QUESTIONS AND ANSWERS (“QA”)
ISSUED TO ALL PROPONENTS
QA No.: 2
RFP #: 15160014
RFP Title: IDRC Public Website
Issue Date : August 28, 2015
Issue by: Teisha Youden
No. of Pages: 3
DETAILS OF THIS DOCUMENT
This QA document is being issued to respond to questions submitted by Proponents seeking further
clarification.
Q1
1. Can you please confirm that in the main scope of work (not the
"Nice to have" features), there is no login or personalization for endusers requirement.
-Our understanding is that there is no functionality requirement for
visitors of the website to login and see content that is personalized
to them.
End users will not have to login for personalized content in the initial
implementation but it should allow this type of feature as a future enhancement.
Q2
2. On p13, in the "Content" section, in relation to "embedded
content": what types of video / audio files assets are we talking
about? Streaming YouTube/Vimeo or actual audio and video files to
be put in the Asset Manager of the website and then displayed on a
page?
The system should allow content creators to embed a variety of file formats from
both external sources such as YouTube and internal sources drawn from an
Assets Library. Website users should be able to access this content from any
device.
Q3
3. On p13, in the "Structure" section, you mention "Web standards
upgrades" -- who is to receive these regular notifications?
The system administrators
Q4
4. On p13 in the "Structure" section, in relation to "Content
syndication", you mention "may also email users when updates are
available as part of the workflow process" - can you please explain
what is required here?
The workflow process should integrate with our email notification system, Lyris,
to notify website users that have subscribed to an alert when new content is
available, for example new research funding opportunities.
Q5
5. On p14 in the "Nice to have" section, you mention advanced SEO
tools -please can you explain what you mean?
Q6
6. In the suggested timeline, you allocate a few days at the end for
training.
-If authors are only being trained at the end of the process, and with
the assumption that some content needs to be input manually even
with automatic migration, who would IDRC make available to help
with this?
-Would you consider planning the training earlier?
7. Please explain how many content authors are to be trained?
-Do you also need training for system administrators, or will the
maintenance documentation suffice?
Tools that validate that the required metadata has been entered in the page in
order that search is optimized for:
1. W3C compliance
2. Accessibility compliance
3. Tools to compress java script, css , images
4. Create XML maps
5. Integrated social media feeds
6. Allows embed of RSS feeds
7. Robot/crawler control (robot.txt)
8. 301 redirects
9. Analytics or the ability to add analytics
10. <meta/alt text> attached to links
The timeline is only a suggestion. The Proponent is to propose their own project
schedule that addresses the requirements including how and when training
occurs. IDRC will provide the resources to create and input content as needed.
Q7
Q8
Q9
1. Section 4.6.2 - Financial Requirements, could IDRC please clarify if
the request is to provide a Time and Material (T&M) proposal based
on the estimated number of days) or a fixed price proposal as
inferred by “invoice schedule” Sub-section c?
2. If a fixed price proposal is expected, or T&M with a ceiling, could
IDRC indicate how it expects bidders to fix price the system-build
before the Design Concepts are completed?
See QA # 1.
Both Content Creators and Administrators will be trained.
Asking for an invoice schedule does not infer a fixed price; whatever type of
solution is put forth by a Proponent, will require invoices on some sort of
schedule.
As noted in section 4.6.2, IDRC has asked for the Proponent to put forth it’s best
estimate based on the requirements outlined in the SOW
Refer to Q8
Head Office / Siège : PO Box / CP 8500, Ottawa, ON, Canada K1G 3H9
(150 Kent Street, Constitution Square / 150, rue Kent, Complexe Constitution Square)
Phone / Tél. : 613-236-6163 Fax / Téléc. : 613-238-7230
Regional Offices / Bureaux régionaux : Cairo / Le Caire • Montevideo • Nairobi • New Delhi
www.idrc.ca www.crdi.ca
INTERNATIONAL DEVELOPMENT RESEARCH CENTRE
Q10
Q11
Q12
Q13
Q14
Q15
Q16
Q17
Q18
Q19
Q20
Q21
Q22
Q23
Q24
Q25
Q26
Q27
Q28
3. Section 2.1 Guiding Principles (Page 7) – Can you please elaborate
on the second item: “Content creation will be decentralize.” Does it
mean there is a requirement to load content from various locations?
