Summary
The Newborn Screening Technical assistance and Evaluation Program (NewSTEPs), a program of the Association of Public Health Laboratories (APHL) in collaboration with the Colorado School of Public Health (CSPH), is looking to identify a vendor to redesign and update the NewSTEPs website. APHL anticipates that the vendor would receive $150,000 for the services it renders over one year.
Eligibility and Scope of Work
Any organization with an ability to fully perform the scope of the project with regards to updating the NewSTEPs interactive website.
The notes on general issues, assumptions and preferences, while not requirements, provide an overview of the non-functional requirements and preferences that are important issues for consideration by respondents since they describe key aspects of the NewSTEPs website that would be most appropriate.
- The interactive website must meet web standards and be browser independent; must not require any plug-ins so it will work on every platform; must be 508 compliant.
- The respondent must work in conjunction with 5AM Solutions on facilitating website updates, as they are the original website developers. APHL will facilitate this collaboration once a respondent is selected.
- The website must be user friendly and easy to navigate, utilize contemporary features (described, but not limited to, the details below), have a clear and simple design and present information in an intuitive, logical manner.
- Ability for the NewSTEPs team to provide incremental adjustments and feedback; training must be provided for staff regarding how to routinely update the website.
Schedule
October 14, 2016 – RFP Issued
October 31, 2016 – Letter of intent due by 5:00 pm ET to APHL
November 15, 2016 – RFP responses due by 5:00 pm ET to APHL
December 9, 2016 – Full evaluation of proposals completed and vendor notified of acceptance
December 12, 2016 – June 30, 2017 – Website enhancements and redesign
Request for Proposals Materials
The
Request for Proposal (RFP) provides details on how to complete this RFP. This RFP contains information on evaluation criteria.
Documents for Review and Completion
Request for Proposal
Point of Contact
If you have any questions please contact Sikha Singh at
Sikha.Singh@aphl.org for assistance.
Questions and answers
Data Repository
As we explored the website, we noticed there is a subdomain of data.newsteps.org. It appears this is how data is entered for later appearance on newsteps.org. Are you able to provide more information about the link between the two? Does the “data” subdomain fall within this RFP?
A: The subdomain mentioned is our data repository. The data repository is not a part of this project as it has already been developed. However, the applicant must be able to work in conjunction with the original web developers, 5AM Solutions to ensure a seamless transition.
Please explain the scope of NewSTEPs Data Repository integration? Is it just a link to redirect to the data repository? We assume the user registration and management will be separately maintained in the data repository system?
A: Yes, this is simply a link to redirect to the data repository. The data repository will be separately maintained by 5AM Solutions.
Are we expected to redesign the data repository system also? If yes, please provide a trial access?
A: No, the development of the data repository is not a part of this project as it has already been awarded. However, the applicant must be able to work in conjunction with the original web developers, 5AM Solutions.
Can you tell us more about the interactive state maps? Do you already have the content you'd like to use for them?
A: The data repository hosts our existing state maps, which already include all content necessary. We are hoping that the selected applicant will have creative ideas for its general improvement that utilize more contemporary features.
Is the migration of the Data repository part of this project?
A: No, the migration of the data repository is not a part of this project as it has already been developed. However, the applicant must be able to work in conjunction with the original web developers, 5AM Solutions.
There is a data repository in place, and it is mentioned briefly - is rebuilding this piece part of the RFP? Is there any work that will be done that pertains to it as part of this project?
A: The data repository is in place and rebuilding of it is not part of the RFP.
Clarity regarding the Maps – Can you confirm that our assumptions listed below regarding changes to the maps are true?
- You would like for more detailed information to be displayed when a state is selected than what currently is displayed on newsteps.org
- You would like for the visual display of the map to be updated
- You would like for the map to pull in data from the current data repository in real – time
- Are there other changes to the map that need to be considered that are not listed in the RFP?
A: Yes, we are hoping that the selected applicant will have creative ideas such as these mentioned for its general improvement that utilize more contemporary features. However, this is not a requirement for the purpose of this RFP. There are no further changes to the map that need to be considered that are not listed in the RFP.
