Response to Offeror's Questions document.pdf

State of South Dakota Department of Corrections (DOC) Website Redevelopment & Maintenance (RFP #23RFP8586)

1. Form on page 1 of RFP. Should this be included as cover page to our response to the RFP?

DOC RESPONSE: Yes

2. 1.4 SCHEDULE OF ACTIVITIES / Contract Start Date and Launch Date.

a. The launch date is 11 weeks from contract start date. Is there something specific driving this date?

b. If so, is this for public website as well as intranet?

c. Would you consider a phased approach?

DOC RESPONSE: We need to have our policies on the intranet before December when our contract ends with our current provider. We prefer to have both the website and intranet complete by the deadline but would consider a phased approach is absolutely necessary.

3. 3.1 Project components #2 – “User and security testing and feedback integration.” What specifically is meant by this? Is this just implying that there needs to be a way for testers to provide feedback and results of their testing?

4. 3.1 Project components #8 – “Landing page for correctional industries business/online ordering.” Can you share the existing page for this if it exists? And if not, can you provide more information?

DOC RESPONSE: Existing page: https://doc.sd.gov/industry/ . We would like to have a page for correctional industries like this: https://www.roughriderindustries.com/

5. 3.1 Project components #9 – “Payment option for outstanding bills.”

a. Is this referring to the public website?

b. If so, what specific functionality would this be for?

c. Will this be a new integration?

d. If so, will Elavon be the payment processor?

e. Or is referring to payment of services on the project?

DOC RESPONSE: This is referring to the public website. This functionality would be for parents to make support payments on their child adjudicated to DOC custody. We have set up an integration with Elavon who the payment processor is. We need to have a way for the debtor to be able to make payments from our website. SD BIT has added this to the sd.gov website we just need this to be added to our website.

6. 3.2 Key Website Features #4 – “Staff directory/contact page consolidated through and features first and second tier leadership profiles.” Does this exist on public website and/or intranet site today?

https://doc.sd.gov/industry/ https://www.roughriderindustries.com/

DOC RESPONSE: It does not exist

7. 3.2 Key Website Features #6 – “Live data and graphics through Power BI or similar program.”

a. What type of data are you looking to surface here?

b. Where is the data stored today?

DOC RESPONSE: Currently we do not have a connection to Power BI. The website needs to be able to accept information and publishing from Power BI or Insights. This would need to be available on both inward and outward but these would different pieces of info being displayed.

Outward facing may include general admits, releases, current population as summary level stats.

Inward facing may be much more detailed and include non-public information.

8. 3.3 Additional Areas of Work #6 – “Quarterly report on website usage and performance.” Can you provide examples of the types of things you are looking for?

DOC RESPONSE: Page views, users, new users, sessions, number of sessions per user, etc.

9. 3.4 Goals #3 – “Design and share a minimum of three mock website templates (include secondary page designs) for the new doc.sd.gov and similar Intranet style.”

a. Would you be interested in experience workshops as input to these, or would you prefer we use our experience working with the state and following a similar look-and-feel to SD.gov (branded specifically for DOC) without time needed for workshops?

b. Are there any existing branding guidelines for logo / design that we should take into account?

c. Or should we use the existing logo and color scheme that appears on doc.sd.gov?

DOC RESPONSE: Yes, we would be experienced in workshops. We are scheduling demos June 12th & 13th.

10. 3.5 Hosting and Data Access Requirements - “The contract doubles as an agreement for the State to own the data tables and is able to manipulate data, run reports as needed, pull code tables, access raw data, and develop dashboards as needed through Microsoft Power BI, ESRI, Tableau and associated platforms.” What are the specific types of reports or data that you depend specifically on these tools for? Can you provide examples of the types of things you are looking for?

DOC RESPONSE: The website needs to be able to accept information and publishing from Power BI or Insights. This would need to be available on both inward and outward but these would different pieces of info being displayed. Outward facing may include general admits, releases, current population as summary level stats. Inward facing may be much more detailed and include non-public information.

11. Is there a desire to digitize the forms that are currently in PDF format on your site including Background Check Authorization, Special Visit Request, Request for Reimbursement for Juvenile Justice Services, etc.?

