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A REQUEST FOR PROPOSAL (RFP)
AMENDMENT #1
RFP # 10-0050
AGENT: Carl Hubbard at (608) 262-6557 / FAX: (608) 262-4467 / TTY 608/262-0825
E MAIL: chubbard@bussvc.wisc.edu
If NO BID (check here) and return.
UNIVERSITY OF WISCONSIN – Madison
Web Development Services for UW-Madison Department of Computer
Sciences
Issued by:
STATE OF WISCONSIN
UNIVERSITY OF WISCONSIN - MADISON
PURCHASING SERVICES
Amendment #1 Issue Date: November 18, 2009
NO PUBLIC OPENING
Proposals must be submitted by
DUE DATE November 25, 2009- No later than 2:00 p.m. CST
Amendment #1 issued to: Answer questions submitted and extend the due date to 11/25/09
If this amendment is not returned, it shall be assumed your original proposal meets all conditions of the amendment.
All other terms and conditions remain the same. Please revise and submit your proposal accordingly.
The DUE DATE has been EXTENDED to: 11/25/09 2:00 PM CST. We have enclosed a new return label for your convenience.
PURCHASING SERVICES
University of Wisconsin-Madison 21 N Park St, Suite 6101 Madison, WI 53715-1218
608/262-0059 (Fax) 608/262-4467 www.bussvc.wisc.edu bids@bussvc.wisc.edu
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 1
1. 2.6 Oral Presentations and Site Visits – Will not being local for this project interfere with this
requirement?
A. If a presentation is requested, a web presentation would usually suffice.
2. 3.7 Acceptance and Testing –Could you clarify please? Client satisfaction can range depending
on expectations of different departments. This discrepancy could result in all returning all paid
funds and is under a fair amount of leverage or opinion.
A. You need to satisfy the customer.
3. 3.8 On Site Service - Will I be required to fly onsite as part of the contract or be penalized if
accommodations are not being made?
A. On Site Service may or may not be necessary.
4. 3.15.1 Subcontractors - If there is non-billable consultation / assistance offered by different
associates, is this necessary to receive approval in these scenarios? Also if there are tasks that
need assistance from other consultants that will not be billed to the project, do I have to request
approval for small tasks such as these?
A. No. You would be responsible for any subcontractor’s work.
5. Is there a budget number that should not be exceeded for this project?
A. $15,000.
6. How will the transfer of content from the current web site be handled? How much data is there?
What format is the data in? What is the quality of the data (ie, what are the data cleaning
requirements)?
A. We will supply content in a mutually agreeable format.
7. Does University have DEV, UAT and Production servers for Contractors to develop, test and
deploy this CMS based web application? Do Contractors have remote access to these servers or
work at the client location?
A. DEV, UAT and Production servers will be provided as needed. Secure remote access will be via
SSH.
8. You listed three types of authentication / authorization systems (Kerberos, Pubcookie, and
LDAP) available in the CS department. Do you have any preference which one is used to
interface with this proposed Drupal CMS web application?
A. Pubcookie is the preferred Authentication method. LDAP groups or the underlying data are
available for authorization.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 2
9. Do you have use cases already defined?
A. No. We expect the developer to work with us to identify use cases and address the design
requirements for these use cases.
10. The RFP says, "In addition to meeting W3C accessibility standards, the site should include
theming features that make it usable on mobile devices". What level of mobile support is
required? Small screen device support - Support for mobile devices with full web browsers such
as the iPhone, Palm WebOS, Android and Windows Mobile? Mobile Browser support - Support
for mobile devices which run "Mobile Browsers" which may have limited CSS or Ajax support
and require significant layout modifications for usability?
A. Mobile support for devices with full web browsers will suffice. This would mainly include
optimizing the site for small screen viewing.
11. The RFP says, "The website should allow for display of different media such as Flash-based
video and PDF, PPT and other documents." Specifically addressing the PPT document
support; which level of support is required? Document upload and download allowing files to
be added to the site and retrieved for viewing using a PPT compatible program (e.g., Microsoft
PowerPoint, OpenOffice Impress) and/or Document upload, download and embedded media
viewer. This process involves both upload and download of PPT files as well as server side
conversion to swf for viewing via a custom adobe Flash based viewer leveraging the Adobe
Flash plugin?
A. The site should allow for easy document upload and download. We would like to viewers for PDF
and Flash based videos (using existing Drupal modules). Other documents can be downloaded and
viewed locally using a PPT compatible program (e.g., Microsoft PowerPoint, OpenOffice
Impress).
