Marathon County City Of Wausau RFP QA 09272021.pdf

REQUEST FOR PROPOSAL

City of Wausau and Marathon County Website Refresh

PROPOSALS MUST BE RECEIVED

NO LATER THAN 4 P.M., CDT, Friday, October 15, 2021

FOR FURTHER INFORMATION, PLEASE CONTACT THE PROJECT MANAGER:

Troy Krezine troy.krezine@co.marathon.wi.us

CITY-COUNTY INFORMATION TECHNOLOGY COMMISSION

407 GRANT STREET

WAUSAU, WI 54403-4783

Index

1. General Question

2. Technical Questions

3. Budget and Billing Questions

9/27/2021

General Questions

• What shortcomings of the current CMS do you hope to remedy with this effort?

o Our site today is mostly verbose content and department based, and we wish to move to a more service-oriented site that reduces calls and visits to our offices.

Features such as fillable forms, checkout of products, requests for service, reporting of crime, infrastructure issues and other service-oriented activities is a focus for the new solution.

o Currently or web solution is heavily dependent on the IT department to update content and ensure proper operation. With a vendor supported site and CMS we wish to reduce efforts of the IT department.

o Security – Currently our site is hosted within our data center and access to the sites require a constant eye on securing the edge of our infrastructure. Hosting web page outside would allow us to reduce avenues of attack on our infrastructure o Patching and upgrades of current CMS is time consuming, and a goal is to eliminate this type of work.

▪ How many content editors will need training?

o We currently have over 100 editors today, however it is our desire to reduce the number of editors drastically o Please include what training is provided in responses

▪ How many site admins will need training?

o 4-6 to account for employee turnover and time-off

Technical Questions

• What does format management mean?

o We are referring to site templates and text formatting tools generally found in a CMS o When content editors are adding or editing content, they do not have ability to make large scale changes to the site and its appearance or operation

• Reporting - what types of reports are required?

o Reporting such has top search terms used, submission of forms. The ability to analyze usage of the sites to improve service.

o Site traffic reporting

• What is meant by "user and group functionality?"

o Ability to assign users to groups to restrict access to certain activities. Ability to assign permissions to groups, and users be part of a group to reduce administrative overhead

• What is content virtualization?

o CMS software may provide a means of allowing each user to work within a virtual copy of the entire web site, document set, and/or code base. This enables viewing changes to multiple interdependent resources in context prior to submission

• What is meant by integrated file managers?

o Tool within the CMS to browse documents and files in the CMS like Windows Explorer or other OS file management tools

• What specific website and accessibility standards need to be met?

o As stated in in the RFP, we target ADA grade AA compliance o Information on guidelines is provided in the RFP document

• If you are using mailChimp or Constant Contact what communications will you be sending directly from the website?

o Examples (not inclusive)

▪ Notices of meetings and agendas

▪ Emergency notifications

▪ Sending information to subscribers to information as needed

▪ Recreational Facility and resource updates

▪ Jury Duty Schedule Changes

• Please describe the desired functionality of an integration with Laserfiche o Laserfiche is our main document repository used in both the city and county. The ability to use the Laserfice API/SDK to request a document from Laserfice and allow viewing within the websites and download as needed.

o Custom web forms should also be able to be submitted to Laserfiche for storage

▪ Vendor not responsible for Laserfiche configuration to receive the documents o Ability to show Laserfiche fillable forms on website

• What is the broad requirement when it comes to security standards that the site must comply with: including but not limited to HIPAA, PII, PCI, CJIS?

o We do not require PCI as we will be using a payment gateway and will not store credit card information on the site.

o Following the guidelines for the other standards will meet all our requirements o

• You had answered about using Google Translate on sites before, we were wondering what primary 3 needs based on current Google Analytics reporting when it comes to language support?

o English,Spanish, and Hmong are our primary needs

• When it comes to “Ability to easily post emergency notices to the homepage (global banner to all child pages)” can you give some examples as what level of urgency each sort of banner would need. Obviously, a missing child alert would get highest level of urgency.