4. Will IDRC accept the use of the Web Experience Toolkit (WxT)?
Specifically the Drupal WxT distribution?
We have a number of content creators working in different parts of the world
who contribute content to the website
5. Current Website Metrics Table (Page 7) – There seems to be a
large decrease in visits/page views that started in 2012. Do you have
a projection (visits/page views) for 2015–2016? Do you except an
increase to the previous 2010 number of visits/page views?
6. Forefront Threat Management Gateway – (page 9) – the section
indicates that a TMG server is currently online. Does IDRC expect
the Proponent to use this threat management gateway? Will IDRC
accept a proposal to use a Web application firewall (WAF) that will
be in front of the web servers?
7. Auxiliary Database (page 9) - Will the SQL database cached data
described in this section be accessible from the Internet through
SSH, for example to read the content from databases? Are there any
other connection requirements to access the information contained
in these databases?
Yes. This is one of the main reasons why the website is being rebuilt.
8. Auxiliary Database (page 9) - Will the manual processes of
extracting data to a single database be required to be automated by
the proponent? Or will the IDRC provide that automation?
10.Current Website Inventory (pages 9-10) – Can IDRC provide an
estimated number of pages and page types (content types) that
need to be migrated to the new website?
9.Enterprise Metadata Repository (EMR) (on page 9) - Does the
Enterprise Metadata Repository, described in this section, require
SSH (or any other authentication system) to read the data? Will
IDRC offer the sync functionally or will the proponent need to
develop the synchronization layer between the website and the
EMR?
11.Current Website Inventory (page 10) - Does IDRC require
automation of images and document migration or would a manual
migration plan be acceptable?
12.Current Website Inventory (page 10) – Does IDRC require
OpenEBooks to be migrated? Or will a copy of the entire collection
and program URL redirects in batch be acceptable?
13. 2.3 Current Website Deficiencies – Performance sub section
(page 10) and Audience Location picture on page 8 – Will IDRC
consider adding a CDN (content delivery network) to speed up
delivery of content globally?
14. The “archive content” term used in Structure (Page 11), M5.2Content management (page 36), M5.3 - Archival (page 37) and M5.4
- permalink (page 37) - Does it always refer to the exporting of
content to HTML? Does IDRC require that the content be removed
from the database? Or can “archive content” use dated URL? For
example by using “/archive/2010/10/01/contentarchived”? Could
IDRC please provide more details around its “archive content”
requirements?
15.Is “the modification of page templates” term mentioned in M5.2
- automated templates (page 36) - the equivalent of modifying
content types used to create content? A content type being a form
with various fields used to create content.
16.M5.3 Structure – the term “web standard upgrade” (page 36) –
Does it mean the equivalent of receiving notifications about the
CMS security updates and regular module updates?
17.M5.4 Nice to have features - does IDRC have an internal Digital
Asset Management (DAM) available? Or does IDRC require
recommendations of a DAM server?
1. Is there a proposed budget for this project?
2. In regards to the legacy databases in section 2.2, is the intent to
move these legacy databases or just query them? Could you provide
more information on the intention for these legacy databases in the
new website?
3. Section 2.4.5 Testing, will you be providing participants for testing
or would the successful vendor need to find suitable testers?
1. On page 10, as part of the Current Website Infrastructure section,
you state:
Interactive Maps: 7
Map example: Canadian International Food Security Research Fund
IDRC will accept the use of the Web Experience Toolkit (WxT) where it meets our
requirements.
No IDRC does not expect the proponent to use the TMG (Threat Management
Gateway) with the solution. IDRC expects:
- A mechanism to cache the webpages from the site thereby speeding up access
for users and improving their experience using the site.
- A mechanism to provide a level of web security to protect the site.
The Auxiliary Database, is a SQL database that can be accessed from the Internet.
