Request for Proposal
Spokane Regional Health District
Web Services
CUSTOMER AGENCY NAME: Spokane Regional Health District
SECTION 1: OVERVIEW OF PROCUREMENT
Name of Web Site:
www.srhd.org
Purpose and/or Objectives of Web Site:
From restaurant inspections, to health education, immunizations, and disease control and prevention, Spokane Regional Health
District (SRHD) provides over 20 different programs and services to individuals, families and organizations across Spokane County.
Approximately 15,000 unique visitors access SRHD’s web site, www.srhd.org, monthly to gain access to online testing and forms,
certifications, inspection reports, eligibility and enrollment activities, and registration and payment activities. Currently, the site
encompasses 130+ pages and is maintained on the backend through a custom content management system (CMS) that is accessed
by a limited number of authorized administrators.
Scope of the Work:
This SOW is for redevelopment of SRHD’s existing site, as well as development and implementation of several new features.
The reasoning behind this redevelopment is threefold:



The site is sorely outdated in both look and function, as well, it relies heavily on “pushing” information one-way to its
audiences, as opposed to allowing for multiple, two-way interactions.
The site is built on an older IIS/ASP/MS Access platform that is no longer securely supported by its host, GoDaddy. The site
has experienced frequent attacks due to security breaches—namely inappropriate access to some areas of the site by
unauthorized individuals.
Several custom functions were added to the site since its inception that helped SRHD staff with expanded functionality, but
customization has created confusion and frustration with staff attrition. Several customized features no longer work and
cannot be rectified through existing code.
SRHD Communications and Information Technology staff ultimately aim to work alongside a vendor to modernize the site by
transitioning its platform to a Linux, PHP and MySQL backend, which should address the three concerns stated above.
Timeline and Work Period of Performance:
SRHD staff would like to see web redevelopment begin on Nov. 1, 2014 and commence with a public go-live on May 1, 2015.
Experience and Qualifications:
Below is a high-level description of mandatory and preferred vendor experience and qualifications. Vendor selection will be based on
vendors’ responses in Section 2: Customer Requirements.
Mandatory
Vendor must exhibit experience in, and demonstrate superior knowledge, skills and abilities in:




Web site design, development and redevelopment
o Enterprise-wide site development
Ecommerce
o Payment gateway systems
Email marketing
Compliance with Payment Card Industry (PCI), Americans with Disabilities Act (ADA)
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Request for Proposal
Spokane Regional Health District
Web Services








Integration of third-party applications
Search-friendly graphic design
Adherence to branding standards
o Compliance with image copyright and royalties
Mobile, responsive design
Database integration/migration
Social media integration
Search engine optimization
Project management of complex web site projects
Preferable
It is preferred that vendor exhibit experience in:



Compliance with Health Insurance Portability and Accountability Act (HIPAA), Electronic Code of Federal Regulations (CFR)
(42), Telecommunications (255) and Rehabilitation Act (504)
Projects for larger companies (200+ employees)
Experience with off-the-shelf and custom content management systems
References:
Qualified vendors must supply at least three company references to include name of company, type of products or services provided
and examples of web sites.
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Request for Proposal
Spokane Regional Health District
Web Services
SECTION 2: CUSTOMER REQUIREMENTS
Description of Customer Requirement
Vendors,
check box
to indicate
if qualified
Special
Instructions
to Vendor
(if applicable)
This section describes the Purchaser’s functional and technical requirements for this procurement.
PROJECT MANAGEMENT

Project management services to support web site development projects
o Initiating
o Planning
o Scope Specification
o Design
o Development
o Test (beta testing phase)
o Implementation
o Post-Implementation Support

Implementation services for web site development projects
o Provide development environment
o Support migration from test to production environment
o Support go-live
THEME DEVELOPMENT

Provide document detailing customer theme requirements and obtain acceptance
of requirements by customer.
Graphic design services

Support in-house graphic designer and offer recommendations
o User-Interface / User-Experience
o Web site layouts – homepage, landing pages, secondary and tertiary pages
o Adherance to established graphic standards, proper use of logos, branding
or identity
o Photo acquisitions (proper acquisition of copyrighted material)
SRHD
employs fulltime graphic
designer
who will
take lead on
design
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Request for Proposal
Spokane Regional Health District
Web Services
FUNCTIONAL DEVELOPMENT
Configure, install, administer and support the following content management systems.
*For information purposes only
Check the box for each content management solution vendor offers.
Content Management Solution
Joomla!
Drupal
Adobe Contribute
WordPress
SharePoint
Dreamweaver
Other, please describe
_________________________________________
_________________________________________
_________________________________________
Have expertise in the following development languages/tools.
*For information purposes only
Check the box for each development language/tool needed:
Development language/tool
HTML (version: __________________)
CSS (version: __________________)
The site is
built on an
older
IIS/ASP/MS
Access
platform
Javascript
JQuery
Ajax
PHP
Ruby on Rails
ASP.NET
Adobe Flash
Active Scripting
XML/XMAL
MySQL
SQL
Other, please describe ____________________
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Request for Proposal
Spokane Regional Health District
Web Services

