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SummaryMcHenry County College requests proposals from companies to provide Website Content Management System (CMS) Selection& Implementation.Date Issued:Service Requested:RFP Closing Date/Time:RFP Contact:May 10, 2018CMS Selection & Implementation.May 25, 2018 – 10:00am CDTJennifer Jones, Director for Business [email protected] must be emailed to [email protected] with the subject line RFP05252018 CMS on or before May 25, 2018 at 10:00amCDT.All late proposals will be rejected.All proposals must be signed by a duly authorized representative of the firm.All unsigned proposals will be automatically rejected.SPECIAL NOTE: This Invitation for Bids (RFP) does not obligate McHenry County College (MCC) or its Board of Trustees to awarda contract or complete the proposed project, and each reserves the right to cancel this RFP if it is considered to be in its bestinterest. Proposals must be clear and concise. Proposals that are difficult to follow or that do not conform to the RFP format orbinding specifications, may be rejected. Responding vendors must include the required information called for in this RFP. MCCreserves the right to reject a proposal if required information is not provided or is not organized as directed. MCC also reservesthe right to change the evaluation criteria or any other provision in this RFP by posting notice of the change(s) on MCC’s RFPwebsite, www.mchenry.edu/bid. For this RFP, posting on the captioned website above constitutes written notification to eachvendor. Vendors should check the site daily and are expected to review information on the site carefully before submitting a finalproposal.We appreciate your interest in McHenry County College and look forward to your response.
REQUEST FOR PROPOSALWebsite Content Management SystemRFP #05252018Issue Date: May 10, 2018Bid Due: May 25, 2018 @ 10:00am CDTMcHenry County College8900 US Highway 14Crystal Lake, Illinois 60012-2761Telephone: (815) 455-3700
Contents1RFP SCHEDULE .32RFP .32.12.22.3INTRODUCTION .3STATEMENT OF WORK. 4FUNCTIONAL REQUIREMENTS . 103General Requirements. 4Functionality Included on all Pages . 6Homepage:. 6Academics Listing / Search pages . 6Academic Program Detail page . 6Calendar and Events pages.7Event Detail page.7News. 7Faculty and Staff Directory. 7Forms . 8PROPOSAL SUBMISSION PROCEDURE. 93.13.2ORAL PRESENTATION . 9EVALUATION CRITERIA . 9Table of Contents
1RFP ScheduleActionRFP Advertisements listed at www.mchenry.edu/bidVendors notify MCC of intent to bid – [email protected]/10/185/17/18Vendor Question Due – [email protected] to vendor questions posted by addendum towww.mchenry.edu/bid5/21/18 – Noon CDT5/23/18RFP Close DateShortlist SelectionTentative Shortlist Vendor PresentationsRecommendation to Board of TrusteesAward Contract to Vendor5/25/18 – 10:00 a.m. CDT5/29/186/1/18 (1-3 p.m.), 6/6/18 (1-3 p.m.)6/28/187/2/182RFP2.1IntroductionMcHenry County College (hereinafter “MCC”) is inviting responsible Vendors (hereinafter “Bidder” or“Contractor”) to submit proposals for a CMS Selection and Implementation. A more complete descriptionof the supplies and/or services sought is provided in the “Statement of Work.”Institutional BackgroundMCC is a community college offering pre-baccalaureate programs for students planning to transfer to a fouryear university, occupational education leading directly to employment, adult education and literacyprograms, work force and workplace development services, and support services to help students succeed.McHenry County College serves one of the fastest growing counties in Illinois. MCC is located forty-fivemiles northwest of downtown Chicago, the college is committed to providing high quality, need-basededucational and training opportunities to adult residents of Community College District 528. Nearly 250,000residents live within the MCC district boundaries. The campus is located at 8900 U.S. Highway 14, CrystalLake, IL 60012. Also part of this college is the Shah Center, a corporate training and business developmentcenter approximately six miles northeast of MCC in the town of McHenry, Illinois.Additional Background InformationMCC engaged a consulting firm to develop a plan for website redesign.The new design aims to support MCC’s mission and business objectives with the following website attributes: 3A fully responsive website that provides a functional, pleasant user experience regardless of the deviceused to access the site.Ability for MCC staff to upload content, including text and multimedia, to the website easily, and tomaintain content shared in many places on the site in one place.Website Content Management System3
