounds like you might need guidance in advanced caching options. Is that something you’re be interested in discussing?

SCDHHS will consider all proposals. Please see response to questions 32-33.

4. Are you specifically looking for static site generation tools? Or are you simply looking for the pages to load faster?

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RFP Language Question SCDHHS Response

SCDHHS is looking for higher fault tolerance. SCDHHS will consider all proposals without that functionality.

5. 3 clicks or less. Have you currently factored in your website’s size?

Yes.

6. You currently have over 4500 pages, and over 2900 PDFs. Are you open to a site structure redesign?

51 RFP Language: Prior to the redesign, SCDHHS is requesting the selected Contractor complete an audit/study of the user experience from the viewpoint of the stakeholder groups identified above.

1. How much time have you allotted for this audit?

Based on Provision 3.6, the audit/study is to be performed during Phase I. Contractor is to propose their timeline.

2. Part of an audit is with the utilization of tools that capture users while using the website. Will we be able to utilize these?

Yes.

3. If so, do you have any restrictions/limitations on how we capture/use/manage that data internally?

The use of the tools mentioned in question #2 above are to be used ONLY for the purposes to meet the requirements of the Scope of Work.

52 RFP Language: Organization o Improved layout and organization of information contained on website o Purging of outdated information and introduction of data retention policy

1. Do you have any references that display the current layout and structure of the website as it is today?

Yes.

2. For purging info, are you expecting this to cover partial pages info, or entire pages?

Purging is expected of both partial and entire pages as necessary.

3. Are you familiar with SEO and how that can be affected by deleting content on the website?

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53 RFP Language: Searchability o Improved search function within the website o Recommendations for elevating the agency’s online presence by utilizing search engine optimization to increase public awareness

1. For the search function, are you open to utilizing any “search services” to bring down the development cost?

Yes.

2. If so, have you defined a budget for this?

No.

3. For SEO recommendations, do you have personnel who can execute these recommendations?

54 RFP Language: Security o The site must meet or exceed industry standards for security and penetrability o The site must meet or exceed security requirements put in place by SCDHHS and the State of South Carolina

1. What security requirements does SCDHHS and the state of SC put in place?

DIS-200. Please see https://admin.sc.gov/technology/policies_procedures

2. What flexibility will we have to improve your security?

All proposals will be considered.

55 RFP Language: Attractiveness o Design elements of the new website must be clean and appealing o Website must adhere to style and branding guidelines put forth by SCDHHS Communications staff o Contractor must deliver a completed User Interface (UI) style and usage guide for web-based components at the conclusion of the project

1. Does the person deciding if the elements are “clean and appealing” have any background in design/UI/UX?

Yes.

2. What is their experience?

Multiple degrees and years of experience.

3. When will we be provided the current brand guide?

The current brand guide will be provided after award.

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56 RFP Language: Maintenance o SCDHHS will maintain the website o The redesign must be done in a way that allows SCDHHS web staff to easily update and maintain the website o The site must be able to deliver metrics and analytics that allow SCDHHS to measure effectiveness, including but not limited to pages per visit, total website visits, total unique visitors, bounce rate, time spent on site, downloads, click rates

1. Does SCDHHS web staff have any design/development experience?

Yes.

2. What is the acceptable definition of “easily update”?

One person can perform this task.

3. What metrics/analytics are you capturing right now?

SCDHHS is currently using Google analytics and Matomo.

4. What tools are you using to capture metrics/analytics?

SCDHHS is currently using Google analytics and web server logs.

5. What are your marketing KPIs?

We don’t currently perform marketing for the agency. SCDHHS would want to be able to track site visits, page utilization, and how to better display information on website, etc.

6. Will we have access to your existing tools/data for metrics and analytics?

Yes, after award.

57 RFP Language: The Contractor shall provide website design, development, programming, and implementation of a Drupal version 9 theme.

1. Earlier, it was mentioned that you will not “purchase” any new CMS software. Does that mean that you’re fully vested in Drupal?

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58 RFP Language: The Contractor shall be responsible for the production of any creative development including, but not limited to, graphic design and illustration.

1. Does this cover just the UI guide that is part of the deliverables?

This is not exclusive to the UI guide.

2. Does this include custom imagery for the purpose of use on the website?

Yes.

