Opportunity Detail

Questions and Answers

Ohio Department of Commerce(COM) Intranet & External Website Redesign
Document #:  DXCOM-20-01-001


Question:   Section 3.2.1 Agency Requirements, Organizational Change Management, Requirement #1 "Train for geolocation enabled content". Please clarify this training requirement in the context of the other functional/technical requirements of the RFP.

Answer:   Content is static.

Date: 6/7/2020

Inquiry: 77268


Question:   EXTERNAL WEBSITE - Forms vary in size and complexity, example: A 3 page form can have 30 yes/no questions and take 2 hours to implement. Another form could be just one page with 10 questions with tables and complex multi-field answers that takes 5 hours to build. The agency might want to add conditional logic on certain forms to provide a better user experience. The above, other circumstances and information that are not described/provided in the RFP will not allow any vendor to provide an accurate estimate of the effort. QUESTION: Will the agency be open to receive a proposal that includes a clear plan to migrate forms within a bulk of hours on Phase2, which might change the amount of final forms migrated depending on what the agency defines as requirements for forms during Phase1?

Answer:   Forms on current website is only for ""Feedback"". It should be built with the new IOP design component.
"Subscribe for newsletter" also is available as a form but it is not on ohio.gov domain currently and would not be in scope for changes as part of this SOW. [https://visitor.constantcontact.com/manage/optin?v=001dCD0S6IuBsZhrwqERmk1hyoxzg4KSKL9]
Installer Complaint
https://www.com.ohio.gov/fire/TRComplaint.aspx
PDFs with or to be built with fillable form ability with a second phase to move them to online forms.

Date: 6/7/2020

Inquiry: 77267


Question:   EXTERNAL WEBSITE - As specified on the RFP, the vendor is required to use IOPs form solution to build any forms. QUESTION: 1) Is the agency expecting the vendor to include the cost for migrating the 500 forms into IOPs Form IO as part of the proposal? 2) Once a user submits a form and the data is captured, what does the agency expect to be able to do with this data? Examples: Will the effort require to build any type of reporting? Are there any actions (like emails) triggered by the submition of a form?

Answer:   Forms on current website is only for ""Feedback"". It should be built with the new IOP design component.

"Subscribe for newsletter" also is available as a form but it is not on ohio.gov domain currently and would not be in scope for changes as part of this SOW. [https://visitor.constantcontact.com/manage/optin?v=001dCD0S6IuBsZhrwqERmk1hyoxzg4KSKL9]
Installer Complaint
https://www.com.ohio.gov/fire/TRComplaint.aspx
PDFs with or to be built with fillable form ability with a second phase to move them to online forms.

Date: 6/7/2020

Inquiry: 77266


Question:   EXTERNAL WEBSITE - During analysis we found "Treasure Hunt". QUESTIONS: 1) Is the integration of this functionality expected on the new website? 2) What other functionality like this one is expected as part of the scope of this project? 3) Could you provide an inventory with these functionality/applications and their technical specifications necessary to estimate the required effort?

Answer:   That it is referred to the Unclaimed Funds feature. Currently, when users enter the last name information in our site, we pass on the parameter while navigating it to the external site (missingmoney.com) along with the state value as parameter as well to display relevant search result. This feature has to be supported with same functionality than what exists in current experience in the new website experience for the users.

Date: 6/7/2020

Inquiry: 77265


Question:   EXTERNAL WEBSITE - As part of the scope define for the project you define "https://com.ohio.gov". During analysis we found an application under a subdomain apps2.com.ohio.gov. QUESTION: 1) Do you consider apps2.com.ohio.gov to be in scope? If the answer is yes, 2) Could you provide an inventory of all subdomains in scope? 3) What is the vendor expected to do with the content of functionality under this and other subdomains provided as part of the answer to question 2?

Answer:   1) apps2.com.ohio.gov is not in scope for this SOW. However, the user should be able to navigate to such apps with hyperlinks from the website being built.
2) Not applicable
3) Not applicable

Date: 6/7/2020

Inquiry: 77264


Question:   EXTERNAL WEBSITE - Under Discovery and Design, section 6, you ask for design prototypes that illustrate OH|ID SSO user experience. QUESTION: 1) Will the scope of the project include A) implementation of OH|ID integration or B) just design? If the answer is A and to be able to correctly determine the scope 2) how/were do you expect to leverage OH|ID on the website?

Answer:   Currently, the external website uses redirects or url links to external applications (independent apps not the website) for in-house applications or third party applications. The website doesn't have any integraded systems.

Date: 6/7/2020

Inquiry: 77263


Question:   EXTERNAL WEBSITE - In the RFP under Discovery and Design, section 4 you mention "any applicable underlying transactional systems" third-party or inhouse. Under Development, section 1 you mention "Integration and impact coordination with stakeholder and third-party content/application providers". This is very broad and ambiguous, as you could have 2 or 10 systems/1 or 5 providers that will require analysis and/or some type of integration. The technology that needs to be reviewed and/or integrated can be the same on all or different for each one, new web -oriented development or extreme legacy technology. QUESTION: Could you provide an inventory of the specific third-party and in-house functions/applications/features in scope with the technical specifications neccessary to estimate the required effort? If this is not possible, how do you expect vendors to correctly estimate the effort and timeline?

Answer:   Currently, the external website uses redirects or url links to external applications (independent apps not the website) for in-house applications or third party applications. The website doesn't have any integraded systems.