Regarding the interactive state maps, would it be possible to have credentials to access the data repository. If not, can you tell us how that data is formatted?
A: The data repository is a relational database program using Open Source SQL software. The state profiles map is currently a separate feature of the repository. We welcome creative suggestions of how to present the data in your application.
Are you interested in a redesign – or on a simpler level, a reskin – of the data repository?
A: The data repository is in place. Rebuilding of it is not a part of the RFP.
A: The data repository is not a part of this RFP.
It seems there will be data pulled from the data repository to display in the newsteps.org site. Does the data repository expose api calls or services whereby this data can be requested or will there be a requirement to access the data directly from the repository database?
A: The data from the repository that is displayed on newsteps.org is managed by 5AM Solutions as they created the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign. Right now that information is updated in real time.
In addition will data for the interactive maps need to be sourced from the data repository. During project development, will there be an opportunity to discuss/analyze what data is available and can be used to enhance the map interactive experience?
A: There will be an opportunity to discuss/ analyze what data is available and can be used to enhance the map interactive experience. However, this is not a requirement for the purpose of this RFP.
In the event of redesign, will the data source continue to be from the data repository and will that mean directly querying the DB?
A: The data source will continue to be from the repository. The selected applicant will be provided with access as needed.
Is the data depository already built from which the new interactive state maps will extract data? If the depository already exists, what platform or database is it in?
A: The data repository already exists. It is an Open Source SQL database. The interactive state maps are linked directly to the repository. 5AM Solutions created the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign.
Redesign/ Rebranding
There is a plethora of content on the sites. Is APHL primarily looking for a new look and feel, new interactiveness, new design, but similar/same content? Will the majority of content be retained, or does APHL envision complete rewrites of pages/content? If rewrites are in the works, when will those be ready?
A: Yes, the content will be retained on the NewSTEPs website. We are looking to present existing information and new information in a more aesthetically pleasing and intuitive manner. NewSTEPs staff will provide website content.
Is there a particular style guide or branding guideline in place for NewSTEPs?
A: Yes, NewSTEPs has a particular style guide that will be shared with the accepted applicant.
Are you looking to make any changes to your brand or visual identity?
A: We are not looking to rebrand or make changes to our visual identity. We are an informational and technical assistance resource for the newborn screening community, and want to ensure that our website displays information in a clear, simplistic and logical manner. Thus, although we do not want to change our visual identity, we do want our website to enhance our visual appeal.
How do you feel about the NewSTEPs logo (including colors and fonts)? Would you be open a logo redesign prior to the website work?
A: We are not looking for logo redesign at this time.
What level of redesign is your team looking for from a structural point of view? A complete rethinking of the information architecture, or improvements to the current structure of the site?
A: We welcome creative ideas regarding structural redesign of the website.
What level of redesign is your team looking from an aesthetic point of view? A complete rebranding, or evolution of the visual design for the site?
A: We welcome creative ideas regarding aesthetic redesign of the website keeping with our NewSTEPs branding. We have a style guide available that will be provided to the selected applicant.
Are we required to redesign and redevelop the state profiles as well?
A: The selected applicant is not required to redesign and redevelop the state profiles.
Does APHL and/or NewSTEPs program have branding guidelines? If so, can they be shared? Does APHL require the new site meet current branding guidelines if they exist?
A: Yes, NewSTEPs has a particular style guide that will be shared with the accepted applicant.
On page 3, under “Summary,” the RFP states: “ CSPH, is looking to identify a vendor to redesign and update the NewSTEPs website.” Does “Update” refer to “building” the new site?
A: Update refers to website requirements and desired specifications outlined in the RFP. We would like the new site to be user friendly and easy to navigate, utilize innovative and contemporary features and apply community-oriented online tools to facilitate communication. The selected applicant may choose to build a new site to comply with desired updates.
On page 3, under “Summary,” the RFP states: “ CSPH, is looking to identify a vendor to redesign and update the NewSTEPs website.” Does “Update” refer to “building” the new site?