Capability to address multiple languages, post emergency alerts that can be updated quickly,provide platform for news delivery, and support calendars and important academic dates withfiltering features.Support future integration with third party systems for applying, registering and shoppingonline.In advance of the CMS deployment, MCC has completed the following discovery and definitions stages: Web Strategy Functional Requirements Content Analysis Wireframes Sample design, including sample HTML and CSS codingCurrent EnvironmentMCC has never had a commercial CMS product. MCC has relied on the web tools (calendar, newsroom, etc.)created by an in-house developer using ASP and .Net for automation where possible. Individual pages arehand coded using Dreamweaver.Objectives 2.2Recruit and retain more students: Traditional age (17-24) Non-traditional students older than 24 Noncredit students—continuing education students of all ages Business professionals requiring training and developmentIncrease number of users and website traffic to www.mchenry.eduUpdate design and navigation to allow for ease of use and dynamic content Provide a more personalized experience for each user Incorporate content management system into redesigned site Include print-friendly feature and ability to create PDF version of pagesIntegrate with Ellucian and Siteimprove as neededTrain internal staff to maintain new siteStatement of WorkPurposeMCC requests a demonstration of content management system (CMS) capabilities and productdifferentiators to help with maintaining existing content and implementing new content on the collegewebsite. It is imperative that adequate training is available on the chosen CMS.Project Summary and Goals 2.3Facilitate overall content management, including news, calendar and event functionality—viaCMS, and content sharing with social media.Purpose of site needs to shift from primarily an information hub to more of a marketing andrecruitment site.Have a better plan/architecture for use/leverage of images and visual content.Use more photos/images and interactive content when available.Make site more dynamic and engaging overall.Functional Requirements:2.3.1General RequirementsBelow are general requirements identified for the MCC website. These requirements are based on4Website Content Management System4
existing and desired new functionality.Browser requirements:Website shall support Internet Explorer 9, Internet Explorer 10, Edge, and the latest versionsof Safari, Mozilla Firefox and Google Chrome.Responsive:Website shall provide a responsive framework to ensure site content renders correctly acrossall devices.Accessibility:Website must conform to ADA WCAG 2.0 AA and Illinois Information TechnologyAccessibility Act (IITAA) standards.Analytics:Website shall incorporate Google Tag Manager and CMS must integrate with analytics tools.User Roles / Workflow:The content management system must be able to establish a variety of steps within a workflowprocess without requiring external tools.The workflow must support the following:Sequential and/or parallel approval stepsThe ability to view the status of a content item through workflow processThe ability to escalate workflow itemsThe ability to notify a person when they need to perform a task in relation to an item (includingallowing admin to set stale content notification)The ability to provide workflow notification by emailShared Content:The CMS must enable the ability to post content (text, documents, links, images, video, or acombination of these) in one place to be used throughout the website.Search Engine Optimization:The site will allow for metadata to be entered at the page level to accommodate SEO. Thisincludes: Page title Page description System shall provide the ability to generate a Google-readable XML site map.URL aliasing:The website will need URL redirecting and aliasing capabilities. CMS admin users should beable to manage these redirects within the CMS.Social Media:System shall provide access to all of MCC’s social media outlets.System shall provide Share buttons on pages so users can share the page to their own socialmedia accounts.System should support social media widgets embedded on the site.5Website Content Management System5
2.3.2Functionality Included on all PagesSearch:Website shall incorporate search feature on every web page with a search box situated in aprominent location.Search results should display:1. Most relevant content first2. Highlighted text with the keyword or keyword phrase in the search3. URL for the result4. When possible, an indication of search result type (e.g. event, webpage, PDF file)5. Show multiple results at a time, standard pagination functionality neededOrganization of information:Documentation of new information architecture is available.Menu Items:All menu items, including utility navigation, main site navigation, and footer navigation will becontent manageable. Site must visually support 3 levels of main navigation.Emergency Alert notification:The website