Migration and development of web content (i.e., text, documents, PDFs, etc.)
Approx. 130+
pages for
migration,
numerous
duplicate
documents

Development services – includes, but is not limited to, development of the
following functions:
o Theme - Visual Appeal
 ADA compliance/site accessibility compliance
 Responsive design that includes mobile and other devices
 Social media presence across site
 Ability to apply and/or enable client’s highly-customized designs
across landing and sub-landing pages (possible with themes,
CSS). Template development
 Design that promotes two-way interaction (multiple ways for
users to interact)
 Secure, publicly-viewable live-streaming and recorded video
 Image-driven navigation
 Automatic photo resizing
 Design that accommodates for more white space, less text-heavy
landing pages
o Search
 Metadata-driven
 Smarter search, i.e. related words, phrases, synonyms, Soundex,
type-ahead, alternative suggestions
 Results indicate content type
Customer
requirements
have been
prioritized
from most
important to
least
important,
within
various
functions

 Thumbnail image to indicate content type
Advanced search – allowing end user to search by content type
a

o
end user only interested in file by
o Type
o Within specified date range
o Author
o Program
Organization of information
 User-driven experience

Flat hierarchy, equal precedence to all topics

Ability to tie to program/divisional hierarchy (metadata)

Navigate directly to subpages vs. homepage

Provide user the ability to self-identify audience type
upon entry
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Request for Proposal
Spokane Regional Health District
Web Services



Centralized document and multimedia library that incorporates
metadata on the backend (improving search functionality on
frontend), ability to compile mixed media as part of multiple
frontend libraries
 Searchable by file size, type, author, date
Minimize clicking/scrolling to access information
Sitemap

o
Usability
 SEO
New features
 Information Technology-specific

Backend security
o Simultaneous application of security and
enhancement upgrades across multiple sites,
shared code libraries
o Log-in roles
 Super admin
 Landing page admin
 Content approvers
 Content contributors
o Complex password support
 Password recovery support
 Lockout feature for incorrect password
with increasing lockout time feature
 Require complex passwords
 Alerts for login hacking

Development environment

Site and page archival
o Draft support for Contributors
o Approval support for Approvers

Site portability, host- and server-neutral
o Document outline steps

Expanded shopping cart functionality
o Wizard to help with product selection and price
 Redirect to live chat, additional
assistance options
o Transaction-based services (e.g., payments, etc.)
 Compliance with Payment Card Industry
(PCI)
 Shared across multiple programs
 Differentiate interface for B2B vs. C2B
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Request for Proposal
Spokane Regional Health District
Web Services
o
 Saved shopping cart by login, not cookie
If 3 party solution used, branding and
integration with SRHD site.
rd


Parent-child theme support for non-agency sites hosted
by agency
Site content managers


A la carte backend options for subpages (a way to pick
and choose the content that shows on the subpage that
is managed through the backend interface)
o Simplified document/replacement process
o Variability in themes while still adhering to
agency standards
o Blogging
o Case studies, success stories
o Events calendar
o Related sites (Imms toolkit, STD toolkit)
o Related links (DOH, CDC)
o Access to photo, video and audio repository
o Google analytics integration (backend
management tool, not for selection on landing
page)
 Download tracking
Misc

Ability to create redirects

Notifications and approval at the Content level

Online forms
o Fillable forms with links to internal systems
behind firewall or stored in site database
adhering to HIPAA and CFR standards
o Notification email to internal staff
o Option to receive as fax
o Secure email option

Enhanced email marketing (newsletter) functionality:
o Robust delivery analytics
o Integration with registration system
o Integration with calendar
o Distribution list management
o Printable output
o Export/download capabilities
o Opt out/in functionality
o Social media tie-ins
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Request for Proposal
Spokane Regional Health District
Web Services
o
o
o
o
o
Templates
Draft support
Mobile support
Preview mode
If 3rd party solution used, branding and
integration with SRHD site

Enhanced registration functionality
o Tie with shopping cart
o Robust analytics
o Integration with newsletter system
o Integration with calendar
o Registrant management
o Confirmation
 Download/print receipt and/or ticket
 E-ticket
o Export/download capabilities
 Sign in sheets
o Social media tie-ins
o Templates
o Draft support
o Preview mode
o If 3rd party solution used, branding and
integration with SRHD site

Enhanced employment recruitment/application process
o Online application submittal
 To include images, documents
o Confirmation of submittal
o Auto-notification to staff member of newlysubmitted application
o Simplified interface for posting job
announcements
o If 3rd party solution used, branding and
integration with SRHD site.

