Solicitation Type
Solicitation Number
Date Issued
Procurement Officer
Phone
E-Mail Address
Amendment #2
REQUEST FOR PROPOSAL
DESCRIPTION: Contract for a Content Management System (CMS)
Request for Proposal
RFP#: 16-R1600452LC
January 11, 2016
Linda Campfield
803-323-2143 , Ext. 6025
campfieldL@winthrop.edu
The Term "Offer" Means Your "Bid" or "Proposal".
SUBMIT OFFER BY: (Opening Date/Time)
Offer"
January 26, 2016 - 3:00 pm: See provision entitled "Deadline For Submission Of
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
Winthrop University
Procurement Services
Procurement Services
307 Tillman Hall
307 Tillman Hall
Rock Hill, SC 29733
Rock Hill, SC 29733
See provision entitled "Submitting Your Offer"
Conference Type: N/A
Date & Time
Location: N/A
As appropriate see " Conference -Pre-Bid /Proposal" & " Site Visit"
previsions
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
AUTHORIZED SIGNATURE
□ Corporation (tax-exempt)
□ Corporate entity
(not tax-exempt)
(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)
□ Government entity
PRINTED NAME
□ Other
________________________
(Printed name of person signing above)
DATE
(federal, state, or local)
(See "Signing Your Offer" provision.)
Instructions regarding Offeror's name: Any award issued will be issued to, and the contract will be formed with, the entity
identified as the offeror above. An offer may be submitted by only one legal entity. The entity named as the offeror must be a
single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not
a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.
STATE OF INCORPORATION
(If offeror is a corporation, identify the state of Incorporation.)
TAXPAYER IDENTIFICATION NO.
STATE VENDOR NO.
(See "Taxpayer Identification Number" provision)
(Register to obtain S.C. Vendor No. at www.procurement.sc.gov
RFP 16-R1600452LC - Amendment #2
Page 1 of 7
PAGE TWO
(Return Page Two with Your Offer)
HOME OFFICE ADDRESS: (Address for offeror's home office NOTICE ADDRESS: (Address to which all procurement and contract
/principal place of business)
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
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
Offerors acknowledges receipt
of amendment by indicating
amendment number and its date
of issue.
DISCOUNT FOR
PROMPT PAYMENT
10 Calendar Days (%)
20 Calendar Days (%)
See "Discount for Prompt
Payment" clause
PREFERENCES DO NOT APPLY
[11-35-1524(E)(2)]
PREFERENCES DO NOT APPLY
[11-35-1524(E)(2)]
PAGE TWO (SEP 2009)
RFP 16-R1600452LC - Amendment #2
Page 2 of 7
30 Calendar Days (%)
_____ Calendar Days(%)
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.
Change to:
n. The system should be secured behind a firewall
RFP 16-R1600452LC - Amendment #2
Page 3 of 7
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.”
RFP 16-R1600452LC - Amendment #2
Page 4 of 7
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.
3. How many pages of content need migration on each site?
Answer: The www.winthrop.edu website consists of approximately 40,000 pieces of
content. This number includes content blocks and library assets. We estimate that nearly
30,000 web pages exist on the Winthrop website that will need to be migrated to the new
CMS.
4. In what format will the content be provided (Word docs / HTML / XML)? For 1000+
pages, our preference is HTML.
Answer: Content can be scraped from current web pages or the Ektron SQL database that
houses Winthrop’s content blocks and library assets. Full access to the current CMS
(Ektron) will be provided during the content migration.
RFP 16-R1600452LC - Amendment #2
Page 5 of 7
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?
RFP 16-R1600452LC - Amendment #2
Page 6 of 7
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
can be found in the top right hand corner of the cover page of this amendment reference the “Duty to
Inquire” in the original Request for Proposal (RFP).
RFP 16-R1600452LC - Amendment #2
Page 7 of 7