3. What kind of graphic design and illustration are you expecting?

SCDHHS does not have a specific expectation and will consider all proposals.

4. Do you have examples of what graphic design and illustrations you’re looking for?

SCDHHS will consider all proposals.

5. How many assets are you expecting us to have to design?

It is the Contractor’s responsibility to determine the number of resources it will need to accomplish the Scope of Work.

59 RFP Language: The Contractor must utilize HTML5 and CSS3 techniques that allows the website to be displayed effectively and uniformly on all browsers including, but not limited to, Edge, Internet Explorer (with graceful degradation for older versions), Chrome, Firefox, Opera and Safari. Furthermore, the Contractor must provide a responsive site that scales appropriately to display effectively on desktops, notebooks, tablets, smart phones and other media.

1. Internet Explorer is no longer supported by Microsoft, who created it. Are we expected to support this browser? It’s also listed on your browser support reference on your current website.

No.

2. Are you open to the utilization of more advanced CSS options like LESS or SCSS?

60 RFP Language: The Contractor shall deliver a site centered on accessibility. An accessible site is one designed and developed so that people with a range of abilities can use it. More specifically, an accessible site allows people to perceive, understand, navigate, and interact with the site and the resources contained therein. Designing for accessibility is frequently referred to by the umbrella term “508 compliance” and is a requirement of Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220).

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RFP Language Question SCDHHS Response

1. What WCAG level is required by your organization?

SCDHHS requires WCAG 1.0.

61 RFP Language: Search Engine Optimization (SEO) shall be a priority for the Contractor, making the site easily digestible for exterior search engines (Google, etc.). At a minimum, SEO efforts should include attention to detail on accessibility and 508 Compliance. An internal search function for the site is also expected.

3. Will your web staff be supporting this effort as well?

Yes.

4. What type of knowledge does your current staff have regarding SEO?

SCDHHS staff has adequate familiarity with SEO.

5. More specifically, for each aspect individually:

a. Technical SEO: Have adequate familiarity.

b. Local SEO: Have adequate familiarity.

c. On-Page SEO: Have adequate familiarity.

d. Off-Page SEO: Have adequate familiarity.

62 RFP Language: The Contractor shall ensure that the website pages are self-explanatory and easy to navigate and utilize search function (i.e., training not required).

1. Does this mean that we will have control over the copy on each page?

SCDHHS is in control of copy on each page. Contractor will have input. Contractor can update content as approved but cannot change the meaning of content. SCDHHS will consider all proposals for more meaningful and understandable content.

2. Will you be providing the updated copy for each page?

SCDHHS will provide updated accurate content for pages. SCDHHS will incorporate user experience study findings into content updates.

63 RFP Language: The Contractor shall be knowledgeable about industry trends that may be relevant to SCDHHS’s customer service efforts.

1. How much of your customer service efforts will be opened to us?

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RFP Language Question SCDHHS Response

SCDHHS will provide the Contractor the information needed to meet the requirements of the Scope of Work. This is not a customer service-based website.

64 RFP Language: The Contractor shall be knowledgeable of SCDHHS’s target audiences (members, applicants, providers, government, researchers, general public, etc.) and make effective recommendations to SCDHHS for website enhancements.

1. Will you provide this information initially?

Contractor should be familiar with basic knowledge of target audiences as described above.

2. Will we have to research this ourselves?

65 RFP Language: The Contractor shall:

a. Conduct calls based on an agreed-upon schedule regarding progress creating and implementing projects,

b. Provide monthly progress reports to include budget reports, project effectiveness, and web/digital analytics,

c. Provide monthly planning sessions, as requested and based on need, and;

d. Provide oral or written presentations regarding strategic and creative plans, as requested by either the Contractor or by SCDHHS.

1. What medium is used for these calls?

Video conference.

2. Do you have templates for progress reports?

Yes. However, SCDHHS is open to utilizing Contractor’s reporting template if it meets the requirements.

3. Do you have templates for budget reports?

Yes. However, SCDHHS is open to utilizing Contractor’s reporting template if it meets the requirements.

4. Do you have templates for project effectiveness reports?

Yes. However, SCDHHS is open to utilizing Contractor’s reporting template if it meets the requirements.

5. Do you have templates for analytics reports?

Not currently. However, SCDHHS is open to utilizing Contractor’s reporting template if it meets the requirements.

