ARCC Website Redesign

Project Overview Anoka Ramsey Community College is requesting proposals to assist in developing, designing, implementing, and providing technical services to improve Anoka Ramsey's web presence. The redesign will move anokaramsey.edu to a web presence with an updated, modern look and feel that is responsive to mobile use and focused on college prospective students and moving them through the process of becoming a student, while streamlining the college’s current business online operations and maintaining or exceeding policy compliance. • The primary objective is to inform potential students about Anoka Ramsey Community College, the programs/courses, and convert them to visit, apply, and register. • Develop a site architecture and design considering audience needs and accessibility and usability standards and analytics. • Develop a site using both archived and revised content provided by Anoka Ramsey Community College. Migrate content from the old site to the redesigned site as

selected by Anoka Ramsey Community College. • Establish guidelines for style and visual look for the college website based on brand guidelines and messaging. All designs will utilize the color palette specified by Anoka Ramsey Community College and will reflect the overall brand Align all website sections under new architecture and design guidelines. • Provide numerous opportunities for staff, faculty and student feedback, and regular communication during site development. • Review and recommend ongoing maintenance and development of website and associated staffing needs for future website development. • Provide file management and initial CMS: Umbraco, OMNI or similar, in support of .net development environment, system set-up and configuration. • Provide training for college technical and creative staff as well as content managers. • Develop content procedures, workflow, and supporting documentation. Set up users as needed. • Final design files will be delivered to Anoka Ramsey Community College along with a set of guidelines to maintain consistency. Project Deliverables • Complete project plan, including the establishment of project goals, scope, tasks, schedule, tracking and communication processes, decision-making processes, and deliverable and milestone dates. • Review and use research documents containing recommendations based on analytics from anokaramsey.edu. • Technical implementation document outlining technology standards and practices to be used and integrations, web application, and security and technical requirements. • Document containing site map, architecture, and navigation based on recommendations and consultation from constituencies and approval from the college’s web site redesign task force. • Document of design requirements document based on Anoka Ramsey Community College branding (including color palate, imagery, photography, layouts to design, and design standards). • Document containing wireframes for templates within the site. • Define content requirements (including templates [determining common elements such as headers, footers, section navigation, and utility navigation], owners and writers, text requirements and determination o content components to outsource). • Documented map of pages between the old site and the redesigned site. • Delivery of site templates and any aligned site templates. • Delivery of minimal site for visual review (homepage, 2 landing pages, and 1 sub-page for each landing page, various templates). • Provide a style guide for the website. Description • Assistance in creating a migration plan. • Make recommendations for ongoing maintenance and operation of the site. • Identify follow-up projects and make recommendations for their prioritization. In Scope • Audience Review / Usability Analysis – Provide basic audience research based on Google Analytics data to drive site architecture and navigation recommendations. • Website Architecture, Navigation, and Technical Functioning - This project will define architecture for the website based on anokaramsey.edu framework, including improved navigation and functionality. The project fully scope all technical requirements for the new website, and site construction will be completed in accordance with the adopted requirements. • Website Design - This project will provide designs requirements for the new website, including areas to adapt and expand our current technology and site construction will be completed in accordance with the adopted requirements. • User Analysis– Review analytics for anokaramsey.edu and anokatech.edu and perform usability tests on anokatech.edu to guide design and architecture. • CMS Implementation and Training - The project will fully scope all technical requirements for using new CMS: Umbraco, OMNI or similar products including system set-up and configuration, workflows and approval processes. • Assessment and Location of Web Applications - For storytelling options, class listings, news and announcements, canceled classes, catalog, programs and degrees, employment opportunities, calendaring, scheduling systems for orientations and testing, and others as identified in analysis, directory, forms, student services. Out of Scope • Desire2Learn (D2L) - This project is not designed to structure the college's learning management system, other than linking appropriately to the D2L site to ensure consistency of content. Ask Us – This project is not designed to re-architect the college’s knowledge management system. • Student e-services – This project does not involve the development with Minnesota State’s course registration system, other than linking appropriately to student e-Services. • Student Intranet Portal • Readspeaker integration The above items do not require redevelopment, but are required to be included in the implementation of the new Web design. Technical/Functional Requirements • The primary audiences for this site are prospective students. Current students are a secondary audience along with college employees, alumni, benefactors, community partners, employers, and the media. • The site also needs to follow the following for accessibility:Web Content Accessibility Guidelines (WCAG) 2.2 defines how to make Web content more accessible to people with disabilities. • Accessibility involves a wide range of disabilities, including visual, auditory, physical, speech cognitive, language, learning, and neurological disabilities. Although these guidelines cover a wide range of issues, they are not able to address the needs of people with all