IDRC will move it to the same server as the website or other solution
recommended by the Proponent to avoid previously experienced latency issues
from connecting to it remotely. IDRC will have automated processes to
periodically populate the data in the Auxiliary Database. IDRC will provide the
connection mechanisms for the proponent’s solution to query its information.
Refer to Q14
There is a content review under way to determine what content from the current
platform will be migrated. Proponents should base their estimates on
approximately 30 content types in English and French containing approximately
6000 items total.
The Enterprise Metadata Repository will be a SQL Database. IDRC will automate
the processes to populate the data to be readily accessible for the new website.
IDRC will provide the synchronization functionality to connect to and use the
Database.
A review of all website content is underway. IDRC will clean up the content to be
migrated. The proponent will be required to migrate content that we will be
keeping and automate the migration where feasible.
IDRC requires the OpenEBooks collection to be migrated. URL redirects will be
required for pages previously bookmarked by website users.
Yes. However this will depend on the selected hosting option and the feasibility
of including it in the initial implementation.
No, content will not be removed from the database, however we want a
mechanism to flag content that doesn’t fit within the current activities.
Permalinks allow users that bookmark content that is archived, to retrieve it. This
is our preferred solution.
No. A Template is not a Content Type. A Template is a shell or framework that
allows for different page layouts. The Template contains elements such as
navigation, sub navigation and footer that are common to all pages using that
Template but that may have different page layout depending on the content type
displayed. The system should allow new Templates creation, deletion and
modification.
Yes
IDRC does not have a DAM system but is currently assessing options for a DAM
system. For this implementation we expect all digital assets published on the
website will be housed within the CMS. The proposed CMS solution could also
include a DAM but it is not required.
See QA # 1.
In reference to legacy databases refer to Q14 and Q17
Yes, the successful proponent will need to find suitable testers from our target
audiences.
The CMS needs to provide map creation tools or add-ons. The features we are
looking for are standard map features using pins to geo-locate content and the
content should be modifiable. The content should support metadata, video,
images, etc. Ideally the map interface would be in the language in which the user
is viewing the content.
Each map contains a number of items. A consolidated total of 314
items. All these maps will not be migrated but interactive maps will
need to be created on the new website.
Our question is: could you please elaborate on the expected
behavior in the context of this sentence: interactive maps will need
to be created on the new website. ? Specifically, what is expected
from the Proponent and the CMS in terms of providing a map
creation capability?
RFP # 15160014
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INTERNATIONAL DEVELOPMENT RESEARCH CENTRE
Q29
Q30
Q31
Q32
Q33
Q34
Q35
Q36
Q37
1. DRC has indicated that there are 2921 pages of content in the
current website. How many of these pages (approximately) is IDRC
planning on migrating from the old site to the new? The quantity of
content for migration can significantly increase or decrease the
scope of the project.
2. How open is IDRC to alternative design suggestions to improve
website conversion goals/objectives?
3. Hosting, CMS, design-develop-deploy new site:
Is IDRC considering changing/upgrading any of their databases that
support their web content (aside from the EMR, which is under
development, operational by September 2015)?
i.
Please comment on: SQL Server: CPU: 6 CPU’s at
2.3GHz; Memory: 12GB; Disk: 200GB
Database: Microsoft SQL Server 2008 R2 (page 9)
ii.
Please comment on: Forefront Threat Management
Gateway (TMG) Server: CPU: 2 CPU’s at 2.3GHz;
Memory: 2GB
TMG version: Microsoft TMG 2010 (page 9)
4. Could IDRC please provide a step-by-step process for how grant
information is posted, applied for and awarded?
5. M5.2: Content creation and editing: easy to create content
templates/forms.
What functionality does IDRC expect forms to perform?
i.
eCommerce?
ii.
Survey data collection and parsing?
iii.
Application completion for submission?
iv.
Contact forms for IDRC staff (allowing email addresses to
be hidden from the public)?
v.
eNewsletter sign-ups?
If eNewsletter sign-ups – which eNewsletter service does IDRC
currently work with?
