Website Assessment - Central Advancement

24 June 2022 Website Assessment - Central Advancement The purpose of this RFP is to invite qualified Bidders to prepare & submit a proposal bringing expertise in the areas of higher ed &/or philanthropic websites, website development, described herein 24 June 2022 Open 5/28/2022 8:00 AM MDT Type Request for Proposal Close 7/1/2022 2:00 PM MDT Number PSC-S-1623 Currency US Dollar Payment Terms 0% 0, Net 30 24 June 2022 Contacts Crystal DiCino Crystal.DiCino@cu.edu 24 June 2022 Commodity Codes Commodity Code Description 10 IT Software & Maintenance 24 June 202224 June 202224 June 202224 June 202224 June 202224 June 202224 June 202224 June 202224 June 2022 mailto:Crystal.DiCino@cu.edu All responses must be submitted via CU solicitation portal at www.cu.edu/psc/solicitations by date and time

noted above. All questions or proposals must be submitted using the solicitation portal. Questions or proposals that are emailed to the Purchasing Agent will not be accepted. TABLE OF CONTENTS SECTION I. Definitions, Purpose, Overview, and Goals BUYER ATTACHMENTS. Statement of Work Proposal Submission Format/Requirements Evaluation and Award University of Colorado Sample Contract - with Compliance Language Bidders Legal Team Review and Certification Document - Requires Legal Signature PREREQUISITES. Bidders must Review and Accept QUESTIONS. Additional Information, RFP Requirements, and attachments Bidders Must provide, including, but not limited to Bid Response Bidders intending to submit a response to this Request for Proposal must read this document in its entirety when planning to submit a response. Late bids will NOT be considered. It is the responsibility of the Bidder to ensure their bid response is successfully SUBMITTED on time, NO exceptions will be granted by the University. SECTION I. DEFINITIONS, PURPOSE, OVERVIEW AND GOALS : DEFINITIONS: "CU" - University of Colorado “University” – University of Colorado "SLA" - Service Level Agreement "RFP” - Request for Proposal "HIPAA" - Health Insurance Portability and Accountability Act “FERPA” – Family Educational Rights and Privacy Act PURPOSE: The purpose of this request is to invite qualified Bidders to prepare and submit a quote bringing expertise in the areas of higher ed and/or philanthropic websites, website development, payment/giving transactional user experiences and software, user analytics, user accounts, integrations with Salesforce/Ascend CRMs, CMS builds and management, and website content ecosystems. BACKGROUND: Currently, CU’s giving website at https://giving.cu.edu primarily serves three purposes: (1) gift transactions, (2) informational guides about our organization and funds and (3) storytelling content (how giving benefit students, research and campuses across system). While distinct in purpose, they overlap occasionally in practice. (1) The gift transaction functionality of the website handles the input of PII/ donor information (name, addresses, email, phone, credit cards, etc.) with the donor’s selection of a giving intent (the fund the donor Description https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=Colorado is giving to) and other information to facilitate the payment of a gift and pass the data through a payment processor for recording in our constituent CRM. Currently, some of this process is handled manually by our Gift Processing team. (2) The information guides display FAQs, how-to information, “about us” information and other functional details that inform the constituent’s visit and gift journey. (3) The storytelling content is primarily editorial/feature content that shares the impact of donor philanthropy through a variety of media (words, designs, photography, video and more). This content is more imaginative and creative than the other functional areas of the site. We are at a transition point for the giving website. We have identified the need to move from our current platform into a future-state platform that fulfills CU Advancement’s business needs. Right now, we are in a short- to medium-term phase (herein referred to as “current state”) in which we are maintaining the status quo but are preparing to migrate into a future state. That phase includes the implementation and development of a long-term website build and strategy (herein referred to as “future state”). REQUEST Through this request, we are asking a qualified Bidders to develop: (1) an assessment of the current state of giving.cu.edu, especially focused on its technical foundation and vulnerabilities, existing user requirements, and gaps between the giving