will support the ability to post emergency alerts across the site. These will beprominently displayed near the top of every site page, and will feature a title, short blurb, and linkfor users to view more information. The ability to prepopulate notification module with standardmessages and a page that displays an archive of most recent emergency updates would bedesirable.2.3.3Homepage:These are potential requirements, which will be finalized during design.1. Page may feature a rotating bannera. Rotator can have up to seven imagesb. CMS Editor has ability to select images and edit text on banners and provide link formore information2. Page may feature a list of upcoming events (display category of events from calendar)3. Page may feature “spotlighted” stories2.3.4Academics Listing / Search pagesThe current site has a few pages that provide an overview or listing of academic programs. For nry.edu/atc/degreeinfo.aspA program listing and search page could be useful.2.3.7Academic Program Detail pageAn example from the current site: www.mchenry.edu/accounting6Website Content Management System6
2.3.8Calendar and Events pagesThe system should provide the ability to view and search for events and activities going on atMCC. Users should be able to filter event results by some criteria, for example:2.3.9Date range2.3.10 Event type2.3.10.1All athletic teams’ schedules2.3.10.2Student Activities2.3.10.3Academic Calendar2.3.10.4Information Sessions2.3.10.5Student Workshops (ex. career services, e-portfolio, etc.)2.3.11The calendar must be available in a grid view and an event listing view. Both viewsshould be responsive.2.3.12Should offer RSS feed (compatible for use in Ellucian portal product and digital signsystem)2.3.13 Event Detail pageIf an event is selected, an event detail page opens with details for that event. The following fields will beincluded:2.3.13.12.3.13.22.3.13.32.3.13.4Event titleDateStart/End TimeLocation2.3.14 NewsThe CMS should support the ability to enter news stories in one place that can be shared throughout thesite, either as main body content on a page or in the sidebar to supplement page content and offer RSS feed.2.3.15 Need ability to display a list of news articles, featured stories, “spotlights”, or pressreleases2.3.16 For each news item, details included:2.3.16.1 Title2.3.16.2 Date2.3.16.3 External or internal link for news item2.3.16.4 News source (e.g. magazine name, optional)2.3.16.5 Image (optional)2.3.17 News items may be tagged so that they can be filtered by topic (e.g. “Faculty”,“Student”, or “Financial Aid”)2.3.18 Faculty and Staff DirectoryThe CMS must offer directory functionality.7Website Content Management System7
2.3.19 FormsThe CMS must provide the ability to create forms with multiple controls (e.g. entry field, dropdownselect field).1. Provide ability to send form data to an address or multiple addresses.2. Provide ability to send email confirmation and reminder emails to submitter.3. Form data must be able to be exported to CSV/Excel file.8Website Content Management System8
3Proposal Submission Procedure3.1 Oral PresentationVendors who submit a proposal in response to this RFP may be required to give an oral presentation oftheir proposal with demo to representatives of MCC. MCC will schedule the time and location of thesepresentations, tentatively scheduled for either June 1, 2018 or June 6, 2018 (see schedule above).3.2 Evaluation CriteriaIn evaluating the bids submitted, MCC will apply the “Best Value” standard in selecting the vendor to beawarded a contract for this project. Purchase price is not the only criteria that will be used in theevaluation process. Any award resulting from this bid will be made to that vendor whose offer conformsto the bid and it is determined to be the most advantageous, or “best value” to MCC, in the sole judgmentof MCC. The selection process will include, but not be limited to, the following 9The quality and range of products and services the firm proposes to provide.The ability to provide product and service in an expedient and efficient manner.The firm’s overall experience, reputation, expertise, stability, and financial responsibility.The experience and qualifications of the staff that will be assigned to service MCC’s account.The provider’s ability to assist MCC in meeting the overall goals of bid.The bidder’s past relationship with MCC, if any.Any other relevant factor that a business entity would consider in selecting a vendor.Website Content Management System9
