Website RFP questions and answers

This page of previously asked questions and answers is intended to assist potential vendors. If you have additional questions after reding this FAQ and the RFP document, please email them to jconner@cgcc.edu with the subject line RFP Website, per instructions in the RFP. (Note: though based on questions asked by specific vendors, some questions have been paraphrased or rephrased, and, in cases where more than one vendor asked a similar question, combined with other vendors' version(s) of the question.)

  1. Q: Can you share a budget for the project, if not, can you share a range?
    A: Between $75-100k, with limited flexibility.

  2. Q: Was the last redesign an internal or external effort? If external, is that agency or partner also bidding on this project?
    A: The last redesign was external. That agency has not notified us that they intend to submit a bid.

  3. Q: Based on the RFP, you seem to have a schedule of starting the project in mid-November and needing it live by June 30, 2021, what is driving the dates of this project and is it flexible?
    A: The schedule is flexible within reason. Our timeline was based on an assumption of what we believed to be a reasonable amount of time to build and implement a website shown by other similarly-sized community colleges who have recently upgraded their websites. We are open to other timelines and will consider changing the schedule if the Proposer offers a good reason why we should.

  4. Q: What happens if you miss any or all of the dates of this project?
    A: None of the timelines are critical. All the dates after signing a contract could be revised during contract negotiation, and written into the contract. However, once the new dates are agreed upon, we would expect adherence to the new timeline.

  5. Q: What is driving this project now, outside of your recent brand strategy efforts? Any ties to enrollment/fundraising trends or goals? Do you believe or have data to show that the current site is negatively impacting either of these areas?
    A: Our site has been unsatisfactory for several years, but we have tried to work within the constraints we have. Stakeholders (students, staff, faculty, and the community) have all said that the site needs improvement, especially in navigation and content display. We only have one page template, and do not have the option to build another. Much of the content control is built into the back-end, and is inaccessible or only marginally accessible, so we can't update content as often as we should in order to keep our content fresh and accurate. The website does not scale well for mobile/tablet browsing, and many of our stakeholders use mobile or tablet devices to access our site.

  6. Q: Have you started to implement guided pathways? Where are you in that process?
    A: We are starting to work on Pathways this current fall term.

  7. Q: What CMS currently powers the CGCC website? And are there any plans of moving to a new CMS as part of this RFP process? Would you consider a different CMS?
    A: CGCC is currently using Drupal 7, and we would like to move to Drupal 8 soon.  We would consider other options if the vendor can demonstrate that the alternate CMS will handle our needs, specifically that the CMS is as robust and secure as Drupal, has custom content types, has the ability to create new roles and assign individual permissions for specific, definable content areas (not just pre-defined roles or whole-site permissions), and robust data taxonomy.  New content should be relatively easy to update or add to existing pages, and we would like a variety of page templates. Any proposed CMS must have a low-to-no yearly cost. (Under $1,500/year).

  8. Q: What optimizations would improve your experience with current CMS? What areas and issues of current CMS do you find most challenging? Biggest pain points?
    A:  Currently our CMS is not a problem, except that we are on Drupal 7 and it is being end-of-lifed. We are excited to upgrade to Drupal 8 because it will allow us to do the following: we would like to be able to define sections (departments) within the site and assign individual permissions to users for only that one section, so that assigned users can update their own content, but cannot alter another user’s content. Drupal 8 would fix this issue, and any CMS we would consider would need to have a similar feature. Our current website only has one page layout option. 

  9. Q: Do you prefer that the CMS be installed locally on your own servers, or hosted as a cloud solution?
    A: We are open to either solution.

  10. Q: How big is the current site?
    A: There are around 5050 nodes on the site.

  11. Q: How important is a support plan/option for you with the new CMS?
    A: That is not very important to us.

  12. Q: Some of your Proposer questions in the RFP center around CMS abilities. We believe that CMS selection is done best as part of discovery, when we can really dig into your tech landscape and needs. Is this an acceptable approach to submit in a proposal?
    A: Yes. As stated above, we are happy with Drupal, but will consider other options.