Date: 6/7/2020

Inquiry: 77262


Question:   EXTERNAL WEBSITE - Since you are asking for Geolocation training we are assuming there will be a need to have some or all of the content to be delivered with this strategy. The required effort could be considerably different if you want A) one component with the capability to deliver geolocated content (Example: Main banner on homepage) or B) all components on all pages must deliver geolocated content or provide a geolocated view. QUESTION: Which strategy do you envision for this scope of this project? (Does not have to be exactly A or B)

Answer:   Commerce content will be static and not based on geo location of the user

Date: 6/7/2020

Inquiry: 77261


Question:   INTRANET - In many organizations Intranets have often been used as document repositories and over the years accumulate a significant amount of files or host legacy applications that users expect to find in it. QUESTION: Will the scope of the project for the intranet A) only include 40 web pages to be onboarded to myOhio? or B) In addition to the 40 webpages there are files and/or custom applications/integrations that will need to be considered as part of the effort. If the answer is B) could you provide the amount/type of files and a short general description of how they are being use, as well as an inventory of any applications/integrations in scope with the technical specifications necessary to estimate the required effort?

Answer:   Detailed analysis for intranet to have the count of app links & documents count has not been documented.
- However there are multiple access entry points (webmail, pressroom, phonebook, medical benefits, employee discounts) to apps or webpages in DAS.
- Also, there are multiple PDFs for policies and other information.

Date: 6/7/2020

Inquiry: 77260


Question:   GENERAL - Information displayed on a website can be sourced from different systems. The strategy and effort can be considerably different if the agency plans to A) move all the existing content/data to IOP with the sole purpose to serve the new website than B) the content will still be needed to support other systems, therefor the scope should include the effort to integrate from IOP to legacy systems. This could apply to information on databases, file systems, content management systems, etc. QUESTION: 1) Will all the content/data/information from the External Website and Intranet be moved to IOP without requiring to share it with other systems as part of this project? If the answer is no, 2) Could you provide an inventory of the databases/file systems, content management systems that will be moved to IOP but will still require to be shared with other applications and what technology/protocols need to be considered?

Answer:   1) Content and information - Migrated to the new Content management system a database is in the old system to manage dropdown lists for a majority of the documents and urls
2) PDF and other files

Date: 6/7/2020

Inquiry: 77259


Question:   GENERAL - Are you aware the current Google integrations on your website (Search/Translations) are not supported by the InnovateOhio Platform and therefor will not be considered in the proposals?

Answer:   "Yes, search and translation should be implemented with the new approach in redesigned website. For the Search it should leverage the IOP solution for the sitewide content. For the Translations, it should leverage the IOP solution as is implemented in few Ohio.gov websites already (e.g. Coronavirus.ohio.gov) utilizing the users browser translation ability. "

Date: 6/7/2020

Inquiry: 77258


Question:   GENERAL - Under Development, section 2, you list 3 applications - Live Chat, CRM, Newsroom - QUESTIONS for each one 1) Is this a Custom Application or Third-party software? 2) Is there an API available for integration? 3) Is this application responsive? 4) Has the agency validated compatibility with IOP? 5) Is this only for the External Website, Intranet or both?

Answer:   No current Live Chat , CRM - Third Party Saleforce link

Newsroom:
1) COM apps for the newsroom is integrated to display the latest news in the homepage.
2) Currently, the Newsroom widget results in dislay of title with hyperlink for downloading the PDF file from the newsroom COM app. These are not HARDCODED but retrieved from the apps based on the "main site" or "division in context" where the widget is displayed. Information on how integration is implemented - API (No)
3) The newsroom COM apps webview is not responsive.
4) Yes
5) User can navigate to Pressroom App view page from both intranet and internet pages as there is an entry navigation link from both sites currently.

Date: 6/7/2020

Inquiry: 77257


Question:   Section 3.3.5 Resource Requirements states "Agency expects the Contractor to perform their required work at the Agencys location to be determined." Please confirm/clarify the requirements for contractor staff to work onsite at the Agency given the current COVID-19 restrictions.

Answer:   The location for the work to be performed will be determined at the initiation of the project based on the current State and Agency mandated orders and requirements. An onsite requirement cannot be determined at this time.

Date: 6/7/2020

Inquiry: 77256


Question:   Can COM provide any information that will help us size the intranet? For example site map/site crawl, site areas, page count, audiences?

Answer:   There are approximately 40 webpages with content and documents linked. Most of the intranet pages are expected to be included in the new design site.

Date: 5/29/2020

Inquiry: 77255


Question:   We understand that COM is currently working with a third-party Contractor analyst to rationalize content. - Is this work expected to get completed prior to the onboarding of the internet and intranet sites on IOP? - At this time, can the agency share any information around content that is planned to be removed and / or added?

Answer:   - There are approximately 200 webpages in commerce and its divisions website. These pages has content and navigation links to other pages and reference documents (doc, xls, pdfs etc).

- Among the 200 pages there are approximately 35 pages being reviewed with the divisions for not required to be redesigned and migrated to the new site experience.

- Additionally, there may be few more pages that would be determined after divisions review if they could be combined or eliminated when migrating to the new design website. This effort is still in progress.

- In these webpages the content provides navigation links to approximately 2700 documents (pdfs, doc, xls) which would be further reviewed. Majority of the documents are forms, newsletters, bulletins and would not be modified. However there may be documents identified which has informational communications with few pages of content. Such documents may be decisioned to be built as new webpage view experience instead of pdf document view in new website experience. This effort is still in progress.

- The Top Nav and Footer in the site among all the divisions currently has summary content information which would need to be represented within one of the existing or new webpage in the new design site.

Date: 5/29/2020

Inquiry: 77254


Question:   Given current COVID-19 restrictions and work from home mandates, will the State provide vendors the option to submit responses electronically in lieu of physical/printed proposals?

Answer:   Yes, due to current restrictions and mandates, digital submissions will be accepted. The email address for sending proposals is located in Section 9.2 - Submission Location.

Date: 5/22/2020

Inquiry: 76233


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Inquiry period ended:  6/1/2020 8:00:00 AM