website and the rest of CU Advancement technology (2) a review of how some peer institutions manage their giving websites and staff their web-development teams (3) a succession plan for web development duties should our current resources leave CU or no longer support CU (4) a recommendation for scope, timeline and estimated costs for implementation for the website’s future state, especially focused on security, website development, gift transactions, content publication tools (CMS), visitor analytics, potential use of existing “out of the box” apps and platforms, alignment with other engagement/marketing platforms (email, texting, social, events, etc.), and data/tool integration with our new Salesforce/Ascend CRM (5) a description of how the Bidder would implement and action some of its future state recommendations, potentially through a future bid as part of a second phase OVERVIEW: CU Advancement comprises a team of about 350 people working at four campuses, a central university office and at the CU Foundation—six distinct jurisdictions that collectively promote the university’s mission and success. Advancement aspires to unite donors and alumni with their passions, elevate grand ideas and prudently manage philanthropy—all to spark enduring support of a university that creates transformative impact in our communities and around the world. CU System Advancement works closely with CU’s four campus Advancement offices and the CU Foundation to advance the university’s mission. System Advancement supports campus Advancement colleagues by creating central services that tactically blend innovation, efficiency and expertise, and by developing strategies that connect donors to their dreams. Services include research, prospect development, gift administration, annual giving, marketing and communications, gift planning, business intelligence and technical architecture. The Communications, Marketing and Engagement unit is an umbrella term to describe three communications teams: Digital Marketing, Donor Communications and Internal Communications. The Digital Marketing team is most relevant for this SOW request. It currently has one assistant director, one web developer and one email communications specialist. (One position—a marketing analyst—will be filled later in 2022. Another developer position was vacated in March and is being held open, pending an analysis of our needs and how to use that position.) Additionally, an assistant vice president oversees all the communications teams and contributes to the Digital Marketing team’s strategy and work. The giving website is a chief responsibility and focus for the Digital Marketing team. The site’s purposes include: • providing a way for visitors to make a gift to CU • understanding how to make a gift through other methods • learning about CU Advancement • reading about the impact of giving The website is a shared resource among the six parts of CU Advancement (System Advancement, the CU Foundation and the four CU campus Advancement offices). There are exceptions, but a donor typically must use giving.cu.edu to give to CU electronically. Because each area of CU Advancement relies on the giving site in some manner, each campus/part informs the site’s direction while System Advancement facilitates conversations and strategic direction and maintains the site’s functionality and technical integrity. That maintenance is largely handled by one person, our developer on the Digital Marketing team, with occasional support by a third-party supplier. We are in the process of expanding our third-party supplier support to shore up our current-state security, maintenance and light development needs along a short- to medium-term timeline while we undergo assessment for a long-term future-state approach. The website has remained largely the same for several years now, with only relatively minor changes going into production since the site’s launch in 2017. The site is hosted on a Pantheon platform and is developed through Drupal 7 codebase. We determined recently that our security circumstances are relatively stable and that our stakeholders are not inundating us with requests for improved functionality. We therefore determined that we can maintain the status quo and stay on Drupal 7 on Pantheon until we develop and implement a more formal plan for the site’s future-state strategy. “End of life” for Drupal 7 is November 2023, and our expectation is that we will move from Drupal 7 long before then. How the transition and migration from that platform happens is the crux of this analysis, assessment and recommendation. More