But, do all emergency posts get the same formatting?

o The ability to have a couple different severity levels and actions based on that would be beneficial, but the ability to post to parent and child pages is the requirement. If your solution has ability to have tiers of severity levels, please do include that in the response.

• When it comes to the Taleo integration aspect, what method is required. Referenced and deep link or API?

o Currently we are only linking to the Taleo site and users are leaving our site. Ability to integrate with Taleo via API for talent management directly to our site would be value add, but I would state that it may not be a requirement for selection.

o For integration needs we would want to post and remove postings for jobs and other talent management activities to the site dynamically to reduce manual effort and avoid having the user leave the City or County websites

• Please describe the desired functionality of an integration with Point and Pay payment systems.

o We have products/permits/signs that will need to be on the website. When a user wants to purchase the selected items, the costs and applicable fees are sent to

Point and Pay and user is directed to pay for the items using Point and Pay checkout process.

o There will need to be associated account and identifiers sent to Point and Pay and transmitted to us to ensure we are posting the payments to the appropriate departmental accounts.

• Please clarify requirements of L vii - Allow access for other sites hosted in datacenter. Are you just asking for ability to iframe or embed content via JavaScript?

o Yes

• Will FedRamp certified hosting meet your security requirements?

• Are Virtual Assistants and chatbots required on launch or are you asking for the capability to support later?

o We understand that chatbots and virtual assistants are dependent on KB articles and information to work properly. Having this functionality on launch to some degree is desirable, but not a requirement based upon the effort we must put into it to make it fully functional.

• Please describe what "highly available" sites mean to you o 99.5% uptime or greater o RTO of 4 hours o RPO of 12-24 hours is desired

• Is there an organizational preference for open source vs. a proprietary CMS?

o No

• The current CMS appears to be DNN, with one WordPress site. Is that correct?

• What percentage of the above content do you expect to be obsolete and not migrated to the new site?

o My estimate is less then 50% of our current content will need to be migrated when it comes to documents

• Would you describe the content as structured, with consistent separation of content and code?

o Our current site is a mix. Some departments are clearly separated, some have mixed in code. It is our desire to move to separated content/code

• Do you expect copywriting or editing services as part of engagement?

o No

• What third party tools, if any, are used to manage ADA accessibility?

o None – we have tools for testing compliance but nothing for managing

• Please share traffic to these sites o Year to date pages views

▪ MAR @ 1,998,217

▪ WAU @ 619,668

▪ WCED @ 22,787

▪ IMCC @ 8,899

▪ RVT @ 7,302

▪ CCD @ 4,104

• How do you envision the relationship with the developer post-launch? Do you need a maintenance contract to keep sites patched and secure?

o For this project to be successful, configuration, maintenance, security, and all support functions will be maintained by the vendor.

o City and County will only be responsible for layout decisions and content o We will restrict who can contact the vendor to limit ad-hoc requests for support, likely one of the defined site administrators

▪ Do you have high-quality photography/media assets available for the new site?

o Yes, we have a repository of relevant images and video to populate the site o Any needed images will be provided by City and County

▪ Please confirm that one design theme will carry across each site. If we need sub-themes of any type please specify o Yes, we will have an emphasis that each site will carry a single theme throughout all internal pages. Such items such as department headers and images should be considered in scope within sub-pages

▪ Do you need help with optimizing SEO and driving the right traffic to the site post-launch?

o Unknown currently as SEO functions require IT resources and this is a focus for the project to remove that need.

▪ Please describe your development team. How many, and what is their familiarity with common CMS' such as WordPress or Drupal?

o As stated in earlier in the Q&A, one focus is on removing the need for IT resources to support the site other than assisting in build the City and County’s application to integrate with our application and data o Our expertise is currently in DNN and have general knowledge of CMSs and their operation

Budget and Billing

▪ We see similar RFP with budgets ranging from $50K to $250K+. Where in that range are you expecting to fall?

o Budget is not set. We expect vendors to submit their most competitive bid and we will choose based upon the merits of the solution while weighing costs.