RFO0308 SITE RFO Template Updated 10/17 1 Vendors must have an active, approved master contract under the SITE program and be approved in the category or categories listed in the RFO document in order to respond to and RFO. Vendor is responsible for reading all addenda associated with the RFO. IT Professional Technical Services SITE Program T#:14ATM Request for Offers (RFO) For Technology Services Issued By Office of MNIT Services @ Minnesota Department of Agriculture (MDA) Project Title: MDA Website Categories: Developer/Programmer (1-3) Web Application Design & Development (1-3) Program/Project Management (1) Seeking a team of up to seven resources from a single vendor. The vendor must be approved in all of the above categories in order to respond to this RFO. (All proposed resources must fall under the Developer/Programmer, Web Application Design & Development, and Program/Project Manager categories. Any resources not identified as one of the above listed categories will not be considered when evaluating a proposal, and may result in the disqualification of the entire proposal. Business Need The Minnesota Department of Agriculture’s (MDA) website is a portal to communicate important information to farmers, agricultural businesses, the general public and employees. Internal and external feedback received from customers and Stakeholders provided the business justification to support a complete redesign of the existing MDA website. As demand increases for completely seamless website experiences, MDA must reevaluate our web strategies to meet these expectations. Having an easy-to-use, easy to navigate and overall customer-centric website plays a crucial role. MDA will collaborate with vendor to build a new MDA Website. The final product will be optimized, mobile- friendly and offer a customer-centric look and feel to make it easier to locate information and the resources required.
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IT Professional Technical Services SITE Program T#:14ATMAcquia/Drupal platform. Project Deliverables 1. Project Planning & Kick off Deliverable: Develop a schedule and timeline of
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RFO0308
SITE RFO Template Updated 10/17 1
Vendors must have an active, approved master contract under the SITE program and be approved in the
category or categories listed in the RFO document in order to respond to and RFO. Vendor is responsible for
reading all addenda associated with the RFO.
IT Professional Technical Services
SITE Program
T#:14ATM
Request for Offers (RFO) For Technology Services Issued By
Office of MNIT Services @ Minnesota Department of Agriculture (MDA)
Project Title: MDA Website
Categories: Developer/Programmer (1-3)
Web Application Design & Development (1-3)
Program/Project Management (1)
Seeking a team of up to seven resources from a single vendor. The vendor must be approved in all of the
above categories in order to respond to this RFO. (All proposed resources must fall under the
Developer/Programmer, Web Application Design & Development, and Program/Project Manager categories.
Any resources not identified as one of the above listed categories will not be considered when evaluating a
proposal, and may result in the disqualification of the entire proposal.
Business Need
The Minnesota Department of Agriculture’s (MDA) website is a portal to communicate important
information to farmers, agricultural businesses, the general public and employees. Internal and external
feedback received from customers and Stakeholders provided the business justification to support a
complete redesign of the existing MDA website. As demand increases for completely seamless website
experiences, MDA must reevaluate our web strategies to meet these expectations. Having an easy-to-use,
easy to navigate and overall customer-centric website plays a crucial role.
MDA will collaborate with vendor to build a new MDA Website. The final product will be optimized, mobile-
friendly and offer a customer-centric look and feel to make it easier to locate information and the resources
required.
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The new MDA website will be compatible with modern mobile devices, multiple web interfaces (Internet
Explorer, FireFox, Google Chrome, Safari) and will adhere to the Minnesota State Accessibility Standard and
MNIT Branding standards.
The new MDA website should go live on or before June 15, 2018. The website will be hosted on the
Acquia/Drupal platform.
Project Deliverables
1. Project Planning & Kick off
Deliverable: Develop a schedule and timeline of activities for the project; hold kickoff meetings with key
stakeholders to identify project goals, outcomes, and expectations.
2. Strategy Workshop(s): Internal Stakeholders
Deliverable: Conduct strategy workshop(s) with a group of key MDA internal stakeholders. Summarize
the results from this strategy workshop to differentiate true vs. perceived needs.
3. Strategy Workshop(s): External Users
Deliverable: Conduct strategy workshop(s) with up to fifteen (15) individual external stakeholders.
These are members of the public, businesses, and other key external visitors to the MDA website.
Summarize the results from this strategy workshop to differentiate true vs. perceived needs.
4. Card Sort
The card sort process collects user input as a means to categorize and structure website content so it is
intuitive for all the different audience groups using the website. A card sort evaluation helps determine
an Information Architecture, but most importantly it ensures a more user-friendly website.
