List of Questions Received for
Help Me Grow-Website Development Project Consultant
- Whether companies from Outside USA can apply for this (From India or Canada)?
Answer:
No, Contract services may not be provided outside of the United States
2. Whether we need to come over there for meetings?
Answer:
Meetings may be held via conference call and will not require an FDDC onsite visit.
3. Can we perform the tasks (related to RFP) outside USA (From India or Canada)?
Answer:
No, Contract services may not be provided outside of the United States
4. Can we submit our proposals via email?
Answer:
Yes, proposals may be submitted by email.
5. Does this project have an expected budget? If not a set budget, then a not-to-exceed
budget?
Answer:
The budget for this project cannot exceed $50,000
6. On page 4 of the RFP, it states that the scope of work is expected to be completed by May
30th. is this the full contract period, or how much longer does the FDDC anticipate a support
contract to extend?
Answer:
This is the full contract period and a contract extensions is not anticipated.
7. Is this project being funded?
Answer:
This project is being funded thru the State of Florida General Revenue funds allocated for HMG Florida
8. In regards to submitting proposals, we understand that a copy can be emailed in lieu of
mailing the proposal. Must the proposals be both mailed and emailed, and if so how many
copies are required?
Answer:
Proposals may be emailed or mailed. Only one copy is needed.
9. Under website design needs, there is a feature mentioned about Ages and Stages
Questionnaire (ASQ) Online Integration. Can you expand more on what this questionnaire
is and whether this is a document that will be provided to the vendor who lands the
contract?
Answer:
All that is needed is a link to the Ages and Stages Questionnaire on-line website. Under this Request for Bids, there will be no data transfer between the HMG website and the ASQ questionnaire on-line website.
10. In the scope of work it mentioned to provide 35 hours per month for support and
maintenance until the end of the contract period. Is the 35 hours more on a as need basis?
How was the time calculated for this?
Answer:
Bids need to include 35 hours for support, maintenance, and revisions between launch and the end of the contract.
11. Would you like the company to supply a copywriter or will Help Me Grow Florida be
supplying copy for the website?
Answer:
No. HMG will provide the copy i.e. content for the website.
12. Are you basing work from the company to only be 35 hours a month?
Answer:
No, the 35 hours is the amount of time that should be included in the bid for support, maintenance, and revisions after development and launching of the website thru the end of the contract. Since it is anticipated that there will not be more than one month between launch of the website and the end of the contract, a total of 35 hours needs to be included for this support, maintenance, and revisions.
13. Are you requesting only an hourly charge from the company, not a project cost or an
estimated amount of hours the company believes the website will take?
Answer:
The proposal needs to include an hourly rate for each staff and total cost, with all cost reflecting website development and the 35 hours for maintenance, support, revisions.
14. In regard to the multilingual design, how many languages are you looking for the site to be
translated in? Are you requesting the company to get the copy translated in each language?
Answer:
We would like Google Translator used to translate content into multiple languages. No copy and content translation will be needed.
15. Will Help Me Grow Florida be supplying photos for the site or will you want a company to
search for stock photography or take a photo shoot?
Answer:
The consultant will search for and provide stock photography images including securing all necessary licensing and permissions. Photo shoots will not be needed.
16. Ages and Stages Questionnaire (ASQ) Online Integration-could you go into more depth?
Answer:
All that is needed is a link to the Ages and Stages Questionnaire on-line website. (See question #9)
17. A website that contains the appropriate security requirements, which are consistent with the
rules and guidelines established by the Agency for Enterprise Information Technology or
successor entity.-could you go into more depth on this as well?
Answer:
The website should employ adequate security measures to protect agency information, applications, data, resources, and services. (See link to State Information Technology Requirements Chapter 71A )
18. Will the new website require login capabilities (for example users will be able to enter their
Email address and password to access additional information) or will this be strictly an
information website without individual access needed?
Answer:
Initially, the website will be information only without individual access, however, the website needs to be capable of adding the login functionality in the future.
19. If login capabilities are required, how much information will the user need to have access to?
Answer:
The consultant will only need to ensure the system has future login capability.
20. For the ASQ integration, will the FDDC purchase and provide the login details to retrieve the
information to be integrated into the website?
Answer:
All that is needed is a link to the Ages and Stages Questionnaire on-line website. (See question #9)
21. What is the expected number of visits per day?
Answer:
As an informational website, we do not expect an extraordinarily large volume of visits per day.
