Addendum I to Intranet Redesign

Transcription

1 Purchasing Department (O) (F) Mauldin Rd. Greenville, SC Addendum I to Intranet Redesign Posting Date: January 19, 2018 In published Request for Proposal 399 please note the following update(s): Q. I.1.1. Are your brand/visual standards published? If so, can you share them with us? A. The selected vendor will work with ReWa s PR department to establish brand/visual standards as part of the Analysis/Design phase. Q. I.1.2, Design: Design theme options. Is this presenting multiple distinct design look and feel options? Or, is this giving users the ability to choose from multiple themes when creating a page? A. We envision a site wide theme that will apply to all pages. Q. Will we have access to meet with all the department leaders/stakeholders during the Analysis phase? A. Yes. Q. Will ReWa assign an internal project manager or single point of contact? If so, who will that be? A. The selected vendor will provide the Project Manager (PM). The vendor s PM will report to the IT Director. Q. Decision timeline. The plan is to select a vendor by the end of February. Will there be in-person meeting(s) during the month of February? If so, when do you anticipate these meetings taking place? A. Depending on the proposals received, ReWa may choose to hold in-person, oral presentations with the top 2 or 3 candidates. Vendors will be notified if an oral presentation is necessary. Q. Do you expect the vendor to host the completed intranet solution? A. Vendor hosted solutions should be proposed as an option. The desired implementation would be hosted on ReWa s virtual server environment (Windows). Q. Is the calendar of events an integration into a separate/existing calendar system? Or will it be managed inside of the intranet system only? A. No integration is anticipated. This should be a feature of the CMS. Q. Is the company contact directory feature an integration into Active Directory or something similar? A. Yes. We envision displaying specific data elements from Active Directory so the list is always up-to-date. Q. Are the reports based on only data from this intranet system, or will it need to house reports that this system has no data for? A. Reports are typically PDF s that have been produced in external systems and uploaded to the intranet. Q. Are there specifications for the types of reports needed, or will this be determined in the analysis phase? A. Determined during Analysis phase. Page 1 of 5

2 Q. May we present compiled company financials, rather than audited? A. A Profit & Loss Statement, a Statement of Revenue and Expenses, a Year End Financial Statement can be submitted. Q. May a tool other than Microsoft Project, such as Atlassian products be used to develop the project schedule? We currently use Microsoft Project Q. Is ReWa seeking long term support for this product including bug fixes, future enhancements, security patches and version updates? A. Ongoing support / enhancements should be proposed as an hourly rate by role. Q. Does ReWa require any specific service level agreements on responses times for resolving issues on this site that may arise in the course of normal business? A. If it is in ReWa s best interest to contract for ongoing support following the completion of this project and the vendor s proposed post-implementation support period, SLA s can be negotiated at that time. Q. Does ReWa require support and availability of resources outside of normal business hours (Monday through Friday, 9:00 AM until 5:00 PM)? A. Not at this time. Q. Is there an incumbent for this project? Q. What is the page limit for the proposal? Section 2.3 mentions pieces of the proposal which are not included in the overall page count, but does not state a required page limit. A. ReWa does not envision a proposal needing to be longer than 50 pages. Q. Are out-of-state firm bids accepted, or will a local firm be given priority? A. All proposing firms will be given equal opportunity. Q. Regarding Section 5.19, S.C. Law Clause: will this contract require authorization and licensing in the State for a corporation that does not have a physical presence or substantial nexus in South Carolina? If so, what licenses will be required? Can the cost of the licensing be included in the budget? Do all entities need to register with the Department of Revenue? A. Proposing vendors should be licensed to conduct business within the State of South Carolina. Q. What is the contract period? A. Contract period will be dependent on the vendor s proposed project schedule. Q. Project cost is not listed as an evaluation criteria; how will cost be assessed? A. As with any project, cost is a limiting factor. However, vendors with superior responses to the Evaluation Criteria will be preferred. Q. Are there preferred technologies to be considered for the CMS implementation? A. Any industry recognized CMS platform will be considered. However, the system capable of running in a Windows / SQL Server environment is preferred. Q. Is an off-the-shelf solution preferred, or can a firm propose to develop a customized solution? A. COTS products are highly preferred. Avoid customization so future upgrades / patches can easily be applied. Q. Is there an existing company directory? If there is, how should the CMS solution interact with this directory? A. The existing directory is housed within Active Directory. Displaying the A/D information directly from the database is preferred. Q. What software/platform/framework is currently being used to host the intranet? Is there a desire to keep the existing system but to redesign the webpages? Can alternate CMS be used / be recommended? A. The current platform was built in FrontPage. The current system should be retired. An alternate platform is required. Page 2 of 5