  13. Q: How many developers do you have to maintain the new CMS and your site? Please tell us about the team that will be managing the site long term — titles and roles, please.
    A: Our web team includes one developer, and three people overall. They are: Executive Director of Infrastructure (developer/site manager); Information Systems Security Manager (site security, permissions and role management); Marketing & Communications Coordinator (content management). Additionally, we expect to assign content creation and editing roles to individuals who represent various departments and who can update content on pages relating to those departments. We have not done so yet because we won’t have the ability to assign individual permissions until we upgrade to Drupal 8. That is one reason that Drupal (or a similar CMS that allows us to define and assign individual permissions) is a key component of our long-term site management strategy.
    We would also expect a vendor whose bid was accepted to be open to small group meetings with a few key stakeholders who represent different parts of the college who can give input during the discovery/design portion of the process. For example, prior to designing the library pages (or library sub-site, depending on which approach is used), we would expect the vendor to meet with a group made up of the Executive Director of Infrastructure, the Marketing & Communications Coordinator , the Library Director and Public Services Librarian, and a student representative. 

  14. Q: How many individuals at your institution will need to use the CMS? What are the main needs of each of the committee members as it relates to a new CMS?
    A: Around 100.  We are a small community college, so instead of having a large IT department who does all website maintenance, IT updates core functions and other staff and faculty update user-generated page content. See answer #13 for more information.

  15. Q: Who is your current host? Who currently hosts your website(s)? Are you looking to change this arrangement?
    A: Pantheon and we have no desire to change.

  16. Q: Is your current site under and OCR review for not being accessible?
    A:  No, but we have some areas of concern, and we want to make sure the new site is fully ADA compliant to avoid an OCR review.

  17. Q: For the library website, is the search and the search results part of the project or are you expecting us to just integrate the current catalog system into the new site? and if that is the case, are you really just looking for a library landing page?
    A: We would like to be able to search our current catalog, sign-up for a library card, chat with a Librarian, and have a page template for a library blog.

  18. Q: Are you willing to consider a solution that does not include an integrated course catalog and class schedule? Are you looking for this search to be separate from the overall site search?
    A: It would only need to be searchable within the site, does not need to be indexed outside of the site.  We would consider it, but would prefer to have some solution to that problem. It could be as simple as a page template that is designed to display that content, hopefully with searchable results tied to a database.

  19. Q: What types of integrations are you looking for with each of these additional sites: Bookstore, Library, CGCC Foundation, Moodle/MyCGCC?
    A: Bookstore - Replace cgcc.edu/bookstore (content migration). Integrated online bookstore that links to CampusNexus (our SIS) or a link to the current online bookstore at square. If possible, a chat feature so patrons could ask questions.
    Library - Replace cgcc.edu/library (content migration), with links to other current systems (library catalog, interlibrary loan, etc.) For instance, the link to EBSCOhost will always be only a link. We don't need to pull data into our site, just direct our students to the databases. The same is true of other catalogs and databases, but we would prefer to be able to select other page templates in order to display our content in a more interesting way. A blog or integrated news feature/page (this could be a template that could be available to all departments) and an online chat feature that library staff can use to answer patrons' questions.   
    CGCC Foundation - Replace cgccfoundation.org by making it a sub-site starting at cgcc.edu/foundation (or similar)
    Moodle - Replace cgcc.edu/mycgcc (content migration), with links and login that takes them to Moodle.
    MyCGCC - See above under Moodle.

  20. Q: How much content do you want to migrate? Is that part of the project?
    A: Content migration is part of the project, and most of the content will be migrated.  There may be some archived documents and pages older than 10 years that do not need to be moved, but the bulk of our site will be part of the project.

  21. Q: Will you require content migration services?
    A: Yes

  22. Q: Will the entire .edu domain need to be migrated?
    A: Yes, with the exception of some archival data, most of the pages will need to be migrated.

  23. Q: Are there additional domains that need to be migrated?
    A: No

  24. Q: In regards to migration, how many different page layouts do you have on your current site?
    A: Only one.

  25. Q: What form of data export is available from your current CMS setup?
    A: The current site is built on Drupal 7. By the time we are ready to migrate, we will be converted to Drupal 8.

  26. Q: Does the college intend to rework content or migrate as is? If you plan to rework it, will CGCC staff be prepared to do this or are you looking for content development support from the vendor as well?
    A: Migration only. Some archival content may not need to be migrated.

  27. Q: How will you measure the success of this project?
    A: Success would be a functional website that works well in mobile as well as traditional web-based browsing, offers a good user experience for our students, is secure, protects user data, and allows our team to add and update content easily.

  28. Q: What systems do you have that you would like integration with? Is there a priority of system integrations?
    A: If it is possible and safe, we would like to do SSO with on-prem Active Directory.

  29. Q: Under Key Goals “Functionally integrate CampusNexus Student” please explain how you’d like to integrate. Integrations can mean linking off to other systems, pulling data or functionality from the other system into your website, or pushing data from the website to the 3rd party system.
    A: We only need an SSO link to the website.