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6. For analytics reports, why would you need these for a website in development?

SCDHHS does not necessarily need analytics reports on the DEV portion of the project unless they are focused on performance.

7. Who will lead the monthly/ad hoc planning sessions?

This will be a joint effort between SCDHHS Project Manager and Contractor’s Project Manager.

8. Can these presentations be virtual?

Working sessions can be virtual. However, milestone/deliverable sessions may need to be done in a face-to-face meeting. SCDHHS may also need to coordinate with Contractor to do non-virtual presentation to leadership on an as needed basis.

66 The Contractor shall conduct the audit, development, and implementation of the website in accordance with project management and agile methodologies

1. Can we use our own tools for the audit?

Yes.

2. Can we use our own tools for project management?

Yes, Contractor may use own tools as long as they are analogous with PMI methodologies and standards.

67 Contractor shall provide installment payment dollar amounts to coordinate with the project timeline milestones/deliverables.

1. Are these payments required to follow the 1-year contract method?

Payments will be paid after SCDHHS’s acceptance of milestones/deliverables and receipt of invoice.

2. Can a deposit be included and factored into subsequent payments?

No.

68 Post-Award Phase 1

1. Do you have a report template?

Yes. However, SCDHHS is open to utilizing Contractor’s reporting template if it meets the requirements.

2. Do you have a list of required elements to report?

Yes, all of the requirements outlined in the RFP (i.e., the requirements traceability matrix).

3. What is the full list of regulatory requirements?

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RFP Language Question SCDHHS Response

For the purposes of the agency website, Contractor must adhere to the state of SC’s DIS-200 and Federal 508 (ADA) requirements. Please see https://admin.sc.gov/technology/policies_procedures.

69 Post-Award Phase 2

1. How many departments will we need to meet with?

The number of program areas that SCDHSS and Contractor will need to meet with will be determined during the initial audit/study session. SCDHHS’s Project Manager will coordinate interactions with pertinent stakeholders and program areas on an as needed basis.

2. For each department, has a POC been defined?

Yes.

3. Will each department have a voting voice in design?

No.

4. Will each department have a voting voice in site structure?

No.

5. Is it the intent of meeting with each department to solely capture their required content?

The intent of the meetings will be determined this during the initial audit/study session. SCDHHS’s Project Manager will coordinate interactions with pertinent stakeholders and program areas on an as needed basis.

6. For each department’s content, are there areas that will require copywriting?

No.

7. If so, how much volume is currently expected for copywriting?

N/A.

8. For purging content, will each department identify what content of theirs is no longer needed?

SCDHHS will coordinate with program areas to determine what needs to align with agencies retention policies.

70 Post-Award Phase 3

1. What aspects will the “program area reviews/edits” cover?

The program area content review will be managed by the SCDHHS project management core team.

2. Will approvals be on a per department/area basis?

The approval per program area will be managed by the SCDHHS project management core team.

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3. Does the approval process work on an “all or nothing” methodology?

No.

4. Can modern feedback tools be utilized for capturing any changes needed?

Yes, as long as they adhere to PMI methodology and change request standards.

5. Will we have control over the rollout plan? (i.e., deciding the best plan, and managing the plan) SCDHHS will consider the Contractor’s rollout plan proposal. SCDHHS will have final authority and determine the selected rollout plan, direction, and schedule.

6. Since you’re going to host this website on Clemson’s server, will they be involved in the rollout?

No.

7. How much staff training is currently expected?

Minimal.

8. Will we just be training the web staff, or all internal users/departments?

Web staff.

9. Will we be required to document the process?

Yes.

10. Will we be required to create a training portal for the maintenance of the website?

No.

71 RFP LANGUAGE: 3.5 SPECIFICATIONS

The Contractor must provide all services or adhere to SCDHHS requirements described below:

The Contractor shall provide website design, development, programming, and implementation of a Drupal version 9 theme.

1. Will the state consider other CMS platforms besides Drupal (as mention on page 20)?

No. Drupal is a requirement.

72 The Contractor shall provide website design, development, programming, and implementation of a Drupal version

9 theme.

1. Would SCDHHS be open to using a different CMS such as WordPress, or is Drupal a strict requirement?

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No. Drupal is a requirement.