types, degrees, and combinations of disability. These guidelines also make Web content more usable by older individuals with changing abilities due to aging and often improve usability for users in general. Please see the following website for additional • Ensure website complies with existing federal, state and Minnesota State website accessibility laws/rules/guidelines. • Provide a search engine optimization strategy (SEO) as it applies to the design, architecture, and content creation of the site. • Site shall use responsive design and eliminate all use of outdated content and adhere to modern web development practices. • The redesigned site will be implemented in Umbraco, OMNI, or similar system set-up and configuration and will be hosted via Azure. • Any custom server-side code will be written in C#. The site will be hosted in Microsoft Azure with SQL Server back-end. • Site shall be designed for all major browsers for both mobile browsers and devices and Windows and MAC-based computer operating systems (Chrome, Safari, Microsoft Edge, Firefox) • Be available to present findings and provide explanations to stakeholders regarding the design and construction of the final website. Success Criteria • Website complies with brand guidelines. • Website is visually appealing for prospective students. • Navigation is clear, consistent, and easy to follow. User testing provides evidence of this. • Process is established for updating the website. • Site analytics are implemented and functioning properly and designated individuals are trained and able to understand site usage. The new website is fully functional before website launch per project plan. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: No Factor Weight 1. Adherence to Minnesota State Terms and Conditions 10% 10% 2. Detail and accuracy of Work Plan 30% 3. Price in relation to level of service to be provided 30% 4. Qualifications of Respondent and its personnel (experience of personnel who are committed to work on the contract will be given greater weight) 10% 5. Completeness, thoroughness and detail of the response as reflected by the proposal's discussions and coverage of all elements of work listed above 10% 6. Consistency of the proposed solutions to Anoka Ramsey Community College’s present and future needs 10% Total Minnesota State reserves the right to name a date which all responding Respondents will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Selection Process The selection process includes a review of all submissions by a committee which will make a recommendation to the president of the college. The committee will evaluate proposals based on the above criteria. Proposals will ranked as described in Response Evaluation. The committee may want to interview the companies of top ranked proposals. The selection committee process includes the Vice President for Student and Academic Affairs, Chief Information Officer, Chief Marketing and Communications Officer, other Faculty and Staff as needed. This group will eva the proposals and make the final decision. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 18 months If Minnesota State and Respondent are unable to negotiate and sign a contract by June 15,2024 then Minnesota State reserves the right to seek an alternative Respondent(s). Required to View Event Prerequisites Required to Enter Bid 23 April 2024 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation. 4. Please review the Definitions to the RFx 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 23 April 202423 April 202423 April 202423 April 202423 April 202423 April 202423 April 2024 Buyer Attachments 1. 2024 Expense Reimbursement 2. Sample P/T Contract 23 April 202423 April 202423 April 202423 April 202423 April 202423 April 2024 https://www.minnstate.edu/system/templates/docs/CommissionersPlan.pdf https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx Questions Required Questions Group 1: Adherence to Minnesota State Terms and Conditions Instructions: 1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. Group 2: Company Profile Instructions: 2.1 How many years has your organization been in the business related to this solicitation? 2.2 Please provide the history of your organization or company 2.3 Please include references from your three largest companies/educational institutions for which your proposed solution have been implemented. At least one should be similar in scope to Minnesota State and include multi-campus environments. Download the attached spreadsheet, fill out, save, and uploaded the finalized document. 2.4 Please describe additional services your company offers that is not part of this RFP as previously described? 2.5 Please describe any value added services that your company is offering the system. 2.6 Please describe your staffed office business hours? 2.7 Describe the company, culture and values. 2.8 Describe the diversity of the proposed team 2.9 Please describe any experience you have with large migration projects 2.10 List and describe any training and/or consulting costs associated with proposed solution. Group 3: Project Scope Instructions: 3.1 Include project execution timeline that meets May 15th 2025 Go Live deadline. 3.2 Provide 5 website addresses that your organization created 3.3 "Demonstrated ability to customize solutions to meet the unique needs of client (rather than using an adjusted template)." 3.4 How is usability research done? 3.5 Describe how you would facilitate file transfer (current to future state) 3.6 How will you use and incorporate Anoka Ramsey Community Collage Branding? Group 4: Pricing Instructions: 4.1 Describe pricing options available for license fees, annual charges, one-time special fess, start-up fess, branding fess, integration fess if implemented system level (solution is employed by all Minnesota State institutions) 4.2 Detailed cost breakdown of all services delivered, organized by stages/elements. 4.3 List and describe costs for optional tools and functionality not included in a base package, specify tools and costs. Group 5: Accessibility Instructions: 5.1 Does your company meet the guidelines of Section 508 of the Rehabilitation Act of 1973 as amended and Web Content Accessibility Guidelines (WCAG) 2.0 (https://www.w3.org/TR/WCAG20/)? 5.2 Does your company meet the guidelines of Section 508 of the Rehabilitation Act of 1973 as amended and Web Accessibility Guidelines (WCAG) 2.1 (https://www.w3.org/TR/WCAG21/#new-features-in-wcag-2-1)? 23 April 202423 April 202423 April 202423 April 202423 April 2024