Deliverable: Develop and conduct card sort processes for the following:
o Two groups of up to ten (10) external users (20 total) will be engaged in a proctored online card
sort process. The first group of ten external users will participate in an “open card sort” while
the second group of ten external users will participate in a “closed card sort”.
o Two groups of up to ten (10) internal users (20 total) will be engaged in a proctored online card
sort process. The first group of ten internal users will participate in an “open card sort” while the
second group of ten internal users will participate in a “closed card sort”.
5. Content Inventory
A content inventory breaks down the content, metadata and associated assets. This searchable
inventory will be utilized in evaluating existing content and developing a new integrated content
strategy.
Deliverable: A searchable content inventory of the existing MDA website in an Excel workbook format.
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6. Information Architecture
Information architecture (IA) focuses on organizing, structuring, and labeling content in an effective and
sustainable way. The goal is to help users find information and complete tasks. To do this, you need to
understand how the pieces fit together to create the larger picture, how items relate to each other
within the system.
Deliverable: Create an Information Architecture document identifying how the site should be structured,
what kind of content it should host, and how to accommodate future growth and change.
7. Sitemap
A sitemap is to determine current user browsing patterns, identify problem areas or areas of confusion
and focus on guiding users to their desired goal.
Deliverable: Create a sitemap which prioritizes content into logical groupings and connects related
information together.
8. Wireframe designs
Wireframes communicate the order, structure, layout, navigation and organization of content, and not
the visual aspects of the design such as imagery, color and typography. Wireframes will also be
designed reflecting a responsive design implementation of the updated Information Architecture.
Deliverable: Create wireframes to illustrate the key content areas and features of each page type.
Wireframes will focus on desktop and mobile wireframes for 5-10 page types.
9. Visual design
The visual design phase of this project is the marrying of the overall page architecture and website goals,
creating the “look and feel” of the user interface.
Deliverable: Create three (3) visual design prototypes for review and feedback from MDA. Once a design is chosen, further refine the design using MDA branding standards, graphics, and images. Up to three (3) rounds of refinement should be provided before the design is considered production ready.
10. Style Guide A style guide documents the general design principles which should be followed. It ensures the site stays consistent year after year. Deliverable: Create an MDA Website Style Guide documenting elements such as the layout, color palette, typography, navigation, html elements, media, assets, and any other important stylistic information.
11. Content Migration Tool
Deliverable: Provide a technology solution which enables MDA users the ability to enter content into a standard format that can be exported easily into the Acquia/Drupal environment.
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12. Website Build Build the new website using the Acquia/Drupal CMS pursuant to the defined functional build specifications. Deliverables:
o Milestone 1 – Creation of data structure and content organization o Milestone 2 – Creation of navigational elements, page templates, layouts, and sub-layouts
(content presentation layer) o Milestone 3 – Build additional templates to accommodate responsive design using Bootstrap,
Skeleton, or a similar framework o Milestone 4 – Adaption, support and adjustments based on unique content needs o Milestone 5 – Integration of existing MDA applications for display and access within the MDA
website including ‘skinning’ of apps with appropriate CSS o Milestone 6 – Set up site search and search templates
13. Testing
Perform functional testing and quality assurance (QA) reviews to ensure that all aspects of the website comply with the wireframes and design standards as defined in the functional build specifications. Perform accessibility compliance testing to ensure the MDA website is compliant with Section 508 of the Federal Rehabilitation Act and Web Content Accessibility Guidelines 2.0 level A and AA. Deliverables:
o Conduct at least three (3) separate functional testing and QA reviews throughout the website build
Testing will include using a variety of browsers (current release and previous two releases)
Chrome
Firefox
IE
Safari
Opera o Development of design and layout practices that include a Disabilities – ADA compliance
checklist and processes o Conduct at least two (2) separate accessibility tests to ensure new designs across the entire
MDA website comply with current 508 and WCAG A and AA compliance standards and requirements.
14. Documentation / Training Create site management guide and Drupal editor documentation, and conduct knowledge transfer training to designated MDA and MNIT staff, including content migration assistance. Deliverables:
o Site management guide documentation detailing site structure security and permissions management and monitoring tools
Other persons ARE NOT authorized to discuss this RFO or its requirements with anyone throughout the selection
process and responders should not rely on information obtained from non-authorized individuals. If it is
discovered a Responder contacted other State staff other than the individual above, the responder’s proposal
may be removed from further consideration.