User InterfaceCapabilities and Requirements1. Is the user interface of the productresponsive? Does it support editingon desktop, tablet andsmartphones?Feature WeightingVendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:2. Is the product interface accessible?If so to what standard (S.508,ATAG, IITAA)?Response:3. Explain your training processincluding pricing structure.Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:Content Creation and EditingCapabilities and Requirements4. Does the system support incontext, on any device editing witha WYSIWYG tool that show editsas they will appear in the resultingwebpage(s)?Response:5. Administrators must be able to setwhat content types a user can use.Feature WeightingVendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:6. Describe the standard approach(including screenshots) to editingcontent by a content author.Response:10Website Content Management System10
7. Does it support any automatic“clean up” of characters and otherformatting issues (MS Word etc.)?Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:8. Does the system support the spellchecking of content? The spellchecking should be customizableat the user and organization level,and include custom dictionaries.Response:9. The system should easily integraterich-media (e.g. video, audio,maps, etc.) where appropriate.Describe what formats aresupported.Response:10. At a minimum, the followingcontent editing features should beavailable to content auditors.Please provide detail as to howeach of the following features issupported:- Custom formatting such asbold, italics, bullet points,numbered lists- Cross linking content- Accessible tables- Easily set Headings / CSSelements- Add images and other formsof mediaResponse:11. System administrators should beable to easily customize whatfeatures are available as part of theWYSIWYG interface on a userby-user level.Response:11Website Content Management System11
12. Designated users should be able toview and edit the HTML codebehind the content (withoutknowing XML).Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:13. Describe the link managementfeatures within the solution andhow broken links can be managed.Response:14. The system must have acomprehensive undo function inthe content editor.Response:15. The system must provide theability to create and maintainshared content, including specificfeeds that are used throughout oneor multiple websites. Thesewebsites, may or may not, bewithin our domain.Response:16. Users should be able to easilymove and reorder content using a“drag and drop” feature/function.Response:17. Content authors should be able toset publish and expiration timesand dates.Response:12Website Content Management System12
18. Content authors should be able toset a date in the future where theuser will be prompted to reviewcontent, either manually orautomatically.Response:19. All content changes must betracked, version controlled, andability for comparison betweenmultiple versions must beavailable.Response:Designs and TemplatesCapabilities and Requirements20. Does the solution provided allowfor web pages to be made ofmultiple components that each canbe shared, version controlled andedited (rather than one templateper page)?Response:21. Does the solution support globaland site-specific/custom designtemplates? Please explain how youwould integrate an HTML 5/CSS 3responsive template into yoursystem.Response:22. Does the solution support globaland site-specific/custom contenttypes that can be used to build webpages, etc.? Please explain howthese are created and shared.Response:13Website Content Management SystemMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostFeature WeightingVendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional Cost13
23. All design templates must support“pixel perfect” design control.Mandatory/HighlyPlease describe how designdesired/optionaltemplates are configured. Whatskills are required? Can editors editCSS?Response:24. The solution must support multiplescripting languages (pre or postpublish). Please list the scriptinglanguages supported by yoursolution.Response:25. Can designers and content creatorspreview what pages will look likeon various devices and, in the caseof responsive design, at variousbreak points?Response:26. All designs should be editable inHTML form and not require atranslation mechanism such asXSLT or Velocity. Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:27. Can all changes to designtemplates and content type layoutsbe version controlled with theability to rollback not just wholedesigns but individual code lines?Please explain how your systemaccomplishes this.Response:28. Does your system allow for acomparison of code changesbetween versions? Please explainhow your system andatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional Cost Out-of-the-Box Customization Not Available Additional CostResponse:14Website Content Management System14