A: Update refers to website requirements and desired specifications outlined in the RFP. We would like the new site to be user friendly and easy to navigate, utilize innovative and contemporary features and apply community-oriented online tools to facilitate communication. The selected applicant may choose to build a new site to comply with desired updates.
Collaboration with 5AM Solutions
The RFP mentions a collaboration with 5AM, the original developer. Are they still involved? Will they be involved? What are they responsible for? Did they create the ties from data.newsteps.org to the NewSTEPs primary site? Will they maintain that with the redesign?
A: 5AM Solutions is still involved and will continue to be involved with the data repository and as the website host. They did create the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign.
Who is currently hosting the website? We are assuming the scope does not include hosting the website post go-live?
A: 5AM Solutions is currently hosting the website, and will continue to do so. At this time, the scope does not include hosting the website post go-live.
How actively involved will 5AM be during the website redesign process? For example, will the new site be built atop their existing platform, thus necessitating that the selected vendor works with them on implementation?
A: T5AM Solutions is still involved and will continue to be involved with the data repository and as the website host. They did create the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign.
Are you happy with your current web hosting provider?
A: Hosting of the website is not currently part of this RFP
What is the expected level of collaboration with 5AM Solutions? Will they be responsible for front-end development, Drupal customizations, or integrations?
A: 5AM Solutions is still involved and will continue to be involved with the data repository and as the website host. They did create the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign.
If a CMS other than Drupal is recommended would 5AM solutions still be hosting the site?
A: 5AM Solutions is still involved and will continue to be involved with the data repository and as the website host. They did create the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign.
Will they be able to provision a staging and a production environment?
Once the new site is launched, will the new vendor need to continue to work with 5AM Solutions on updates? If not, will the new vendor have to work with 5 AM Solutions on only the current version of the site?
A: 5AM Solutions is still involved and will continue to be involved with the data repository and as the website host. They did create the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign. The applicant must be able to work in conjunction with the original web developers, 5AM Solutions to ensure a seamless transition.
How frequently will the new vendor have to perform updates to the site in conjunction with 5 AM Solutions?
A: 5AM Solutions is still involved and will continue to be involved with the data repository and as the website host. They did create the ties from the repository to the primary NewSTEPs site and will maintain that with the redesign.
Training and APHL Participation
What will be the extent of participation and collaboration from APHL team in this project?
A: There will be participation and close collaboration between NewSTEPs and the selected applicant. The applicant must allow for the NewSTEPs team to provide feedback, including incremental adjustments to the website. Training must also be provided for specified staff regarding how to routinely update the website.
Who will manage content, what will be the frequency of updates?
A: Selected members of the NewSTEPs team will assist in managing content. As we are a technical assistance resource, the website requires continuous educational materials to be added, as well as webinars, videos, reports, etc. Therefore, updates will be continuous, but largely focused on adding content.
How many NewSTEPs staff members are expected to be trained?
A: The exact number of NewSTEPs staff expected to be trained will be decided upon applicant selection. We anticipate at least 3 NewSTEPs staff members to be trained.
1.11 Ongoing training modules for NewSTEPs staff upon the development of new functions or modules? Is this requirement related to website content management?
A: Yes, this training requirement will allow the NewSTEPs team to provide feedback, including incremental adjustments to the website. Training will also be provided to specified NewSTEPs team members.
The RFP states the new vendor must allow for “incremental adjustments and feedback,” (Page 4, Number 4) does that mean after the launch of the new site or during the development process? If during the development process, how frequently does APHL expect to provide feedback?
A: This is both during the launch of the new site and during the development process. As we are a technical assistance resource, the website requires continuous educational materials to be added, as well as webinars, videos, reports, etc. Therefore, updates and feedback will be continuous, but largely focused on adding content.
Microsites
Can you provide some examples of mini-site content? Will these sites be editable by the
website admins or can they be static sites?
