Amendment #2
REQUEST FOR PROPOSAL
Solicitation Type Solicitation Number Date Issued Procurement Officer Phone E-Mail Address
Request for Proposal RFP#: 16-R1600452LC January 11, 2016
Linda Campfield
803-323-2143 , Ext. 6025 campfieldL@winthrop.edu DESCRIPTION: Contract for a Content Management System (CMS)
The Term "Offer" Means Your "Bid" or "Proposal".
SUBMIT OFFER BY: (Opening Date/Time) January 26, 2016 - 3:00 pm: See provision entitled "Deadline For Submission Of Offer"
NUMBER OF COPIES TO BE SUBMITTED: Refer to Page 3
QUESTIONS MUST BE RECEIVED BY: December 22, 2015 AT 9:00 am : See provision entitled "Questions From Offerors"
Offers must be submitted in a sealed package. Solicitation Number & Opening date must appear on package exterior.
MAILING ADDRESS: PHYSICAL ADDRESS:
Winthrop University Procurement Services 307 Tillman Hall Rock Hill, SC 29733 Winthrop University Procurement Services 307 Tillman Hall Rock Hill, SC 29733
See provision entitled "Submitting Your Offer"
Conference Type: N/A
Date & Time
As appropriate see " Conference -Pre-Bid /Proposal" & " Site Visit" previsions
Location: N/A
AWARD &
AMENDMENTS Award will be posted at the Physical Address stated above on March 22, 2016.The award, this solicitation, and any amendments will be posted at the following web address: http://www.winthrop.edu/procurement/bids
You must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date.
NAME OF OFFEROR (Full legal name of business submitting the offer) OFFEROR'S TYPE OF ENTITY:
(Check one) □ Sole Proprietorship □ Partnership □ Corporation (tax-exempt) □ Corporate entity (not tax-exempt) □ Government entity (federal, state, or local)
□ Other
________________________ AUTHORIZED SIGNATURE
(Person signing must be authorized to submit binding offer to enter contract on behalf of Offeror named above.)
TITLE (Business title of person signing above)
PAGE TWO
(Return Page Two with Your Offer)
HOME OFFICE ADDRESS: (Address for offeror's home office /principal place of business)
NOTICE ADDRESS: (Address to which all procurement and contract related notices should be sent
Area
Code Number Extension Facsimile E-mail Address:
PAYMENT ADDRESS (Address to which payment will be sent ) ORDER ADDRESS (Address to which purchase orders will be sent)
Payment address same as Home Office Address ______
Payment address same as Notice Address (check only one) ________
Order Address same as Home Office Address ______
Order Address same as Notice Address (check only one) ________
ACKNOWLEDGEME NT OF
AMENDMENTS
Offerors acknowledges receipt of amendment by indicating amendment number and its date of issue. Amendme nt No. Amendme nt Issue Date Amendme nt No. Amendme nt Issue Date Amendme nt No. Amendme nt Issue Date Amendme nt No. Amendme nt Issue Date DISCOUNT FOR PROMPT PAYMENT
See "Discount for Prompt Payment" clause
10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____ Calendar Days(%)
PREFERENCES DO NOT APPLY [11-35-1524(E)(2)]
PREFERENCES DO NOT APPLY [11-35-1524(E)(2)]
Amendment #2 Solicitation 16-R1600452LC
AMENDMENTS TO SOLICITATION (JAN 2004): (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.winthrop.edu/procurement/bids (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.
[02-2A005-1]
MODIFICATION # 1: SCOPE OF WORK
PROJECT DELIVERABLES (page 18) 1. New Content Management System (CMS)
2. Options of self-managed hosting of CMS and CMS delivered as Software as a Service (SaaS)
3. All web content currently managed by Winthrop’s implementation of Ektron to be migrated into new CMS in a way that does not alter the published version of the website (web pages must publish in the same architecture, design, and URL structure)
4. Training for Web Services team in use of CMS 5. Documentation and users group
#2 Above is changed to:
The University is seeking a CMS delivered as Software as a Service (SaaS). The University will NOT host any part of the content management system.
System Requirements (page 23) 17. Technology
b. The software must be self-hosted delivered as Software as a Service. If Saas, all updates, upgrades, and patches are managed by the offeror.
Change to:
b. The software must be delivered as Software as a Service. All updates, upgrades, and patches are managed by the offeror.
n. The system should be secured behind a firewall if Saas.
MODIFICATION #2: Questions and Answers from offerors: OFFEROR # 1
1. Whether companies from outside USA can apply for this? (from India or Canada) Answer: No (see section of the RFP – OFFSHORE CONTRACTING PROHIBITED) 2. Where we need to come over there for meetings?
Answer: N/A see answer to question 1
3. Can we perform the tasks (related to RFP) outside USA? (From India or Canada) Answer: N/A see answer to question 1
4. Can we submit our proposals via email?
Answer: No. See section on page one of the original document regarding submitting offers. “Offers must be submitted in a sealed package. Solicitation Number & Opening date must appear on package exterior.”
OFFEROR #2
1. You mention interest in a SaaS and self-hosted solution. Is there one you prefer a SaaS or self-hosted solution?
Answer: See Scope of WORK option which has changed. See modification #1 in this amendment. The University is seeking a CMS delivered as software as a Service (SaaS). 2. In your sample Price Proposal table (pg. 39), you list SaaS. Would you like pricing
options for both SaaS and self-hosted? Or just one pricing option?