Integrated blog with ability to tie into program page

Expanded Contact Us
o Topic of interest
o Auto-alert routing to internal staff, possibility to
text, email
o Live chat
o Phone dialer
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Request for Proposal
Spokane Regional Health District
Web Services
o
Surveying, feedback option (gauge user
experience)

Live Chat

Program-specific calendars
o Optional integration into homepage

Publication print request, auto-notification to staff

Opt-out/opt-in functionality for agency communications
(i.e. general public would like to receive more info
about…)

Auto-survey for ascertaining purpose of downloaded
documents
FUNCTIONAL AND QUALITY ASSURANCE TESTING

Conduct user acceptance testing

Conduct accessibility testing to the applicable guidelines

Functional and quality assurance testing on web site. Includes:
o Browser support
o Operating systems
o Screen resolutions including responsive for mobile
o Assistive technologies
o Color blindness
o Text sizing
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Request for Proposal
Spokane Regional Health District
Web Services
TESTING & FIXES

Provide resolution for all defects identified during the testing phases
DOCUMENTATION DEVELOPMENT

Document test results and provide final report to customer

Content management user documentation (i.e. training manuals)
TRAINING

Provide training to customer on maintaining web site features and functions

Provide training and/or knowledge transfer for:
o Use of content management system(s)
o Use of other software or tools in support of web site
o Administration functions including, but not limited to, user
access/password resets

Provide training on new functionality/features and/or software
WEB SITE MAINTENANCE

Provide file and database backup and restore assistance

Purchase and maintain/renew software subscriptions on behalf of clients

Provide software upgrades to support customer web site functionalities

Provide content management system security updates and/or upgrades

Provide disaster recovery response times and assistance
ADDITIONAL CONSULTING SERVICES

Conduct usability baseline study

Conduct iterative usability studies during the development lifecycle

Liaison between customer/client and hosting company.

Liaison between the customer and any third party vendors used by vendor to
support customer’s web site.