information about the current state of the site: The site is built around these components: • A home page • More than 2,100 individual funds that a donor can give to (each has its own page) • Custom landing pages for collections of related funds • A few dozen FAQs to inform a visitor’s experience • A handful of static information pages like how to make a gift, about us, financial information • A variety of self-contained storytelling “microsites” that show visitors the impact of giving The site receives data from a variety of sources and transmits data to a variety of destinations, including but not limited to: • Advance CRM (sunsetting in approx. August 2022) • Ascend CRM • Authorize.net payment processor • Cvent events platform • Community Funded, a third-party “crowdfunding” technology There are also “sister” websites that are related to the primary giving website: • the Gift Planning “brochureware” site at https://giftplanning.cu.edu; links to the third-party crowdfunding application (Community Funded) at https://crowdfunding.cu.edu/ that each campus uses for various fundraising purposes; GOALS: The Goal of the statement of work request is to obtain a quote and scope of work that will provide the following deliverables, also known as Phase I: (1) Analysis of the current-state website. This will help us understand our short-term circumstances, vulnerabilities and opportunities as we maintain satisfactory operations while planning for a longer-term migration to a future state of the site. (2) A review of existing requirements. This will help us understand what our giving website stakeholders (colleagues and potentially end users) want from the giving website to enhance their work at CU Advancement, or (in the case of end users) their experience with giving to or learning about CU. (3) A recommendation for the future-state website that includes scope, timelines and estimated implementation costs. This will help us understand how we can best fulfill business requirements, meet end-user needs over the long run, budget for implementation, and integrate with existing Advancement technology like the Salesforce/Ascend CRM. This is partially based on outcomes from (1) and (2) above but also on understanding our new Salesforce/Ascend CRM as well as additional post-go-live requirements in the engagement/alumni/marketing spaces. Timeline: Deliverables for Phase I should be completed by 09/30/2022. An additional phase may be included. Its timeline will be determined by scope, budget and other considerations. https://giftplanning.cu.edu Required to View Event Prerequisites Required to Enter Bid 24 June 2022 1. Bidders must Read, Acknowledge and Accept the "General Terms and Conditions and Administrative Information" for RFP 1623. Bidders must Provide Variances and/or Exceptions with their Bid Response, if applicable. Upload your Bid Response to the STATEMENT OF WORK/TECHNICAL RESPONSE Question located under the "Questions" section of the Solicitation. 2. Review, Acknowledge, and Accept the Non-Exclusive Agreement 3. Bidders must Review, Acknowledge, Accept, and Respond the MANDATORY REQUIREMENTS. Interested suppliers unable to meet all mandatory requirements will not be allowed to participate in this solicitation. 4. Review the Insurance Requirements- Upload or respond directly to Insurance Question under the “Questions” Section. 5. Review, Acknowledge, and Accept 6. Review, Acknowledge, and Accept 7. Review and Acknowledge 8. Review, Acknowledge, and Accept 9. Please review and accept 24 June 202224 June 202224 June 202224 June 202224 June 202224 June 202224 June 2022 Buyer Attachments 1. STATEMENT OF WORK 1623 Updated.docx 2. PROPOSAL+SUBMISSION+FORMAT+REQUIREMENTS+RFP+1623.docx 3. EVALUATION+AND+AWARD+RFP+1623.docx 4. Bidders Legal Team Review and Certification Document 5. University of Colorado Sample RFP Agreement Bids.docx 24 June 202224 June 202224 June 202224 June 202224 June 202224 June 2022 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1076726-1259562086STATEMENT%20OF%20WORK%201623%20Updated.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1719165851&Signature=hzyVrznbR4G0ac33A0pyTCU97is%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1076726-1259562138PROPOSAL%2BSUBMISSION%2BFORMAT%2BREQUIREMENTS%2BRFP%2B1623.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1719165851&Signature=LWc79xQUnENA1St%2FvSc4f2uCPUY%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1076726-1259562139EVALUATION%2BAND%2BAWARD%2BRFP%2B1623.