A: We would like to use mini – sites as a more efficient alternative to certain hyperlinks. For example, under the resources section of the “Short Term Follow Up” page we can include mini – sites to exhibit content from the Cystic Fibrosis Foundation or Baby’s First Test websites. These can be static sites. This is not a required specification for the purpose of the RFP.
Is there any external system integration envisaged?
A: We would like to use mini – sites as a more efficient alternative to certain hyperlinks. For example, under the resources section of the “Short Term Follow Up” page we can include mini – sites to exhibit content from the Cystic Fibrosis Foundation or Baby’s First Test websites. These can be static sites. This is not a required specification for the purpose of the RFP.
Regarding the requirement that "microsites incorporate information from other newborn screening sites," are there certain sites you have in mind? We'd like to make a strong recommendation on whether we'd create an RSS feed, build an API or otherwise.
A: We would like to use microsites as a more efficient alternative to certain hyperlinks. For example, under the resources section of the “Short Term Follow Up” page we can include microsites to exhibit content from the Cystic Fibrosis Foundation or Baby’s First Test websites. These can be static sites. This is not a required specification for the purpose of the RFP.
“The applicant should allow for integration of a third-party software to create microsites that incorporate information from other newborn screening sites similar to the Million Hearts microsite.” Can you elaborate on this?
A: We would like to use mini – sites as a more efficient alternative to certain hyperlinks. For example, under the resources section of the “Short Term Follow Up” page we can include mini – sites to exhibit content from the Cystic Fibrosis Foundation or Baby’s First Test websites. These can be static sites. This is not a required specification for the purpose of the RFP.
Content Management
Do we assume APHL/NewSTEPs is open to Open Source Content Management System (example: Drupal) with updated version and features?
A: Yes, we are open to Open Source Content Management System.
Do we assume content and copy for all artifacts will be provided by APHL?
A: Yes, NewSTEPs will be responsible for all website content.
It appears that your current site is built with Drupal. Are you tied to this content management system or open to other approaches (e.g. Wordpress) provided they fulfill your RFP requirements?
A: Yes, we currently operate with Drupal 7.3. We’re open to Open Source Management.
Will the site continue to use Drupal 7 for content management?
A: We are open to Open Source Content Management System.
Do you have a hosting plan in place for the redesigned website or will you need pricing for that as well?
A: There is an existing hosting plan. At this time, the scope does not include hosting the website post go-live.
Is it a requirement that the redesigned NewSteps website be developed using Drupal or is it possible to use a different CMS for NewSteps?
A:It is not a requirement that the redesigned NewSTEPs website be developed using Drupal.
Does APHL want the new site built in Drupal or are other CMS platforms an option?
A: We are open to Open Source Content Management Systems.
Desired Specifications
Do you need two-way social media updates (eg. capturing social media comments on the website? or just options to share pages on various social channels?
A: We intend to share pages on various social media channels, however these updates are not a specified requirement for the purpose of this RFP. It is at the preference of the applicant for decisions made regarding contemporary features such as social media updates.
A: We intend to make the website more visually appealing, and hope for the addition of infographics in lieu of text when possible. Visualization decisions such as this will be made with the selected applicant. However, we encourage creativity and expect material to be redesigned in an aesthetically pleasing manner.
Does the data that you'd like to use for infographics already exist, or are you looking for help with that?
A: Yes, the data for the infographics already exists. Many sections on the NewSTEPs website are filled with text that clutter and overwhelm the page, such as the “Disorder Specific Activities” and “Reports” pages. We hope to make the site more aesthetically pleasing through creation of infographics in lieu of existing text whenever possible. The maps and other infographics data exists in the NewSTEPs data repository and State Profiles.
Does the robust “Search” box have to search through attached documents, reports etc.? If so, will it be limited to PDF, Word, Excel, PowerPoint files?
A: Yes, we’d like the robust search box to search through attached documents such as PDF, Word, Excel and PowerPoint files. We welcome any ideas to help us search image files as well.
“All tabs under the “News and Education” section should have a scrolling feature similar to Twitter.” Do you mean infinite scrolling similar to Twitter home page (when not logged-in)?