Ability to communicate technical information to non-technical personnel in an
easy to understand way.
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Request for Proposal
Spokane Regional Health District
Web Services
SECTION 3: DELIVERABLES
This section identifies the deliverable requirements of the Purchaser.
Name of Deliverable
Description of Deliverable
Vendors
indicate if
qualified
Special
Instructions
to Vendor
(if applicable)
PROJECT MANAGEMENT
Project Charter
Authorizes the project and documents the initial requirements
that satisfy the stakeholder’s needs and expectations.
Project Management
Plan
Details out how the project will be planned, executed,
monitored and controlled, and closed. Includes, but is not
limited to, project management approach and methodology of
the vendor, project resources and organization, roles and
responsibilities, issue and risk management, communications,
stakeholder management, involvement of key staff beyond
Communications and IS, change request process, QA process,
and monitoring and reporting progress.
Project Schedule/
Calendar of Events
Provides a detailed list of the work activities to complete the
project including but not limited to, planned start and finish
dates, resource assignments and allocation, milestones, and
deliverables.
Status Reports
Vendor provides a detailed status report for reporting period(s)
as agreed to by the vendor and the customer.
Project Close Letter
Represents final sign off on the solution provided by the vendor.
Signed by both the vendor and the customer agreeing solution
has been delivered to the satisfaction of both parties. Signals
the start of maintenance (if applicable).
WEB SITE DEVELOPMENT
Specification
Document
Upon receiving specifications from SRHD, document provides
details of the vendor’s proposed solution with the customer
business requirements clearly stated. This document details out
how the vendor proposes to meet all of the customer’s
requirements.
Specifications
Acceptance Letter
This letter is an agreement between the vendor and the
customer that the design of the system meets the business
needs of the customer. Both the vendor and the customer sign
accepting the design before development starts.
Requirements
Traceability Matrix
Provides traceability of the requirements from the statement of
work all the way through the design, development and
implementation process. Ensures all customer requirements
have been included in the solution.
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Request for Proposal
Spokane Regional Health District
Web Services
SECTION 3: DELIVERABLES
This section identifies the deliverable requirements of the Purchaser.
Name of Deliverable
Description of Deliverable
Vendors
indicate if
qualified
Special
Instructions
to Vendor
(if applicable)
FUNCTIONALITY DEVELOPMENT
Screen Mockups
Provides a view to the customer of how their web site will look
when completed.
PRE- & POST-DEVELOPMENT TESTING AND FIXES
Test Plan
Details out the vendors testing approach and methodology for
this engagement.
Pre-Development
Test Results/
Deficiencies Report
Provides a detailed report of the testing results and any
deficiencies that remain in the system, prior to migration.
Deficiencies should have a document resolution and delivery
date for resolution.
Test Acceptance
Letter
This letter is an agreement between the vendor and the
customer to accept the test results and the deficiencies report
as documented. Both the vendor and the customer sign the
letter accepting the test results, the resolution for identified
deficiencies and agreeing to move the solution into the
production environment on a specified date.
Production Readiness
Checklist/Plan
Checklist/plan of all items that must be completed or in place
before migrating to production. Includes cutover and back out
strategies as well as stabilization tasks/monitoring activities.
Post-Development
Test Results/
Deficiencies Report
Provides a detailed report of the testing results and any
deficiencies that remain in the system, post-migration.
Deficiencies should have a document resolution and delivery
date for resolution.
TRAINING
Training and/or
Knowledge Transfer
Plan
Details out the vendor’s plan to train the customer end users
and/or provide knowledge transfer to customer staff who will
be performing some type of “administrator” functions for the
solution.
Training and/or
Knowledge Transfer
Materials
These are the training and/or knowledge transfer materials
identified in the plan, provided by the vendor and are used by
the vendor to train end users or administrators.
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Request for Proposal
Spokane Regional Health District
Web Services
WEB SITE MAINTENANCE
System
Administration
Guide
Document to outline steps and procedures for maintaining site
in its current hosted environment. This will include: adding new
User logins to the site, installing security updates to code,
backing up and restoring of site to same host or new host.
ADDITIONAL CONSULTING SERVICES
Organizational
Change Management
Plan
Details out a framework to guide the customer in change and
readiness efforts to prepare for any emergency change in
services or function.
Definitions
Content: fields that support information displayed by various components of the site, i.e. calendar, news item, featured item
Project Management: includes the development of project plan, project point of contact, project oversight and support, customer
meetings.
Theme Development: creating the custom theme based on requirements; ensuring that the theme meets accessibility
requirements; developing template pages for different sections of the site and different functionalities.
Functionality Development: adding and customizing modules to meet functionality requirements.
Functional and Quality Assurance Testing: Includes accessibility testing and W3C validation.
Post Testing Development and Fixes: troubleshooting and fixing any issues found in testing.
Documentation Development: developing training documentation for technical support staff.
Training: Technical training for technical staff on maintaining features and functionality.
Web Site Maintenance: may include technical maintenance and programming, editing, troubleshooting and site assessments,
assistance with HTML or building content, forms and surveys, etc.
Additional Consulting Services: may include change management, mobile development, cloud services, business intelligence,
solutions architect, infrastructure, architecture, security, communication strategy, quality assurance, project manager, analyst, front
end developer, technical developer, junior, journey, senior or expert level resources.
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Request for Proposal
Spokane Regional Health District
Web Services
Section 4: Vendor Proposed Pricing
Category of Service
Project Management
$Hourly Rate
Estimated hours
__
Theme & Web Site Development
Functionality Development
Functional and Quality Assurance Testing
Pre- & Post-Development Testing & Fixes
Documentation Development
Training
Web Site Maintenance
Additional Consulting Services
Section 5: Resulting Agreement
Award will be documented and formalized in a contract.
Section 6: Instructions to Bidders
Vendor questions about this project should be directed to:
Kim Papich
SRHD Public Information Officer
1101 W. College Ave, Room 330
Spokane, WA 99201
(509) 324-1539
kpapich@srhd.org
The due date for vendor responses is 5:00 p.m., PDT, Wednesday, Oct. 15, 2014. The bid opening date and time is Tuesday,
Oct. 20, 2014 at 8:00 a.m., PDT and a selection will be made by Oct. 24, 2014. An informational public meeting will be held
for interested vendors who would like more specific information on bid details on Oct. 1, 2014, starting at 2:00 p.m., PDT, at
Spokane Regional Health District, 1101 W. College Ave, in the first floor Auditorium, room #140. A conference bridge can be
made available, by request, for those who cannot attend in person. Responses can be submitted by email to
kpapich@srhd.org or mailed to her attention at the address given above.
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