6. M5.4 asks Personalization based on audience group:
Could IDRC please provide more information about what this means
and what IDRC’s expectations are for functionality.
7. Languages: IDRC has indicated the ability to support multiple
languages.
Could IDRC specify which are the most typical languages requiring
support besides English?
i.e. French, Spanish, Russian, Chinese (Mandarin), Arabic and
possibly Swahili?
Also, are there parts of the website that IDRC would like multiple
language support and other areas that would not require this
support?
If so, could IDRC specify which areas require multiple languages?
8. Is IDRC open to the inclusion of optional items besides those “nice
to have features” that would enhance the user experience of a new
IDRC website, even if those items have not been explicitly stated?
9. IDRC has indicated the need for a WCAG accessible website – is
IDRC or the supplier required to ensure that all corporate
documents, images and OpenEBooks are compliant with current
accessibility guidelines?
Refer to Q18
IDRC is open to these design suggestions.
i.
ii.
Refer to Q14 and Q17
Refer to Q13
As described in the answer for question 40, there are no plans to upgrade the
TMG software, as it has reached end of life. If IDRC is hosting the public website
on premise, we recommend putting additional security in front of the web server
to protect it from malicious activity, but we do not have a specific product in
mind. For the MS-SQL, yes, we would upgrade to the latest supported standard
version which is MS-SQL 2014.
General information about a grant is posted online. Applicants download detailed
information and apply through an external portal that is used to manage the
review and approval process. Please note IDRC is not looking to change the grant
application process at this time.
i.
IDRC does not need eCommerce
ii.
Yes
iii.
No
iv.
Yes
v.
Yes. IDRC currently uses Lyris
We would like to provide personalization by audience group so that we could for
example highlight health content to a user who is interested in content related to
health. Content could be personalized by subject, by geographic location, by
device, etc.
The typical languages are English, French and Spanish with the possibility to
expand to other languages like Arabic, Portuguese Swahili.
Yes, there will be website sections only available in certain languages. Navigation
should take this in consideration.
Any section could potentially have multiple languages. Ideally the CMS will allow
us to identify those sections that require multiple language support and modify
those choices easily.
Yes
All design, navigation and features of the new website must be WCAG compliant.
This is the responsibility of the Proponent.
Accessibility compliance will not apply to all documents, images and OpenEBooks
currently published on the website. IDRC will be responsible for ensuring
compliance using the tools available in the CMS.
Refer to Q16
Q38
10. Does IDRC anticipate requiring all 163 sub-sites going forward? If
so, will each of the 163 program sub-sites have unique designs? If
not, how many design templates does IDRC envision requiring in
total for the 163 sub-sites?
Q39
11. There are 21 lists identified with a combined total of 5580 items
in them – how many of these items does IDRC anticipate migrating?
Refer to Q16
Q40
12. Does IDRC anticipate that the selected supplier is required to
ensure IDRC images are Accessibility compliant?
13. How many interactive maps does IDRC require on the new site
since the 7 identified will not be migrated?
Refer to Q37
Q41
Q42
Q43
Q44
14. Does IDRC anticipate conducting the recruiting for Usability
testing of the new website or is the selected supplier expected to
perform this task? Can usability testing be conducted remotely or is
it expected that this testing be conducted in-person in a focus-group
format where each stakeholder has a workstation?
15. How many staff would require training on the new website?
Administrators with global access
Editors
Content creators
16. For content creators that reside outside of Canada, is IDRC open
to online training or Train-the-Trainer training where IDRC staff
could manage the training of overseas content creators?
Refer to Q28
IDRC will use the functionality to re-create the existing maps. The proponent
should demonstrate how to create and migrate map content.
IDRC expects the proponent to do the recruiting for usability testing.
Yes, the testing can be conducted remotely.
See QA # 1
Content providers included Editors and Content Creators. There are
approximately 6 Editors and 44 Content Creators.
Yes, IDRC is open to Online training and Train the trainer training. IDRC will train
the overseas staff.
END OF QA
RFP # 15160014
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