ES-RFQ-50900-482
Please note that this is a re-bid of ES-RFQ-50900-470 and contains additions clarifying how prices should be reflected and uploaded to the Georgia Procurement Registry. Vendors should read the documents carefully and respond accordingly. Failure to use and upload the required RFQ documents and RFQ pricing as required by bid may be cause for rejection of your bid. Please note that questions and answers provided under the previous solicitation have again been posted for the re-bid.
The price which must be uploaded to the Georgia Procurement Registry must be the combined total for Implementation Cost and Operating Costs. Do not merely show a cost per phase. For bid evaluation purposes and for pricing to be loaded in the Georgia
Procurement Registry, vendor must show the combined price for Implementation Cost and Operating Cost from below.
Bidders are requested, however, to include as an additional upload the detailed pricing
breakdown for each of the items under Implementation Cost and Operating Cost, and Additional Services as Needed. This document can be used for that purpose or vendor may upload a
separate spreadsheet with the details.
Georgia State University (GSU) is seeking a professional services agency to assist its University Relations and Information Systems and Technology divisions in a joint effort to plan, architect, design, develop, and deploy a Wordpress multi-site network
application to serve as an enterprise integrated web communication management system. This platform must be capable of projecting a consistent brand experience for Georgia State University across all operational units. The agency must be able to provide the following services:
• Open source software expertise
• Agile software development experience • Market segment analysis and action planning • Content strategy development
• Enterprise user experience design • Graphic design services
• Copywriting services
• Information architecture design
• Wordpress multi-site application development • Wordpress responsive framework development
• Wordpress plugin and third-party software development • Wordpress theme development
• Database clustering development to support Wordpress multi-site asset sharing • Wordpress update and patching strategy design
• Wordpress authentication integration with LDAP development • Enterprise digital asset management (DAM) integration services • Heavy analytic strategy development
• Hosting strategy design
• Backup and business continuity planning • Security and performance services • Content migration strategy
• Content migration services • Business intelligence
• Instructional documentation development • Application support
The responding agencies must provide a comprehensive quote for all time and
materials reflecting the full statement of work described below. When indicated in the statement of work each respondent must provide an itemized quote for services needed to complete individual tasks or steps which may or may not have to be estimated at a scale by volume. The university reserves the right to accept the bid at either the engagement of the full project or the itemized components based on the respondents ability to match the required criteria for services as indicated in the statement of work.
Statement of Work
Georgia State University has identified three business objects it would like to obtain in regard to its web presence:
1. Move every website representing Georgia State University that isn’t in the current GSU.edu template into a replicated matching Word press theme 2. Host the Word press system with an external vendor
3. Develop an enterprise measure and approach to evaluating content as it relates to effective and best practice web communication at Georgia State University
These business objectives are the basis for the statement of work. Due to the short lead time of the initial project due date the entire project is designed in multiple agile
iterations. To date there are only two scheduled iterations. The quote provided to GSU must meet the requirements for the first two iterations with the first iteration completed by June 29th, 2012 and the second prior to Fall 2012 classed on August 15th, 2012. Georgia State University would like to implement a Wordpress multi-site enable content management system as the foundation for a larger communications initiative, which will result in an overall communications management system lead by University Relations. This Wordpress system will be hosted externally using the sub-domain method in a pre-propagated mode before release. The multi-site approach should benefit the university by providing control over multiple themes and “supported” plugins through the core mechanism. This should include the ability to update and enhance these assets on a regular basis. Currently all of the content is hosted on site and the university will require a plan to move sites from their current local host to a cloud solution and a overall go-live method. The architecture must be designed as the primary distribution channel for new enterprise themes and plugins with documented methodologies. This should also includes the design and development of a clustered database environment that will
enable content sharing across the sites and also allow for growth without impact on performance. The administration of these sites should include “super-admin”
capabilities with dashboard type views of network activity. This activity information must include a view of recent updates, posts, and reports of stale content with alert options. Other tools include application patching, application QA, page caching for performance, broken link checker, and version restoration. The respondents should quote the
individual plugins provided in the solution from both and acquisition cost and maintenance cost should it apply.