22. How many languages are needed for the site to support? Will those language translations
be required for the CMS as well?
Answer:
Only English will be needed for the CMS part of the website. Google Translator will be used for language translationsfor the main (public) portion of the website."
23. What is the security requirements or role privileges for the site (user, admin, super admin,
designer, etc.)?
Answer:
The role privileges for the CMS part of the site are administrative user for full access and sub-user for limitedaccess.
24. Can you clarify the requirement that email post to a blog/newsfeed via email?
Answer:
The website needs to include capabilities for blogging, but a newsfeed or posting via email is not required.
25. Will the drafting of the site be compensated or incurred with the cost of delivering the final
site?
Answer:
A payment schedule reflecting payment at designated benchmarks will be developed allowing for compensation at the draft website completion, and final website completion.
26. What is the invoicing and payment policy for work performed during execution of the
contract?
Answer:
See response to question #25
27. Should the consultant work at onsite (Florida Developmental Disabilities Council) or from an
offsite location?
Answer:
The consultant may work from an offsite location.
28. Is there a pre-determined budget for this position?
Answer:
See question #5
29. Do you have a Web development team at Florida Developmental Disabilities Council
currently who can do functions such as Testing, web design, etc?
Answer:
No, there is not a Web development team at FDDC, however members of our Website subcommittee will be available to provide user testing. The contractor is responsible for ensuring the functionality of the Website.
30. Will you please explain specifically what is meant by the requirement for a “multilingual
website design”? Do you mean the website in its entirety will be available in multiple
languages, or that certain categories (e.g., resources) will be available in multiple
languages? How many languages? Which ones, specifically, do you want represented?
Answer:
The system will use Google Translator for multilingual content translation.
31. What specifically is meant by review of “existing State HMG websites that may be utilized
including design and production”? Does “utilized” mean they are willing to share their code,
design and photos/videos (with appropriate permissions)? Or do you mean that these sites
should be reviewed for content and design inspiration?
Answer:
The contractor will review the following other State HMG websites for content and design inspiration:
- HelpMeGrowOC.org
- HelpMeGrowUC.org
- HelpMeGrowNY.org
We will not be asking for codes, designs, or photos/videos.
32. How many estimated web pages are to be developed for the website? If not certain, please
project a range.
Answer:
Estimated web pages should be similar to the following websites:
- HelpMeGrowOC.org
- HelpMeGrowUC.org
- HelpMeGrowNY.org
33. For the Ages and Stages Questionnaire (ASQ) Online Integration, would development of a
form and automated scoring mechanism be required or does ASQ have a predeveloped
online model that would just need to be integrated into the website?
Answer:
All that is needed is a link to the Ages and Stages Questionnaire on-line website. (See
question #9)
34. Would we be permitted to use Google Translate to create the multi-lingual requirement, as is
used on the FDDC website?
Answer:
Yes
35. We have some confusion with the 35-hours monthly maintenance requirement. Is that
referring to after the website goes live-until the end of the contract (May 30, 2015)?
Answer:
Yes, see question #10and #12
36. Who will be providing ongoing support of the website after May 30, 2015? FDDC personnel
or will another contract be extended providing funding exists?
Answer:
At this time, we do not know.
37. Would like to know if there is a site map already created outlining the site (also provide
indication of the overall size/breadth of the site)
Answer: No, there is not a site map already created, but the site map for the HMG Florida Website should be similar to the 3 HMG Websites identified in #31.
38. Do the social media accounts already exist (that need to be integrated)?
Answer:
The following social media account that currently exists is Facebook, however, social media accounts for Twitter, YouTube, and Instagram are required. A social media account for Tumbler will not be required.
39. Will translations be provided for the multi-language sites? How many languages/versions of
the site will there be?
Answer:
See questions #14
40. On page load speeds could we have more specifics about the expectations for load times?
(“Fast” is too vague)
Answer:
Eachpage should load within2 seconds or less.
41. Approximately how many pages would the website encompass? We view several Help Me
Grow websites throughout the US and they vary widely in size.
Answer:
See question #32
42. The RFP asked for a multilingual website design. How many languages would be required
and would the translated content be provided?
Answer:
See question #14
43. The Scope of Work asks to provide 35 hours per month for website support, maintenance
and revisions from website launch to the end of the contract period. How long is the contract period?
Answer:
The contract will run thru May 30th.
44. Will you need social media services?
Answer:
Social Media services will not be needed.
