Response to Offeror Questions.pdf

RFP Questions

TEC

1. Based on past history, what is the expected amount of maintenance to be required on the site?

(i.e. 2 days a month, or 10 hours per month, or 40 hours per quarter, etc.)

• The amount of maintenance has varied significantly month to month, depending on content updates, security needs, and technical issues. While it's difficult to provide a precise average, we recommend vendors plan for flexible, as-needed support with the expectation that some months may require minimal attention, while others may involve more intensive updates or troubleshooting.

2. What is the expected response time for maintenance issues?

• We expect vendors to demonstrate strong customer service and prioritize issues based on their severity. Urgent or time-sensitive issues should be addressed as quickly as possible, while lower-priority updates can be scheduled within a reasonable timeframe. We are seeking a partner who is responsive, communicative, and proactive in issue resolution.

3. Is the incumbent vendor allowed to bid on the current contract?

• Yes.

4. Is the incumbent vendor planning to bid?

• If interested in the contract, the incumbent vendor may apply through the same competitive process as all other interested vendors.

5. Will generation of new content for the website be a requirement of the project to be done by the vendor or will current marketing or other staff be responsible?

• GOED will provide existing photo and video assets and is happy to participate in generating additional content as needed. However, we are seeking a vendor that can also contribute to content development—such as sourcing supplemental visuals and assisting in developing website copy—to ensure a polished and engaging final product.

6. Are the 10 evaluation criteria in Section 8 of the RFP equally weighted? If not, what are the percentages for each category?

• No, the evaluation criteria are not equally weighted. Our evaluation form scores nine weighted categories. Compliance with BIT’s IT standards are considered required pass/fail items (8.1.2 and 8.1.9). The scoring is based on the following weighted breakdown:

o 8.1.1 Specialized expertise, capabilities, and technical competence as demonstrated by the proposed approach and methodology to meet the project requirements: 15% o 8.1.2 Ability of the offeror and the offeror’s deliverables to meet all applicable IT requirements, as outlined in Section 4: Pass/Fail o 8.1.3 Resources available to perform the work, including any specialized services, within the specified time limits for the project: 5% o 8.1.4 Record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration: 10% o 8.1.5 Availability to the project locale: 15% o 8.1.6 Familiarity with the project locale: 15% o 8.1.7 Proposed project management techniques: 15% o 8.1.8 Ability and proven history in handling special project constraints: 10% o 8.1.9 Approval by BIT, who provides and “approved” or “disapproved” assessment of an offeror’s proposal Pass/Fail o 8.1.10 Cost: 15%

7. How is the website currently hosted and what is BIT’s preference for hosting going forward?

• The website is currently hosted on WordPress. Vendors may propose any hosting solution they believe is responsive to the GOED’s requirements. Vendors will be expected to work with the Bureau of Information and Telecommunications (BIT) to ensure any new hosting solution aligns with state security, accessibility, and performance standards. While there is flexibility, the final hosting approach must meet BIT’s technical and compliance requirements.

8. How much did you spend on re-design and hosting for the previous three years?

o The current website contractor is Development Counsellors International. As a state agency, past expenditures, including payments to Development Counsellors

International, are public information and can be found on Open SD. Vendors should not assume prior payments to a vendor are indicative of GOED’s plans for this engagement. Proposals will be evaluated based on alignment with current project goals, approach, and overall value.

9. What is the budget / How much do you expect to spend on this project?

• We are not sharing a specific budget amount. We encourage vendors to submit a comprehensive and competitive proposal that reflects the full scope of work outlined in the

RFP.

10. How long do you expect the re-design to take?

• We are aiming for a project duration of approximately 8 months from kickoff to official launch, though we are open to proposed timelines that reflect vendor capacity and quality standards.

11. Is there a target launch date for the re-designed website?

• There is no fixed launch date. We are looking for a vendor that can deliver an efficient process while maintaining high quality and meeting all project objectives.

12. Is cost a factor in your vendor evaluation?

• Yes, cost is one of the weighted evaluation criteria, considered alongside other factors listed in Section 8.1 of the RFP.

13. Are you okay staying with a WordPress site or are you looking for a new CMS?

• We are looking to move away from WordPress. The selected CMS must align with BIT requirements and allow GOED staff to manage content effectively.

14. Are you looking to keep current branding or colors or looking to change them?

• We are open to either keeping or refreshing our current branding and color palette. While a full rebrand is not required, we welcome professional input from vendors on whether updates to the brand identity would help us better achieve the goals of the new website.

15. Will South Dakota be responsible for providing images and videos for the site?

• GOED will provide image and video assets currently available. Vendors are welcome to recommend or source additional visuals as needed.

16. What are the key features of the current site that you feel need improvement?

https://open.sd.gov/

• We are seeking improvements in overall user experience, modernizing the look and feel, enhancing interactive capabilities, and increasing flexibility in how pages are built and managed. We welcome additional input from vendors based on best practices.

17. Are valid licenses currently in place for Microsoft Power BI, ESRI, and Tableau?

• State staff are licensed for Microsoft Power BI, and there are statewide licenses in place for

ESRI. Power BI and ESRI are the state standards and should be utilized and integrated into the final website solution.

18. Would you open to exploring alternative software options to ensure integration compatibility? Or do you know for sure that PowerBI, ESRI and Tableau are solutions that need to be integrated?

• Power BI and ESRI are state-supported standards and must be integrated into the final website solution. While vendors are welcome to suggest additional tools or enhancements, Power BI and ESRI cannot be replaced. Tableau is not currently in use and does not need to be integrated unless a vendor wishes to propose Tableau capability in response to the

GOED’s RFP requirements.

REBEL RIVER CREATIVE

1. What are the biggest pain points or limitations of the current website that you want to address?

a. The current site is simply outdated – both in terms of design and functionality.

We’re looking to modernize the overall user experience, enhance flexibility in how content is built and manage, and incorporate more interactive features.

2. Is there a ballpark or maximum budget range for this project (even a not-to-exceed amount)?

a. We are not sharing a specific budget amount. We encourage vendors to submit a comprehensive and competitive proposal that reflects the full scope of work outlined in the RFP.

3. Are you currently working with a vendor on your website or have a vendor in mind for this project?

a. We currently work with Development Counsellors International for hosting and maintenance of our existing website. All responsive proposals received in response to the RFP will be reviewed and evaluated as required by law.

4. Does this rule out the use of PHP and WordPress CMS for the project?

a. WordPress is PHP-based and is not allowed under current state standards due to known security risks. The state does not support PHP-based platforms. Vendors should propose a non-PHP-based CMS. Solutions like Umbraco, which can be hosted in the state’s cloud environment, are acceptable. All proposed platforms must meet BIT’s technical, security, and hosting requirements.

5. Will content be provided by SDTMD, or is content creation (copywriting, multimedia, etc.)

expected from the vendor?

a. This project is being led by the Governor’s Office of Economic Development (GOED), not

SDTMD. GOED will provide existing content, including text, images, and videos where available. However, as outlined in the scope of work, the vendor is expected to assist with formatting, structuring, and optimizing this content for the web, and may be asked to supplement it with additional visuals or interactive media where appropriate.

6. Are there requirements for multilingual support (e.g., Spanish, Chinese) based on your tourist demographics?

a. This website is not intended for tourism audiences, so full multilingual content is not required. However, the redesigned site should include basic multi-language support, such as an embedded translation widget, to enhance accessibility for potential users in foreign locations, for whom English may be a second language, who are considering trade or commercial opportunities in South Dakota.