12. The RFP Says, "User account authentication should be integrated with the current
authentication and authorization systems managed by CSL (MIT Kerberos, Pubcookie, and
LDAP). This raises a few questions: Is implementation of all three protocols required? If so,
can some basic information on how the three systems are used together in the production
environment be provided? If only a single protocol is required in order to provide integrated
authentication which protocol is recommended based on usage and the recommendations of the
CSL?
A. Same answer as #8.
13. What is the budget for this project? And specifically in regard to the possibility of hosting, what
on-going budget is available for hosting/maintenance beyond the budget for design and
development?
A. The budget is at most $15,000. No hosting is required.
14. What is the size of the in-house staff that will maintain the site?
A. One or two faculty or staff will be the primary site maintainers. The CSL has 8 fulltime staff and
10 student staff to support the IT needs of the CS Department. Content in specific areas will be
maintained by a variety of faculty, staff and students.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 3
15. Does the UW-Madison Department of Computer Sciences have existing branding/marketing
strategy or guidelines that will impact the visual design? IE specific logo or color requirements?
A. Yes.
16. Where will the worked be done? Would it be at the Client Agency's offices or the work will be
offsite at the Vendor office premises?
A. Vendor office premises.
17. Is it acceptable for developers and other team members to work remotely on a day-to-day basis,
with onsite visits for key milestones and meetings?
A. Yes.
18. How much documentation is available for existing systems? Is current vendor available for
knowledge transfer?
A. No documentation. Computer Sciences department personnel will cooperate on knowledge
transfer.
19. Does the UW-Madison Department of Computer Sciences expect for the website to be hosted by
the contractor or will it be hosted on their own infrastructure?
A. Own infrastructure.
20. Is a multi-language site in consideration?
A. No
21. What development, testing, production environments are in place?
A. Servers run Redhat Enterprise 5 Linux and Apache 2.2.x. Development, Test and Production
servers will be provided as needed.
22. Do you want to consider developing your site to other CMS development (DNN, joomla, etc.)
aside from Drupal?
A. No.
23. Do you anticipate the vendor to provide full Project Management, Business Analysis and
Technical Architecture capabilities or will the vendor be responsible for providing these team
members?
A. No.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 4
24. Do you want to see resumes of the Project Manager and Lead Developers and other
development team members?
A. No. Responses to the questions in Section 4 of the RFP will suffice.
25. Do you currently use a CMS? What is the CMS product you use?
A. No.
26. What types of visitors do you want to get? Who is your target audience?
A. Standard for an academic department. External visitors with interest in department activities,
internal visitors who need information about department operations e.g. directory listings,
committee memberships, graduate student guidebook and applications/tools such as
calendar/events.
27. Will you retain your current domain name? If no give us suggestion of the domain name?
A. Yes.
28. If yes, will the domain name management will be transfer to the successful bidder?
A. No.
29. Do you have a current mailbox? If yes, who hosted your current mailbox? Will you transfer the
management of your mailbox to the successful proposer?
A. No.
30. What are the social media does your site already have?
A. No social media currently supported.
31. Are there any company/ websites that you consider as competitors?
A. Computer Science Departments at other major universities.
32. What are your goals for the web site in terms of popularity and vitality?
A. Meet or exceed standards set by web sites for Computer Science departments at other major
universities.
33. What type of exposure do you anticipate your website, when “successful” should achieve?
A. Standard exposure for a computer science department at a leading university. A “successful” site
would be visually appealing, easy to navigate, easy for faculty and staff to use and update.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 5
34. Do you eventually plan on adding a third-party analytics or modeling tool to create reports
from data/database or do you have one now?
If you do have one, what is it?
A. No.
35. Would there be any touch points allowed with the team during the proposal process to better
understand what sites they would like to model their site after?
A. No.
36. Who do you believe are the primary users of their site?
A. See response to Q. 26.
37. What are the primary business objectives you want the website to achieve?
A. See response to Q. 33.
38. Who will be the final decision makers as to the selection of the company to work with, and were
they involved in the creation of the requirements within the RFP?
A. Such information is not released at this point in the procurement process.
39. What processes, tools, methodologies, etc. have been used or are being used for the
requirements gathering processes (i.e. UML, Rational Rose, Use Cases, User Stories, etc.)?
A. None.
40. Do you have any specific preferences regarding project management and application
development methodologies for this project?
A. None, apart from those listed in the RFP.
41. Do you have any specific objections to the use of iterative project management, requirements
gathering and application development methodologies for this project (i.e. Agile/SCRUM)?
A. No.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 6
42. Could you please provide more information on the scalability requirements associated with this
portal, in particular the number of anticipated internal users, total number of potential external
users, as well as any performance requirements you have currently defined for the portal (i.e.
number of concurrent users, response times, etc.)?