RFO Evaluation Process
Criteria %
Required Skills and Experience of Team 30%
Desired Skills and Experience of Team 15%
Company Experience 10%
Work Plan Detail 15%
Cost 30%
The State reserves the right to interview any or all proposed teams. In the event interviews are conducted,
technical scores may be adjusted based on additional information derived during the interview process. The
State further reserves the right to remove a proposal from consideration if the team is unavailable for interview
as requested by the State.
Cost Scoring
Lowest cost will be determined by the bottom-line TOTAL PROJECT COST submitted by the Responder. The
Proposal with the lowest cost will receive 100% of the available points. The other Proposals will receive
points using the following formula:
Lowest Cost Proposal
-------------------------------------- x Maximum Points = Points Awarded
Responder’s Cost Proposal
EXAMPLE: (Using 30 points as maximum): If Responder A submitted the lowest cost proposal of $100,000, and Responder B submitted a cost proposal of $117,000, Responder A would receive 30 points and Responder B would receive 25.64 points (100,000.00 ÷ 117,000.00 x 30 = 25.64)
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This Request for Offers does not obligate the state to award a work order or complete the assignment, and
the state reserves the right to cancel the solicitation if it is considered to be in its best interest.
Submission Format
The proposal should be assembled as follows:
1. Cover Page
Master Contractor Name
Master Contractor Address
Contact Name for Master Contractor
Contact Name’s direct phone/cell phone (if applicable)
Contact Name’s email address
Resource(s) Name(s) being submitted
2. Company Background
Core Competencies
Technology Partner Certifications
3. Work Plan
Description of the methodology used
Project Management statement – how will all project artifacts be managed, frequency of status
meetings, project change requests
Milestones and high level tasks, including approximate duration of work
Indication of work activities performed offsite
Each deliverable identified above in the “Project Deliverbales” section and the estimated number of
hours for each resource assigned for the deliverable (do not include any costs in this section)
4. Team Experience:
Complete the response matrix below for each team member who will be working on this project.
Proposals without the years of experience and dates for each team member will be rejected.
Proposals that collectively do not meet the required years of experience for the mandatory
qualifications will be rejected.
RESPONSE MATRIX Resource Name:
Assigned Role For This Project
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RESPONSE MATRIX Resource Name:
MANDATORY QUALIFICATIONS:
(proposed team must have the following
skills/years of experience (combined)
Provide Dates and Company Name where the
resource has demonstrated the qualification; or
identify how the resource meets the requirement
(Yes/No is not sufficient)
Website strategy and/or Group Facilitation
experience - 3 years of experience
Acquia and/or Drupal experience - 3 years of
experience
Web application development and design - 5
years of experience
CMS configuration experience - 3 years of
experience
Web training and documentation experience - 3
years of experience
Project Management experience – 3 years of
experience
Subcontractor or Employee
DESIRED SKILLS: Provide Dates and Company Name where the
resource has demonstrated the skill (Yes/No is not
sufficient)
Experience with content migration processes
Previous relevant work experience and
performance
Web development & design for a government
agency
5. References
Include the name of at least two, but not more than four references who can speak to the vendor’s work
on a similar project. Include the company name and address, reference name, reference email,
reference phone number and a brief description of the project completed.
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6. Cost Proposal
Cost Proposal. Must be in a SEPARATE DOCUMENT and not listed in any other place in your submission. Include a separate document labeled “Cost Proposal” which includes:
o A proposed cost for each of the Deliverables set forth in the Project Deliverables section of this RFO (above). The proposed cost for each Deliverable must be broken down with the name(s) of the resource(s) being submitted, the category that each resource falls under (i.e., Developer/Programmer, Web Application Design and Development, and Program/Project Management), the proposed hourly rate for each resource, and the estimated number of hours that will be required from each resource for completion of the Deliverable.
o A bottom-line TOTAL PROJECT COST for completion of the entire project. (This should be the sum of the costs for the individual Deliverables.)
o The following chart, filled out with the high-level cost information as indicated. (This chart is meant to summarize the Deliverable costs and should not include the breakdown into resource / category / rate / hours as requested above. That information should be provided elsewhere in the Cost Proposal.)
Bottom-Line TOTAL PROJECT COST (sum of all of the above costs for the individual Deliverables)
Costs must be all-inclusive, i.e., any travel or living expenses must be pre-factored into the above costs. Please do not submit cost alternatives or ranges as the State requires singular costs in order to make a fair comparison of costs between the responders. If, despite this directive, cost alternatives or ranges are provided, the State will utilize the highest cost alternative and/or the highest cost in the range for purposes of cost scoring.
7. Additional Statement and forms:
Conflict of interest statement as it relates to this project
Workforce Certificate Information (required if vendor proposal exceeds $100,000, including extension options)