12. Would there be an interest in working / replying to requests (including any digital forms, online pardon application, contact us) through the system that is implemented? Benefits to doing so https://doc.sd.gov/documents/forms/visitation/DOC%20ACCESS%20APPROVAL%20FORM.pdf https://servosio.sharepoint.com/:w:/s/SharedDrive/ERVGnP9GGsRJgtUn6B0xs0ABCGTcFh4X3AahDze4Gbb8cQ?e=2BHpph https://servosio.sharepoint.com/:w:/s/SharedDrive/EQbdn1G4qT1Hq6dHBc-PHsABkWjn6r61_gnbPs3pZvpx_g?e=9Ctmxg https://servosio.sharepoint.com/:w:/s/SharedDrive/EQbdn1G4qT1Hq6dHBc-PHsABkWjn6r61_gnbPs3pZvpx_g?e=9Ctmxg would include improving agent efficiencies, accelerating resolution or fulfillment of requests, and having a citizen-centric view.

13. 3.9 “Application must be developed in the Microsoft Technology Stack (Asp.net, Razor, MVC, etc.). The CMS recommended is Umbraco, for any other CMS to be considered, they must be within the Microsoft Technology Stack. Database (for the data repository) must be MS SQL or MS compliant database.” Is this a hard requirement for your platform of choice? Or would an SaaS solution that you already have licensing for and that leverages MariaDB databases be considered?

DOC RESPONSE: Yes, we would be open to looking at any platform as long as it meets BIT requirements.

14. For the public-facing website, can you confirm that this is an accurate list of integrations to 3rd party applications? Are there others?

a. Power BI for live data / reports (just on intranet or also public?)

b. Syscon offender management system (https://syscon.net)

c. MySD SSO (Azure / AD)

DOC RESPONSE: Yes, this list is correct.

15. Syscon offender management system integration.

a. What data will be transferred as a part of the Syscon integration?

b. Is it bi-directional or one-way?

c. Is there process around this or just a lookup with display of results?

DOC RESPONSE: Example: https://doc.sd.gov/adult/lookup/ . This is the offender locator where the information is pulled from COMS.

16. Appendix B – F14. We are unable to access the link http://bit.sd.gov/standards/. Are you able to send the list of state standard software in a different way?

DOC RESPONSE: https://www.sd.gov/bit?id=bit_standards_overview Here is a different link to try. Otherwise, please send the request to Danna.Humig@state.sd.us and she will reply with the list.

17. We noticed the Nixle Notification on your current website. Is there a requirement or interest in potentially integrating with Nixle?

DOC RESPONSE: We are open to potentially integrating with Nixle.

https://mariadb.com/resources/customer-stories/servicenow-massive-scale-with-mariadb/ https://syscon.net/ https://doc.sd.gov/adult/lookup/ http://bit.sd.gov/standards/ https://www.sd.gov/bit?id=bit_standards_overview mailto:Danna.Humig@state.sd.us https://doc.sd.gov/about/NixleNotification.aspx https://www.nixle.com/

18. We noted ~118 static pages and 377 PDF documents on your current site. Do these pages represent the content that you would want reflected on the new site?

DOC RESPONSE: Yes we would review them with the selected vendor and determine which ones would go on the new site.

19. For the Intranet Site:

a. Is it possible to get a sitemap and/or list of pages that will be needed on the new

Intranet site?

b. Are there any features or functions that are a part of the Intranet site? If so, what are they?

DOC RESPONSE: The intranet will need to include any notifications for staff, policies that staff can access, training schedule, etc. There is no current intranet that is used.

20. RFP Section 1.11 indicates a Launch date of “both the Internet and Intranet must be no later than October 6, 2023.”

a. Is this a hard deadline? Building a Website takes a minimum of three months;

resources will be required for the agency and vendor.

DOC RESPONSE: We at least need the intranet done by then.

21. RFP page 11 states “. Should the implementation encounter problems that cannot be resolved and the implementation cannot proceed to a successful conclusion, the back out plan will be implemented.”

a. Could you provide additional details on what you are looking for in the backout plan provision?

DOC RESPONSE: Criteria and procedures to be followed in a release into production needs to be rolled back.