Procurement Department P.O. Box 2266 Woodbridge, Virginia 22195-2266 Fax (703) 335-7954 December 21, 2016 RFP SA 0417 Website Services Addendum #1 THIS SOLICITATION IS HEREBY AMENDED AS FOLLOWS: This Addendum consists of the attached questions and answers (Attachment A): Acknowledgement: Consultants submitting a proposal for the above named solicitation shall take note of the following changes, additions, deletions, clarification, etc., in the Contract Documents, which shall become a part of and have precedence over anything shown or described in the Contract Documents, and as such shall be taken into consideration and be included in the Consultant s proposal. All other terms and conditions of the Request For Proposal shall remain unchanged. Offerors must acknowledge receipt of this amendment by signing and returning this addendum with the proposal response prior to the proposal due date and time. Authorized Signature Date Name Printed Title Company Name Direct all inquiries to: Medhat Mosaad, Prince William County Service Authority, Fax: (703)335-7954, or E-mail: purchasinggroupemail@pwcsa.org
Attachment A: Answers to Questions from Prospective Offerors Q1: Is a vendor that is local a high priority for Prince William County Service Authority? A1: A local vendor is preferable, but not mandatory. Q2: Is the incumbent(s) who contributed to the "large-scale metamorphoses of improvement" expected to be submitting a proposal(s)? A2: PWCSA does not make assumptions regarding who will bid on any solicitation. Q3: What version of Drupal does the existing system run on? A3: Drupal core 7.5 Q4: Could you provide a list of plugins that are integrated with the current system? ex: GoPay A4: GoPay is not a plug-in, it is a separate website that the firm will have miniscule involvement with. Some of the plug-ins include Simplenews, Flexslider, Image CAPTCHA, Printer Friendly Page, Google Analytics, and calendar. Q5: Is it safe to assume that enhancements/tasks that goes beyond the allocated hours will need to be estimated and billed separately. A5: Yes. Q6: Section 10; Page 1; Point 3 - Are server diagrams, CMS Configuration documentation, GA documentation etc. already prepared? Are there any other documents expected from the Vendor? A6: Documentation will be requested as needed. Server diagrams exist currently and will need to be updated proactively. The other documentation must be created. Q7: Section 10;Page 1; For "Advisory and project management", is there any minimum and maximum cap of hours per month/year? A7: This is fluid depending on what is proposed by the firm and the needs of PWCSA. Q8: Section 10;Page 1; In "Website Management", it is mentioned that up to 25 hours/month will be utilized for consulting, design, programming, IT and Support Services. Is the 25 hours/month combined for all three websites or are the hours per website? A8: Roughly 25 hours shall be allotted for pwcsa.org and intranet.pwcsa.org. Roughly 10 hours shall be used for h2olab.org. This is flexible depending on the proposal of the firm. Q9: Section 10;Page 2 - In "Maintenance", it is specified that there is a 90 hour yearly cap for H2O Lab. Is there any such cap for the other 2 websites? A9: 90 hours may be used for the H2O Lab website as they have in the past, however, this is open to the suggestions of the firm, as is the allotment of hours for the other two websites. In the past, 300 hours per year have been split between the other two sites. In addition to maintenance hours, separate development projects are also executed. 1 P a g e
Q10: Section 10;Page 2; Vendor Obligations -What is the level of 24/7 support that is expected? A10: Direct availability of a resource in the event of an after hours emergency such as website outage or need for emergency posting. Q11: Section 10;Page 3 - Do the current three websites use single Codebase/Database or different Codebase/Database? A11: They use different codebase/databases. Q12: RFP response is requesting a breakdown of the past performance between Prime and Sub-contractors. Can this be a combined past performance of 8 projects? A12: Yes. Q13: How are the sites being maintained currently? A13: Drupal and the servers are updated monthly. Other updates are performed on an as requested basis. Q14: If there is an incumbent vendor who is it? A14: Blue Water Media. Q15: Can you provide a sample monthly report template? A15: Monthly reports include Domain name and DNS analysis, Drupal instance and report of updates performed (done without prompting), hosting environment analysis, SEO analysis, responsive/mobile compatibility, malware and virus alerts and status and database environment. Additionally we would like to include a 508 compliance analysis going forward for 2 out of the 3 website. Firm should develop their own template and add items as they see necessary. Q16: How do you intend to handle larger requests? If a new functionality request will require 75 hours will it billed separately to avoid consuming several months worth of support hours on one task? A16: This should be billed separately as a separate project. Q17: Are all three sites Drupal 7? A17: Yes. Q18: Attachment A, the Scope of Work, the section titled "Requirements" was blank and had no bullets underneath - were there missing requirements here? A18: All requirements are present in the document. Q19: What is your estimated budget for this project? A19: Roughly $50,000 has been spent on maintenance per year in the past, barring additional development projects. This will be flexible depending on the submitting firms. 2 P a g e