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1719165851&Signature=3iyUur%2BTThfKecQMosmDH158TyU%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1076726-985991986Bidders%2BLegal%2BTeam%2BReview%2Band%2BCertification%2BDocument.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1719165851&Signature=cnRFejOoKIQrY1RMOC43IYZDsno%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1076726-1247185313University%20of%20Colorado%20Sample%20RFP%20Agreement%20Bids.docx?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1719165851&Signature=3KzaqPI6eSW5xn5NjmFaVvUOWzc%3D Questions Required Questions Group 1.1: STATEMENT OF WORK/TECHNICAL RESPONSE Instructions: 1.1.1 Bidders to upload their response MINUS FINANCIAL PROPOSAL here. By submitting your response, you have read, acknowledged and understood the requirements. **DO NOT INCLUDE YOUR FINANCIAL PROPOSAL IN THIS SECTION** Group 2.1: SUPPLIER QUALIFICATIONS AND PROJECT TEAM Instructions: 2.1.1 What percent of your revenue comes from Higher Education clients? 2.1.2 Provide an overview of company qualifications. Provide background of the company, including total number of years in business and experience of staff assigned to this project. 2.1.3 The Successful Bidder must provide a single point of contact as an account or service representative that is responsible for the management of any resulting contract, provide the name of this contact. 2.1.4 General Supplier Information: Provide principal contact information for this solicitation, including address, telephone number, fax number, e-mail, and website (if applicable). Group 2.2: TECHNICAL RESPONSE QUESTIONS Instructions: 2.2.1 Company Overview - Current clients. Include projects in size and structure to Universityof Colorado. 2.2.2 How is your organization structured to provide the level of support being requested in this Solicitation (organizational structure, staffing, etc.)? 2.2.3 Conflict of Interest - Detail any conflict of interest to disclose in relation to the Universityof Colorado. Group 3.1: GENERAL QUESTIONS/REQUIREMENTS Instructions: 3.1.1 Confirm you have read the bid and the associated bid documents in its entirety, and understand the requirements of the bid. 3.1.2 BACKGROUND AND EXPERIENCE. Provide an overview of company qualifications. Provide background of the company, including total number of years in business and experience of staff assigned to this project. 3.1.3 List any exceptions to this solicitation document. Note that significant exceptions may deem your proposal nonresponsive. Group 4.1: MANDATORY REQUIREMENTS Instructions: 4.1.1 MANDATORY REQUIREMENTS: By answering "Yes", Bidders indicate they have read and included a response to each of the Mandatory requirements listed in the solicitation. Interested Bidders unable to meet all mandatory requirements will not be allowed to participate in this solicitation Group 5.1: UNIVERSITY CONTRACT - COMPLIANCE LANGUAGE Instructions: 5.1.1 Contract "COMPLIANCE OBLIGATIONS"- List any variances to the Universities Sample Contract (no matter how slight)- Compliance Obligations section. If none, Bidder must indicate. Note that significant exceptions or exceptions University can't agree to may deem your proposal nonresponsive 5.1.2 Contract - List any variances to the Universities Sample Contract (no matter how slight) - Terms and Conditions. If none, Bidder must indicate. Note that significant exceptions or exceptions University can't agree to may deem your proposal nonresponsive 5.1.3 By Answering "Yes", Bidders acknowledge and agree to use the University's Contract attached to "Buyer Attachment" section as the contract vehicle. University will NOT use OR sign Successful Bidders Contract or paper even if a prior contract was executed between the parties. Group 6.1: FINANCIAL PROPOSAL Instructions: 24 June 202224 June 202224 June 202224 June 202224 June 2022 6.1.1 FINANCIAL PROPOSAL REQUIREMENTS ATTACHED: Bidder shall submit a detailed itemized Cost proposal to include all aspects of providing the statement of work associated with this Request for Proposal. Upload your FINANCIAL PROPOSAL HERE. NOTE: All costs must be identified in your response as the University will not pay for any hidden costs. FINANCIAL PROPOSAL MUST BE SEPARATE FROM TECHNICAL PROPOSAL AS INDICATED IN THE RFP 6.1.2 Bidders must list the amount of educational or other discount included in pricing. If none, Bidders must indicate if pricing is standard or how pricing was calculated. 6.1.3 Itemize any charges or costs NOT listed under the Items tab, and upload here. Group 7.1: SERVICE LEVEL AGREEMENT Instructions: 7.1.1 Bidders should provide service level offerings that meet or exceed each of the following requirements (attached). Provide a copy of your SLA and describe where in your SLA policy you can meet each service level described. 