  30. Q: Key Goals “provide multiple widgets/displays options for user-generated content on pages” by user generated - Do you mean logged in content editors of the website or the general public visiting the site?
    Answer: Logged in content editor only.

  31. Q:Would CGCC consider a solution that is hosted and maintained by the vendor?
    A: We are open to proposals, but we are happy with our current vendor and price.

  32. Q: “Sub-sites” Currently some of the existing sub-sites you list are special functionality within the CGCC trappings - such as the library, - while others have their own branding trappings? Do you consider these subsites to be fully separate sites, or would you think of them as being more a specialized sub-section of the CGCC site?
    A: We would like to bring Child Care Partners, the Library, and the Foundation under the umbrella of the main CGCC site as sub-sections, and synchronize their branding.

  33. Q: Does CGCC already have a preferred testing tool/suite for post launch WCAG testing of content?
    A: No

  34. Q: “How can a connection between printed materials and online versions be created and managed?” Are you looking for the new website to manage your printed content or just looking to add some visual recognition that the two are related?
    A: For our annual catalog, quarterly course schedule, and many reports, we are currently providing our stakeholders with digital PDF versions of documents that we also print. We would like to have a better system for displaying our printed materials online than static or interactive PDFs. Some colleges have web-based catalogs and course schedules that are searchable and indexable, and we would like something like that if possible.

  35. Q: When did you last complete a content audit? What were the results?
    A: We have never completed a content audit.

  36. Q: Is content development in scope? If so, how many pages/stories do you anticipate needing help writing?
    A: No, we do not need help with content development.

  37. Q: What work have you already done or are currently doing in relation to search engine optimization?
    A: None.

  38. Q: Which institutions do you compete with on a regular basis?
    A: Ostensibly, all higher education institutions compete for the same student pool, but by general agreement, Oregon community colleges don't recruit within other CC's districts. With that said, we are also trying to brand ourselves as a destination college, so a key feature of the website’s visual appeal should be showcasing the natural beauty of our setting, in addition to everything the school can offer in an educational sense.

  39. Q: Which office currently owns the academic program pages?
    A: The entire site is managed by the same team (above). Ideally, content creators/editors would be from the related department, so academic programs would be "owned" by the Instructional Services Department, and their associated faculty.

  40. Q: Who are the decision-makers for awarding this project?
    A: Our specific bid review team members have not yet been selected, but the group will include the three individuals listed above (web team) as well as stakeholders representing each of the main college departments (Instruction, Faculty, Student Services, Business Office, Library, and students. There may be more than one representative from some areas (i.e. Student Services may have one person from financial aid, and another from advising.)

  41. Q: What governance policies are currently in place? What’s working? What isn’t? What gaps would you like to address in revisiting governance through this project?
    A: Our web team is so small, we have few governance policies written at this time, other than for security. It hasn’t been necessary. As we open up the ability for individual employees to update sections of the site related to their department, we will draft and adopt new policy as needed.

  42. Q: Are you open to considering third-party solutions for your site search and class catalog needs?
    A: We are open to all solutions, depending on price, ease of integration/maintenance, and end-user experience.

  43. Q: Item 2.3.2 on page 8 of your RFP refers to “conceptual designs for the proposal”. To clarify — are you requesting that proposers include conceptual designs specific to CGCC? Creating a design without having gone through our proposed discovery process would likely result in work that’s off-strategy and wouldn’t be the best representation of the site we could build for CGCC. Will a Proposer be disqualified if we do not include conceptual designs in our proposal?
    A: That would not be a disqualifying factor. We are more invested in just making sure that the vendor will be able to give us something we like and works for us. Providing URLs of previously-created sites or another portfolio that displays the vendor's previous work is sufficient at this stage.

  44. Q: How many agencies did you send the RFP to proactively?
    A: Sending the RFP to specific agencies would violate the state bid process rules. We posted it on our site, but did not send it to any vendor, with two exceptions. Two vendors who knew we were up for a site redesign had asked us to send them a notification when the bid was posted. We only notified them of the RFP being posted on our site, and we have no preference for them.

  45. Q: Do you have a preference of working with a local agency?
    A: No. We are open to any agency, provided they are not prohibited from operating in the State of Oregon.

  46. Q: Please identify the top three things you want in your chosen partner, in order of importance.
    A: The ability to provide a thoughtful design that serves our needs, budget conscious, and a collaborative partnership.