45. Would the state agree to a longer term development timeframe of at least a six month
period?
Answer:
No, the State funding will end June 30, 2015.
46. What percentage of time would the Statewide HMG coordinator be available to work with
our project team during this effort? Can we increase the number of conference calls with the
HMG Subcommittee?
Answer:
The State Coordinator and subcommittee will be available as needed for the contractor.
47. How would approvals and signoffs be handled for the following phases of the project: design
recommendation, the draft/prototype website, final website design and the final website
implementation and delivery? I.e.; Single Point of Contact/approval or by Committee
approval. Please explain how the FDDC envisions these processes will take place.
Answer:
The State Coordinator or her designee will be the single point of contact and will provide feedback from the subcommittee.
48. ASQ Online Integration
- Have already acquired this package from the provider? (Confirming that you will be providing this to us and us the vendor are not responsible for its procurement.)
- Being that the information collected and databased for ASQ is of a secure and HIPPA nature, please elaborate on the integration you would ideally like to see. (Example: Link to a third-party site, embedded iframe from a source site, and full api integration into the site’s build (if API is available, etc.))
Answer:
There will only be a link to the Ages and Stages Questionnaire on-line website. (See
Question #9)
49. With regards to “Module Tab User Interface Design,” is this in reference to the presence of a
dashboard/control panel? Please elaborate.
Answer:
The Module Tab user Interface Design are the navigation tabs or menus. There will not be a dashboard/control panel for the front end with the public, but there will be a dashboard/control panel with the back end to update the website.
50. With regards to the accessibility requirements, how will compliance be determined and
evaluated?
Answer:
We will use either the State based recommendations or a well-known accessibility benchmarking tool such as those listed on .
51. Website Content
- Please confirm that your department will be providing ALL text copy
- Will all content that your group will be providing be internally approved and final for the March 6 start date?
- If not, when will final, final content be made available during the development process?
Answer:
Yes, we will provide all text copy.
All of the content will not be available by March 6, however the contractor will only be responsible for the content provided by March 6.
52. Logistics
- Have you already selected and acquired your domain name?
- Will there be any needed email addresses attached to this websites? If so, how many?
Answer:
Yes domain names have been acquired (HelpMeGrowFl.org, HelpMeGrowFl.com, and HelpMeGrowFl.net
Five email addresses willbe needed to be attach to the Website
53. You mention open source CMS. Would you be open to a very widely used Government Specific CMS? You own all of your content and design work. We will not “hold hostage” anything that you own. However, we do own the CMS. If, in the even you decide to leave you have access to everything you would need to convert to a new CMS.
Answer
No
54. Are you open to us hosting this for you? Again, if you decide to leave us you will have access to all content prior to converting to any new system.
Answer
No. This contract is only for the development of the website, and provision of support, maintenance and revisions from the website launch to the end of the contract period.
- Do you have a budget for this project?
Answer
See the answer to question #5.
- Can you please provide me the scale to which proposal will be evaluated on?
Answer
On page 4, the Bid Submission Instructions provide that the lowest bidder will be selected, if there is a Letter of Transmittal that confirms that the bidder will perform all the work specified in the Scope of Work and within the specified time frame, and information is presented that specifically demonstrates that the provider has all of the experiences identified under Adequate qualifications. If the lowest bidder does not meet these requirements, the Council will go to the next lowest bidder.
- Do you operate with a silence period after proposals are submitted?
If so, when does this time frame end?
Answer
There is a 3 day period after the rankings are posted before contract negotiations begin, in the event there is a protest. This is not a silent period. Bidders can request copies of the bids and selection process. Each bidder will receive an email with the rankings.
- When do you plan on making your final decision?
Answer
The timing of the posting of the rankings will be based on the time required to review the bids and determine that the requirements have been met. It is anticipated that this would require one – two weeks.
- What key factors are important to you that may not be clearly outlined in your proposal?
Answer
The factors that are important to us have been outlined either in our proposal or these answers to the questions received.
- What are your overall goals with the website project?
Answer
To provide information about the Help Me Grow Florida program, local Help Me Grow affiliate sites, and child development and screening resources.
- Can we include a discussion in the proposal of additional services to increase their success (above and beyond the RFP)? Alternative approaches to their goals that would benefit them? Products/Services that could be added later - and extend our future strategic partner positioning?
Answer
No, this Request for Bid will only be looking at the scope of work requested.