7.1.2 Describe the following features of your support processes: Escalation process; turnaround time for issues rated critical, high, medium, and low priority. Include how your company determines priority 7.1.3 Describe how you evaluate customer satisfaction. 7.1.4 Describe how you make changes to your services based on the feedback you receiveand how often 7.1.5 What is the average response time for responding to a question, price quote request, orcomplaint? Who handles such questions? 7.1.6 Provide the phone number, email or website where this would be handled, hours ofoperation, and average wait time during peak hours. 7.1.7 Does your support structure allow for a single point of contact for escalated technical support of items that have not been remedied through the normal channels? 7.1.8 What are your average response times based on severity levels? 7.1.9 Provide when your service is available. 7.1.10 HOURS OF SUPPORT: Successful Bidder will provide a designated support contact(s) for normal Business hours, Monday through Friday, Mountain Daylight/Standard Time. Bidders must state what is considered During Business Hours and After Business Hours. Designated support contacts must be included for such. Group 8.1: BIDDERS LEGAL TEAM REVIEW AND CERTIFICATION DOCUMENT Instructions: 8.1.1 By Answering "Yes", Bidders indicate their LEGAL has completed the Bidders Legal Team Review and Certification Document. 8.1.2 IF you answered "Yes" to the above Question, Bidders state that their LEGAL has reviewed and signed the Bidders Legal Team Review and Certification Document, included with their bid response and also attached here? Group 9.1: INSURANCE REQUIREMENTS Instructions: 9.1.1 INSURANCE REQUIREMENTS Bidders must review and acknowledge the University's Insurance Requirements located under the "Prerequisites" section of this RFP and upload the appropriate documentation Group 10.1: SUBMISSION / FORMAT REQUIREMENTS Instructions: 10.1.1 By answering "Yes", Bidders indicate they have submitted their bid proposal/response based on the PROPOSAL SUBMISSION FORMAT/REQUIREMENTS attached? 10.1.2 By answering "Yes", Bidders acknowledges their Financial Proposal/Pricing Section is NOT included with their Technical response as described in the Solicitation. Group 11.1: VALUE-ADDED SERVICES Instructions: 11.1.1 Bidder should provide a brief summary of any other value-added services or programs which may contribute to the overall value of your proposal, including but not limited to: Training, Industry Partnerships, Support of CU's Charter and Goals, Support of sustainable development, initiatives in support of women, wellness, and our changing regional demographics Comment to provide significant financial and non-financial support for the University and its signature program. If providing Value Add, please choose "YES". Otherwise choose "NO" 24 June 202224 June 202224 June 202224 June 202224 June 2022 11.1.2 VALUE ADDED - Upload response to Value Added Section Here. Group 12.1: INVOICE REQUIREMENTS Instructions: 12.1.1 SAMPLE INVOICE (ITEMIZED) - Provide a Sample Invoice. Invoices must be broken down by line item, hourly rates, resources, deliverables/milestone, when applicable and not lump sum costs. Group 13.1: SOLICITATION VARIANCES/EXCEPTIONS Instructions: 13.1.1 SOLICITATION EXCEPTIONS: List any exceptions to this solicitation document, no matter how slight. Note that significant exceptions or exceptions University can't agree to may deem your proposal nonresponsive 13.1.2 SOLICITATION EXCEPTIONS: It is agreed and understood that any variances or exceptions stated by the Supplier may be negotiated or may not be accepted by the University. Just because the supplier states a variance or exception does not mean the University has to accept or will accept. By answering "Yes", Bidders indicate they have read this and agree. Group 14.1: EVALUATION AND AWARD Instructions: 14.1.1 EVALUATION AND AWARD: Bidders must review. By answering "Yes", Bidders indicate they have reviewed the Evaluation and Award Document attached. 24 June 202224 June 202224 June 202224 June 202224 June 2022 Product Line Items Product Line Items There are no Items added to this event. 24 June 202224 June 202224 June 202224 June 2022 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 OVERALL TOTAL PROPOSAL COST 1 Overall total cost for the full term of the contract. Itemized costs must be provided and meet the requirements of the Solicitation 24 June 202224 June 202224 June 2022