29. Does your solution supporttemplates built using other toolssuch as Adobe Dreamweaver, orother HTML creation frameworks?Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:30. Is there a way to monitor/limitpage weight to insure quickdownload?Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:31. Does system support printerfriendly versions of pages? PDFconversion?Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:NavigationCapabilities and Requirements32. Describe the process of buildingnavigation with your product.Please list the out-of-the-boxnavigation features available.Feature WeightingVendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:33. Is your solution able toautomatically generate navigationand other menu items, such asbreadcrumbs, based on directorycontent? Can the order ofnavigation be easily rearranged byutilizing the systems’ drag anddrop features?Response:15Website Content Management System15
34. Does the solution allow users toautomatically generate anHTML/XML site map?Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:35. Does the solution allow for relatedcontent to be displayedautomatically? For example relatedcourses etc.Response:Multiple Sites and ChannelsCapabilities and Requirements36. Describe the process of duplicatingcontent blocks.Feature WeightingVendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:37. Describe the process of exportingcontent should we choose to leavethe CMS.Response:38. Are users enabled to edit acrossmultiple pages and sites?Response:16Website Content Management System16
Digital Asset Management (Media Library)Capabilities and RequirementsFeature Weighting39. Describe how your productaccommodates various mediatypes, such as: text, HTML, PDF,MS-Word, XML, graphics, audio,rich media, etc. in terms of storageand management, and typesnatively supported.Vendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:40. Describe any function yoursolution has to create accessibleand responsive photo galleries.Response:41. Does your system allow for autoresizing of images?Response:42. Describe how your solution offersusers the ability tocrop/resize/optimize images.Response:43. Can images be uploaded to thesolution in bulk using WebDav orother protocols/approaches?Response:17Website Content Management System17
Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostFeature WeightingVendor ResponseMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional Cost46. Do you offer migration assistance Mandatory/Highlydesired/optionalor support? Out-of-the-Box Customization Not Available Additional Cost44. Can your solution integrate withthird party DAM (Digital AssetManagement) tools or SharePoint?Response:Migration FeaturesCapabilities and Requirements45. Please describe your contentmigration features, including adescription of your migrationprocess, automatic migration, andthe systems you have experiencemigrating from including acustom-built system like MCC’scurrent system.Are your migration features withinthe product (as standard) orseparate tools?Response:Response:Publishing and Promotion to LiveCapabilities and RequirementsFeature Weighting47. Describe the process to publish toa live site. Does the publishinghappen instantly?Mandatory/Highlydesired/optionalVendor Response Out-of-the-Box Customization Not Available Additional CostResponse:18Website Content Management System18
48. Describe how users can publish todifferent web servers and domains.Are Content Delivery Networks(CDN)s supported? Describe howcontent publishes can nal Out-of-the-Box Customization Not Available Additional Cost49. Does system offer emergency alertMandatory/Highlymodule? Explain how editorsdesired/optionalpublish emergency messages. Out-of-the-Box Customization Not Available Additional CostResponse:Personalization and Multi Variant TestingCapabilities and RequirementsFeature WeightingVendor Response50. Please provide some examples ofhow others have deliveredpersonalized websites using thesolution.Mandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostMandatory/Highlydesired/optional Out-of-the-Box Customization Not Available Additional CostResponse:51. What features are available toallow the personalization of a pagefor a site visitor? Outline whatmethods there are for identifying auser (login, behavior, location [IPlookup], etc.). Also cover howthese elements are added duringthe authoring process.Response:52. Please describe how your solutioncan tailor presented content to sitevisitors based on previous visithistory/current site visit?Response:19Website Content Management System19
53. Does the solution track the lastviewed pages? Can the solutionpresent last viewed pages in a box(similar to Amazon, where it sayspeople who viewed these pagesalso viewed these pages)?Response:54. Please outline the approaches yoursolution uses to deliverp
Website Content Management System RFP #05252018 Issue Date: May 10, 2018 Bid Due: May 25, 2018 @ 10:00am CDT McHenry County College 8900 US Highway 14 Crystal Lake, Illinois 60012-2761 Telephone: (815) 455-3700 . Table of Contents Contents