3 Q. Of the 41 current intranet pages, are any deemed unnecessary or redundant? If so, do you have a list of the pages? A. The vendor will consult with each department during the Analysis / Design phases to identify requirements. Q. Will Renewable Water Resources provide access to the development and testing environments to the offeror or is establishing the development and testing environments the responsibility of the offeror? A. Assuming the agreed method is on-prem hosting, ReWa can provide dev/test servers. Q. What type of functions will need to be performed on the intranet site (e.g. file uploads, blog, document management, etc.)? A. The vendor will consult with each department during the Analysis / Design phases to identify requirements. Q. Are you looking for an on premise solution for the intranet? If so, what are Renewable Water Resources server specifications? If not, are you looking for a hosted solution for the intranet? A. See responses to prior questions. Q. What is the expected start and completion of the project? A. Anticipated start of March 1. Duration would be based on vendor s proposed project schedule. Q. What is the total budget for the project? A. ReWa will entertain vendor proposals that meet the requirements outlined in the RFP with a reasonable cost. Q. In section 2.2 Audiences, it mentions departments may identify additional intranet needs. Can you provide some insight into what those needs may be (additional pages, functionality )? A. The vendor would consult with each department to explain the art of the possible within the bounds of the selected CMS platform. Resulting requirements should be documented during the Analysis phase. Q. Should the vendor include web hosting in the proposal or will this be provided by IT? A. See responses to prior questions. Q. Is demonstrating 5 past performances (PP) a mandatory criteria? If so, can this requirement be reduced to 2 past performances? 5 past performances is required. Q. Is the past performance (PP) limited to Public sector or we can demonstrate Private sector PP too? A. Public or private is acceptable. Q. Is the County open for Microsoft SharePoint? SharePoint will not be utilized. Q. Does the County have any existing licenses for Microsoft SharePoint 2013/2016 or Office 365? A. SharePoint will not be utilized. Q. Does the County have IT Staff who will take over the management of the system after implementation? A. Yes. Q. To reduce costs, can we utilize a team from Offshore? (Offshore timings would be same as South Carolina) All work must be performed onshore. Q. What is the current staffing that you have to support your SharePoint environment? A. SharePoint will not be utilized. Q. Are you thinking about using Team Sites in O365? Q. Whether companies from Outside USA can apply for this? (like, from India or Canada) A. All work must be performed onshore. Page 3 of 5

4 Q. Are you currently or have you previously engaged with a Microsoft Partner? A. No vendors have been pre-selected or engaged. Regarding the Scope and Technical Requirements Information on pages 2 and 3 of the RFP: Q. On what applications is ReWa's current intranet system based and what versions are currently in use? A. See response to prior questions. Q. Are there any unique purpose-specific applications, beyond those that facilitate content management, that are integrated with the intranet? Q. Where is the current intranet system physically housed, such as on-premises within a ReWa data center or within a particular cloud platform? A. On-premise. Q. If housed in an on-premises data center, what is the location of that data center? A. On-premise in the Greenville area. Q. If housed in the cloud, who is the provider of the cloud platform (AWS, Microsoft Azure, etc.)? A. On-premise. Q. How many active Microsoft Office 365 subscriptions does ReWa currently have, if any? Q. How many total users will require access to the current intranet system? A. Approximately 200 users. Approximately 15 content owners/managers. Q. How is user authentication for intranet access currently handled? For example, does the current intranet system maintain its own set of user credentials, or does it rely upon Active Directory (AD) credentials? A. Active Directory Q. Are there any external applications (whether maintained by ReWa or a third party) on which the Intranet system depends for content? Q. Are there any external applications (whether maintained by ReWa or a third party) that are dependent on content from the Intranet system? Q. How much content in terms of either gigabytes (GB) or terabytes (TB) will need to be migrated from the current intranet to the new intranet solution? A. A specific number is not known. However, it will be in the GB range. Q. Has ReWa already procured a product to assist with the migration from the old intranet to the new? A. Envision migration being mostly moving text, PDF s, etc. An automated tool is not required. Q. If so, what specific product (vendor, product name, version) has been acquired? Q. At this time, does ReWa have an explicit preference for any particular content management system (or intranet delivery vehicle), such as Microsoft Office 365, Microsoft SharePoint Online, or another? A. Not SharePoint. System must be very intuitive for end users and require very little IT administration. Q. What department within ReWa will have responsibility for management of the technology (applications, computing infrastructure) comprising the intranet? A. Information Technology Page 4 of 5

5 Q. Does ReWa prefer to have each of the departments listed in section I-2.2 be responsible for managing its own content, or is there a single department that will be tasked with managing the content of the intranet? A. We anticipate some departments wanting to manage their own pages, while others may prefer to have Public Relations make updates. Q. What particular workflows or processes facilitated by the Intranet are particularly critical or highly visible, if any? A. There currently are no processes or workflows. Q. What internal ReWa obstacles might surface that could impede the implementation or adoption of the new intranet system? A. ReWa staff are eager to have a new intranet system as the current system is outdated and difficult to update. The main challenge will be helping departments understand what they need from a new intranet system (features) and teaching them how to maintain the content. Regarding the Proposal Package that is described on pages 4 and 5... Q. Is ReWa expecting to purchase the recommended Content Management System (CMS) after the Analysis phase or at some other point in the project's lifecycle? A. While open to vendor proposals/suggestions, ReWa envisioned a CMS system based on an open-source platform (i.e. WordPress, Drupal, Joomla!, etc.) Q. Will the purchase of the CMS be subject to a bid process? A. See response to previous question. If you have any questions and/or concerns, please do not hesitate to contact Julie Dacus at JulieD@re-wa.org or Maryanna Levenson at MaryannaL@re-wa.org. Page 5 of 5