Website Redesign and Content Management System

CONTENT MANAGEMENT SYSTEM (Submission deadline is noon CDT on September 16, 2022) Contents Purpose .......................................................................................................................................................... 2 Overview ....................................................................................................................................................... 2 Project Timeline ............................................................................................................................................ 2 Scope of Work, Specification and Requirements .......................................................................................... 2 Budget & Estimated Pricing .......................................................................................................................... 3 Exclusions

..................................................................................................................................................... 4 Communication ............................................................................................................................................. 4 Proposal Submission ..................................................................................................................................... 4 Selection and Notification ............................................................................................................................. 5 Statement of Disclosure ................................................................................................................................ 5 Content Management System 2 Purpose Colby Community College (CCC) is asking prospective vendors for proposals to supply a commercial content management system (CMS). CCC also intends to refresh the website templates to modernize the look and functionality of the site. Ideally, the college would work with a vendor that can complete both tasks. Overview CCC is searching for a turnkey commercial CMS solution that improves service to prospective and current students, donors, and partners with a personalized user experience through organization and high-end search capabilities. This will require a revision of the current layout and migration of content. The CCC website was last updated in June 2016. The current vendor, Percussion, recently notified the college of their intent to cease commercial support in June 2023 and end web hosting services in December 2022. With this, CCC will also request input on finding a new cloud host. At the time of this request, CCC has about four CMS users and may add up to five more in the future. The college uses about six to eight templates. Approximately 1,000 to 1,300 pages and assets would need to be migrated. This proposal request provides vendors with an overview, project timeline, scope of work, and required specifications. Project Timeline The following is a tentative schedule that will apply to this RFP but may change with the organization's needs or unforeseen circumstances. Changes will be communicated by email to all invited bidders. Issuance of RFP August 17, 2022 Questions/Inquiries Due September 2, 2022 RFP Closes September 16, 2022 Complete Evaluation for Recommendation September 30, 2022 Award Notification (pending board approval) October 18, 2022 Project Completion Deadline April 2023 (approx.) Scope of Work, Specification and Requirements Colby Community College is seeking the following features in a content management system: • Secured SaaS environment with server redundancy and uptime guarantees • Integration with Ellucian PowerCampus for displaying catalog, course schedules, etc. • Responsive design templates • ADA & WCAG 2.1 compliance • Administrator quality control Content Management System 3 o Training sessions for admins and users o Generate defined, or custom reports o Global find and replace searches o Multiple user levels for content contributors o Create and customized WYSIWYG toolbars o Create reusable assets such as code, forms, and image galleries o Create pre-formatted HTML snippets that users can edit. o Checks for spelling, links, W3C validation, and Accessibility before publishing. o Define metadata tags, open graph, or structured content, and create search-friendly URLs for SEO o Ability to schedule page publishes and cancel expired content o Ability to recycle and restore files o Third-party add-ons • Content contributors o Drag and drop o In-context editing o Gadgets o Tag Management • Social media and digital marketing campaigns o Publish to Social streams o Image Galleries o Forms (secure) o Multi-Channel Analytics • End Users o Personalization o High-end search capability Budget & Estimated Pricing Vendors must submit the following cost breakdown for implementing their solution for CCC's project as described in this RFP. The vendor must agree to keep these prices valid for 45 days as of September 16, 2022. Hardware: List, describe, and record the cost of each piece of hardware required to implement the proposed solution optimally. Integration: Describe any labor, equipment, supplies, or other costs. Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of your proposed solution. Documentation and Training: If fees are associated with user or technical documentation, list them here. Warranty: Include a detailed warranty Content Management System 4 Insurance: Please mention any insurance the vendor has to protect the clients in case of DDoS, malware, Ransomware, etc., attacks that would prevent access to our operations or impact our public identity as an Institution. Project Management: If project management fees are associated with your proposed software, list and describe them here. Miscellaneous: List and describe any other costs associated with your proposed software solution. Exclusions Any project exclusions or any portion of the proposal that cannot be provided must be disclosed in an area labeled exclusions. Communication Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication. Applicable terms and conditions herein govern communications and inquiries between Colby Community College and vendors relating to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed by submitting an email to Doug Johnson, Director of Public Relations, at doug.johnson@colbycc.edu. • Errors and omissions in this RFP and enhancements: Vendors shall bring to Colby Community College any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend any enhancements that might be in the best interests of Colby Community College. These recommendations must be submitted in writing and be received before September 16, 2022. • Inquiries about technical interpretations must be submitted electronically before September 16, 2022. • Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process. • Verbal and/or written presentations and pre-award negations under this RFP. • Colby Community College will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within five (5) business days. All questions, answers, and addenda will be shared with all recipients. • Colby Community College will not respond to any questions or requests for clarification that require addenda if received after September 16, 2022. All pertinent RFP information will be posted to our website only. The URL for the projects included on the vendor page under "Active RFPs" at Colby Community College is: www.colbycc.edu/about/vendors Proposal Submission Proposals will be sent to Doug Johnson, Director of Public Relations, doug.johnson@colbycc.edu, until noon CST on September 16, 2022. Email submissions will be accepted, or the proposal can be mailed to 1255 S Range, Colby, KS, 67701, Attention: Doug Johnson. https://www.colbycc.edu/about/vendors http://www.colbycc.edu/about/vendors Content Management System 5 Vendors are required to prepare and submit, at their own cost, one signed original proposal. Submission must include the vendor's complete response, including all attachments, product services, and specifications. Electronic submissions must be in PDF format. Selection and Notification The Colby Community College Board of Trustees will meet for its regular meeting on Monday, October 17, 2022, and vote on a vendor recommended by the college. The selected vendor will be notified on or about October 18 after approval by the Board of Trustees. Statement of Disclosure The board reserves the right to reject any or all bids, to accept that bid that appears to be in the best interest of the college, to waive any informalities in any part of any bid, and to reject any or all bids received after the date and time specified. Any bid may be withdrawn prior to the scheduled time for the opening of bids. The bidder to whom the award is made may be required to enter into a written contract with the college and provide a performance or public works bond as required by law or the Board of Trustees (where applicable).