A. Potential unique users: 5000
Active internal users: 600
External (unauthenticated) users: typically, 10,000-12,000 unique IPs/day
Concurrent users: typically 50-100
Accesses/second: 3/second average.
43. Please describe your current configuration management/source code management
environment. What, if any, systems, servers, etc. under your control will the selected vendor be
required to utilize during the development phase of this project?
A. None required. CVS, SVN or Git would be acceptable source code management systems.
44. Please define your preferred approach to the quality assurance/testing phases of this project?
What are the specific quality assurance responsibilities you expect the successful vendor to
assume?
A. Customer must be satisfied with product.
45. Should there be a different theme per section of the application? (.e.g Graduate Section, etc)
A. No.
46. When you say a “web user” should be able to subscribe to different calendar feeds, does “web
user” means an administration of the system? Does the calendar module have to “merge” the
internal data with the feeds from which the “web user” subscribed to, e.g. Google Calendar.
A. Web user refers to any user of the web site. No merging necessary.
47. Do we need to setup the deployment / production environment ( php configuration, apache
configuration, cache servers / settings, etc) ?
A. No.
48. How many users (department staff, content administrators and site administrators) are expected
to use the Drupal CMS?
A. 1-2 site administrators, 20 content administrators, up to 200 department faculty, staff, and
students. Also see answer #42 and #14.
49. How many content lifecycle/ approval workflows are being used by the department?
A. One.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
Page 7
50. What is the mobile theme currently being used for mobile access (iUI/ Mobile/ iDrupal)?
A. None.
51. What is the content authoring interface (FCKEditor, TinyMCE, etc.) the departments’ staff is
currently using?
A. None.
52. In regards to 4.17; what will be the number of key Department staff you plan to train?
A. Up to four.
53. Section 4.18; Can you please define the timeline for maintenance (1/2/3 years)?
A. Two years.
54. Can the work reference of subcontractor be used in the proposal?
A. Yes. It needs to be identified.
55. Our company has many years of experience in developing websites with a .NET-based Content
Management System (CMS). Although the RFP seems to be heavily focused on the Drupal
CMS which is PHP-based, would they be willing to consider another CMS?
A. No.
UNIVERSITY OF WISCONSIN Amendment 1 PROPOSAL NO.: 10-0050
SUBMITTAL INSTRUCTIONS
A completed and signed proposal response must be received and date/time stamped in by UW-
Madison Purchasing Services prior to 2:00 p.m. CST/CDT on the stated proposal due date to be
considered. Proposals not so date/time stamped in shall be considered late. Late proposals shall be
rejected. We have supplied you with a pre-addressed return label. Please fill in your vendor name and
address on the return label to help us identify this transaction. Please use one of the options below for
return of your proposal.
MAILING:
Four (4) copies of mailed proposals including one marked “original” must be received at Purchasing
Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, prior to 2:00 p.m. CST/CDT on the
stated proposal due date.
HAND DELIVERY:
Original and four (4) copies of hand-delivered proposals may be delivered by vendor or third-
party/courier service. Proposals must be received at Purchasing Services, 21 N. Park Street, Suite
6101, Madison, WI 53715-1218, prior to 2:00 p.m. CST/CDT on the stated proposal due date.
E-MAILING:
For your e-mailed proposal to be considered valid by UW-Madison Purchasing Services:
1. Send a complete copy of the entire response prior to 2:00 p.m. CST/CDT on the stated proposal due
date via e-mail to: bids@bussvc.wisc.edu. Submitting a proposal to any other e-mail address than
bids@bussvc.wisc.edu does not constitute receipt of a valid proposal by Purchasing Services.
2. Four (4) copies of mailed proposals including one marked “original” to be delivered (via hand
delivery, mail or courier) within one (1) business day after the stated proposal due date must be
received at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218.
Prior to the proposal deadline, proposer is responsible for confirming that their e-mailed proposal
response has been successfully received. Proof of transmission doesn't constitute proof of receipt. The
original e-mail submission must be supported by the last page of Section 6 “RFP Checklist and
Submittal Page”. This page must be signed and returned via fax (608-262-4467) and must be received
prior to 2:00 p.m. CST/CDT on the proposal stated due date.
RETURN ADDRESS LABEL:
OFFICIAL SEALED PROPOSAL
NUMBER: 10-0050
DUE DATE: 11/25/09 TIME: 2:00 PM CST
NO PUBLIC OPENING
INSERT
VENDOR NAME HERE: ______________________________________
ADDRESS: ________________________________________________
________________________________________________
________________________________________________
UNIVERSITY OF WISCONSIN-MADISON
PURCHASING SERVICES
21 N PARK ST, SUITE 6101
MADISON, WI 53715-1218