Q20: Who built your main website, and separately your H2OLab site? Are they eligible to bid on this project? A20: Blue Water Media. They are eligible to bid. Q21: Who built your intranet? Are they eligible to bid on this project? A21: Blue Water Media. They are eligible to bid. Q22: Who currently supports your sites? Are they eligible to bid on this project? A22: Blue Water Media. They are eligible to bid. Q23: Pgs. 1, 9 & 21: The RFP states we must submit one copy of our proposal on a CD- ROM. This places a very heavy burden on proposers since most computers no longer include CD-ROM drives. Is it acceptable to submit an electronic version on a USB thumb (zip) drive instead? A23: It is acceptable to submit an electronic version a USB thumb (zip) drive. Q24: Pg. 19, 5.19: The RFP states the contract is from the date of award through June 30, 2017. When do you anticipate the selected vendor would be able to begin work? A24: February 1, 2017. A new agreement will start for one full year on July 1, 2017. This is done to coincide with the PWCSA fiscal year. Q25: Pgs. 23-26, 6.4: The section describing how the proposal should be organized does not seem to include a description of our project approach/methodology, or a response to the detailed Scope of Work. Are we allowed to include this information? We find it is very helpful for organizations to know how working with us would be different from other vendors, and how we would specifically approach your Scope of Work. A25: This section is hereby revised to request that Bidders include details describing the approach/methodology to the project. Q26: Pg. 25: Regarding the 5 requested references, should we provide only references to customers who purchase Drupal maintenance support (the services requested in this RFP)? Or do you wish to see a mix of references, including to customers for whom we helped build their websites and also provide hosting services in addition to support? A26: Please provide a mix of references. Q27: Attachment A, Scope of Work: Please confirm that you are not looking to have your sites redesigned. Rather, you are looking for a vendor to provide you with ongoing maintenance and support services. A27: That is correct for the time being, however, in the future, re-designs will be requested, possibly as soon as one year from the start of the new agreement. Q28: Attachment A, Scope of Work, pg. 1, Website Management, bullet 9: Please clarify whether the 25 hours per month covers support services for all 3 sites (PWCSA.org, intranet, and H20Lab.org)? Or would the H20Lab support be separate? A28: Please see A29. 3 P a g e
Q29: Attachment A, Scope of Work, pg. 2, Maintenance, bullets 1-2: Does bullet 1 apply to PWCSA.org and the intranet only? Meaning, you would purchase a block of hours for the whole year that would apply only to those 2 sites? About how many hours do you anticipate purchasing? For H2OLab.org, are you also looking to purchase a block of 90 hours per year, to be used at anytime, or do you prefer a certain number of hours per month? Are these sites hosted on separate platforms? Would you prefer to have the maintenance of these sites streamlined? A29: 90 hours for the year may be used for the H2O Lab website as they have in the past, however, this is open to the suggestions of the firm, as is the allotment of hours for the other two websites. In the past, 300 hours per year have been split between the other two sites. In addition to maintenance hours, separate development projects are also executed. For all sites PWCSA prefers to have a block of hours that is available for the whole year. The H2O Lab maintenance should be kept in a separate block from the other two sites due to the nature of it s business. Pwcsa.org and h2olab.org are hosted on the same server, the Intranet is on a separate server. Q30: Attachment A. Scope of Work, pg. 3, Website Overview: Please confirm whether the 2nd row, labeled PWCSA.org, actually applies to your intranet (PWCSA.org is listed twice). A30: Yes, that is correct. Q31: Attachment A, Scope of Work, pg. 3, Project Timeline: Please confirm that we should provide a quote for services only through June 30, 2017 (about a half year of support if we start in January, and therefore only a half-year budget). A31: Yes, this is correct. A new, full year agreement will be enacted starting July 1, 2017. Q32: Do you have a target hourly rate for the support services? A32: No. Rates will be considered in conjunction with the depth of skill of the firm. Q33: Where do you host your websites? Does the current webhost provide any maintenance services? For example, to the operating system and/or to the Drupal layer(s)? A33: Two of the three websites are hosted by MidPhase, who does provide some support and maintenance including that to Drupal. One of the sites is hosted internally. Q34: Do you have in-house Drupal developer staff? A34: No. PWCSA has one internal power-user. Q35: Are you looking for any hosting services going forward? A35: No. 4 P a g e