The university currently has three themes. The design of these themes must be replicated in Wordpress. The quote for theme development should be separate from the responsive framework and include the cost to develop each theme and additional themes at a contract rate and volume as indicated by the respondent. Each theme is expected to support related posts/pages, custom post/page types (text, video, audio, ect.) , default layouts and category images. The theme must also support a visual editor to allow editors and contributors to construct their own columns based on standard widths. The themes can contain “local” Wordpress site search and also utilize the GSU google appliance. Access to the site must use an integrated LDAP user login where site admins/editors should have the capability to include and exclude content
contributors, as they are needed and to varying degrees. This should be done in order to ensure relevant content is posted in a timely manner, which positively portraits the image of the institution by supporting the message of the strategic plan.
Integration of a Digital Asset Manager (DAM) beyond the core function of Word press is necessary in order to position supporting media designed to increase clear visibility of the University’s initiatives and provide a more engaging experience. The DAM should support all media and document file types and work seamlessly with the WYSIWYG text editor in both page and post functions in order to make contributions to the website easier and more intuitive. The availability of workflow is important to some web masters where their specific business units require its use. The draft and version control
features found in version 3.3 of Word press will be a primary tool for all editors to use to keep copies of cyclical content and have a reversion utility.
Each Web Master should have access to edit pages and add widgets to their site, which provide features that make the their web presence part of a their target segment’s daily functions. This can include tools to integrate the university master calendar, build forms, and add web services. This would be done in coordination with the application QA method described in the multi-site architecture.
The university should have the ability to apply a measure of heavy analytics that will initiate change in order to keep the message and functions of the website relevant and in line with its strategic plan.
The selected vendor must be able to partner in assisting the Steering Committee to develop a proposed University’s wide content strategy. The project should also include
a standard rate and volume to have content assessed and organized by the selected vendor against the strategy as a added service for web masters as they see fit. Each function, tool and method must come with user-focused documentation to be made publicly available and containing best practice use cases.
While the project is focused on enabling content editors and contributors to spend more effort on the quality of the material posted in their articles and pages the following conditions should be met in order to remove perceived roadblocks related to the current solution:
• Instant publication
• Enhanced WYSIWYG editor with integrated DAM • Access to a robust digital asset manager
• Workflow • Version control
• Site network activity dashboard • Network theme and plugin update
• LDAP/SSO authentication & rights provisioning
• Responsive framework for content display in a multi-device environment
The Responding Quote
Below is an overview of the elements Georgia State University expects to see in the responding quote. Each listed item represents an itemization and must be presented as part of the quote and included in the total. Each agency responding must indicate which elements of the statement of work will be included in each itemization and a detail of the deliverable. It is acceptable to add items to the responding quote.
Implementation Costs (one-time)
Market segment analysis Custom responsive framework Hosting strategy development Multi-site design and development (includes plugins)
UX Design
Theme development (for bid purposes only assume 3 themes)
Information architecture
Content analysis (assessment & enterprise policy)
Basic content migration
Business continuity, security and performance analysis
Instructional documentation development
DAM integration Pre-launch hosting
Total Implementation Costs
Operating Costs (on-going)
Function Timeframe
(estimated)
Months Cost
(estimated)
Annual Cost (estimated)
Framework maintenance _____hours/month 12 $______per
hour
$
Application support _____hours/month 12 $______per
hour
$ Total Operating Costs
Additional Services as Needed. These prices are for informational purposes and are not to be included in the Implementation Cost and On-going cost.
Function Estimated Cost
UX design services $_______________per hour
Information architecture services $_______________per hour
Graphic design services $_______________per hour
Copywriting services $_______________per hour
Site migration services $_______________per hour
Agency Qualifiers
Responding agencies must meet the following requirements in order to be considered: • 5-7 years of designing and deploying Enterprise Level User Experience for
• 3-5 years of experience in designing comprehensive content strategy for enterprise solutions
• 3-5 years of experience in migrating enterprise-wide content and departmental web sites
• Has deployed 8-10 solutions to companies with 80,000 employees or more • Experience in developing and deploying Enterprise-wide, distributed Wordpress
solution in hosted environments
• Has developed 3-5 content strategies for sites in excess of 35,000 pages • Experience in deploying enterprise content solutions with over 2,500
contributors
• Must have solutions deployed in the State of Georgia
• Must be available to work on site in Atlanta, GA with no additional travel costs being paid by GSU