Answer: The Price Proposal on page 39 is correct. Winthrop requests vendors to quote hosting the Software as a Service for the university. See modification #1 in this
amendment.
3. Also, on page 27 under Qualifications – Required Information, the ask for “(c) A detailed, narrative statement listing the six most recent, comparable contracts (including contact information) which have been performed” and a “(f) List of failed projects, suspensions, debarments, and significant litigation.” As a private company we do not typically release this information, but are happy to do so if we are selected a winner. Is this possible or do you need it upfront?
Answer: See section regarding SUBMITTING REDACTED OFFERS
OFFEROR #3 Website Design:
1. Based on Winthrop University’s current website(s) approximately how many page layouts and content types do you use? Examples of these layouts are - Homepage, Landing page, Inner Page, etc? If this is unknown, we would provide an estimate based on 4 different layouts. Example of Content Types (e.g. News, Events, Courses, etc.)?
Answer: Winthrop University has approximately 40,000 pieces of content within the current CMS. Each department has a customized layout, all of which use one of several master files to set the header and footer. See answers below for further details.
Migration:
Based on migrating the content from Winthrop University’s existing site(s):
2. Which site(s) need migration? Please provide a list of URLs/domains/sub-domains.
Answer:Everything on the www.winthrop.edu website will need to be migrated to the new system. The “WWW” server houses all Winthrop’s CMS content.
5. Approximately how many different page layouts / templates / designs are there within each site?
Answer: Winthrop uses approximately 6 master files that determine what header and footer is used on a web page.
There are approximately 12 basic template types (e.g. one, two, and three column layouts; forms; galleries; profile pages; virtual tour pages; news articles; etc.).
Every department on campus has a basic template type that has been modified to meet the department’s individual needs (e.g. header photo options, left side menu, page identifier, etc.). Most departments have 1 or 2 customized templates (default and form) for a total of approximately 500 custom templates.
6. Are the same page layouts / templates / designs used across the different sites? Or are they different?
Answer: There is a standard header and footer used across all secondary level pages on the Winthrop website. The header and footer are determined by the master files
referenced in the template.
7. How many different Content Types (e.g. News, Events, Courses, etc.) will the client be migrating?
Answer: Winthrop utilizes Ektron’s “Smart Forms” to build pages that display very structured content. Smart Forms allow separation of web content from presentation. There are 6 basic Smart Form types (though 40 Smart Forms are used for specific purposes to build out web pages using multiple content blocks) used by Winthrop in addition to the master files and templates mentioned above.
8. For automatic migrations (guideline of more than 2,000 pages), does the College require the vendor to QA (test/check) every page of migrated content? If unknown, the vendor can provide a draft quote for either manual migration of 800 content pages, or automatic migration of 1 site with 6 different types of content of up to 10,000 pages of content. Answer: Yes. All content should be checked for quality assurance prior to going live with the website on the new CMS. If 100% of the pages converted to the new CMS are not tested and checked, please clarify within the proposal the percentage of migrated content that will be checked for quality assurance.
9. Does the Winthrop University require any integration with third-party applications (apart from the Active Directory Authentication for the CMS content editors)?
Answer: Yes. Winthrop requires integration with Google Analytics (code is in place on many templates already) and Google Search.
10.What advanced features/modules will Winthrop University want included in the
implementation (e.g. Events Calendar, Course Search, etc.)? If any specific requirements for the modules are known, please provide details.
Answer: At this time, Winthrop is not aware of any advance features required. Upon being presented with vendor module options, Winthrop may incorporate new features as determined helpful during the term of this contract. Though this RFP specifically focuses on the content management system, Winthrop is interested in knowing details about additional features the vendor offers that may not be included in the base CMS product.
11.Does Winthrop University require any integration with backend systems (e.g. Staff database, Student Management System, etc.)? If so, please outline requirements?
Answer: Not at this time.
12.Does Winthrop University require any part of the published site protected via Access Control or Personalized? If so, please outline requirements?
Answer: Winthrop does not require protection via Access Control or personalization of web pages at this time. However, Winthrop is interested in knowing details about additional features the vendor may offer that may not be included in the base CMS product.
13.We can host in either a Windows or Linux environment? Does Winthrop University have a preference between Windows and Linux?
Answer: Winthrop is seeking a SaaS solution. See modification #1 in this amendment. Since Winthrop University’s web team would require access to server side files in order to customize templates and university web pages, a Windows environment is preferred for the CMS hosting server.
14.We can host both the CMS and Web Servers or just the CMS Server. Is Winthrop University looking for hosting of both servers?
Answer: The intent of this RFP is only to procure a CMS. However, Winthrop is
interested in knowing details about additional features the vendor may offer that may not be included in the base CMS product.
15. How many individuals from Winthrop University’s Web Services team would participate in CMS training?
Answer: Two web developers are on the web team and will require front end and back end training. (The web developers then will train the campus’ more than 300 web authors on how to use the new CMS.) Additionally, Winthrop would prefer to have the flexibility of including one programmer and one system administrator.
16.Is there a budget amount that Winthrop University can share allocated to this project? Answer: No
All other terms, conditions, bidding instruction, and specifications remain unchanged. If there are any questions or if any confusion or uncertainty arises as a result of this amendment, it is the sole responsibility of the Offeror to contact the procurement officer for clarification. Contact information