A: Yes, we would like scrolling features similar to the Twitter home page. All contemporary features are desired specifications and are not required for the purpose of this RFP. We welcome creative suggestions.
Website Users
Are there any stats on the current website traffic? Will you share that information to the successful bidder?
A: Yes, we use Google Analytics to evaluate current website traffic. This will be shared with the selected applicant.
What are the categories of users currently accessing the website? What is the expectation for future?
A: Various members of the newborn screening community currently access the NewSTEPs website. These members include but are not limited to Newborn Screening laboratories, follow-up and medical personnel, parents and caregivers and public health decision makers. These key stakeholder groups are expected to access the website in the future as well.
Miscellaneous
The RFP mentions “analysis” quite frequently. Is APHL expecting entered data to be analyzed within the website in some automated fashion, or is it simply referring to being able to extract the data for analysis? Queuing up summary numbers and base data is quite
feasible. Is there a better definition of the expectations of what will be analyzed and how?
A: The “analysis” referred to in this RFP is part of the background of NewSTEPs and its purpose, and is not a requirement of this RFP. Any data received by NewSTEPs is part of the NewSTEPs data repository, and is a separate contract.
Please share the technology stack of the current website?
A: We use Drupal 7.3. More information will be provided to selected applicant.
We understand the period of performance is December 1, 2016, to July 31, 2017. Are you expecting any maintenance services beyond this period?
A: We are anticipating maintenance services beyond this period. The applicant must provide training during the period of performance for members of the NewSTEPs team to be able to routinely update and edit the redesigned website.
Are there any limitations to the number of Key personnel?
A:There are no limitations to the number of Key personnel.
Is there a requirement for multiple language support?
A:There is not a requirement for multiple language support. We currently only need the website in English.
How happy are you with the copy on the existing website? Are you looking for assistance with copywriting?
A:We would welcome copywriting suggestions as part of your application.
Do you expect the redesigned website to be responsive/mobile friendly?
A:Yes, we do hope and expect the redesigned website be responsive/ mobile friendly.
Do we need to continue using Tableau or can we recommend a different mapping platform - https://www.newsteps.org/quality-practice-resources/disease-specific-activitie/cchd
A:You may recommend a different mapping platform. We welcome creative suggestions of how to present the data in your application.
Is a Tableau server involved in producing the reports?
A:No, it is only used to generate the maps such as the one found on https://www.newsteps.org/quality-practice-resources/disease-specific-activitie/cchd
A:This data is coming from the existing Data Repository.
A:Yes this form is sending emails to a dedicated mailbox.
https://newsteps.org/news-and-education/videos - It says ‘LogIn’ to post comments for any of these Videos. How is user authentication managed? Are there multiple user roles involved? Is this in anyway tied to the user authentication for the data repository?
A:There are a variety of videos. Some of which were not created by NewSTEPs, and therefore are only linked on our website. For those that are developed by NewSTEPs, we currently archive them on a vimeo site. This is not tied to the data repository.
SEO is not mentioned anywhere and though it doesn't seem like they're looking for specifically at organic traffic, things like response time affects any/all of their users. Do they have any SEO requirements and/or SEO wish lists?
A:We don’t have any, but welcome any recommendations to optimize visibility of our website.
For budgeting purposes, how long into the future should a vendor estimate the new website will require maintenance?
A:The period of performance is between December 12, 2016 to July 31, 2017. However, we are anticipating maintenance services beyond this period. This will be discussed with the selected applicant.
We historically develop websites that are compatible with the two most recent versions of Internet Explorer, Chrome, Firefox and Safari. Does APHL require the site be compatible with other browsers? What versions of Explorer, Chrome, and Safari does APHL require the new website be compatible with?
A:The website must be compatible with the two most recent versions of the browsers mentioned. Some of our users may use older browser versions, but we can discuss this with the selected applicant as needed.
Aside from describing our company’s organizational structure and a brief history of our business, is anything else required to prove financial stability in the General Requirements section? If so, what specifically are you looking for?
Our organization operates as a sole proprietorship in which the principal serves as the lead and brings together a team from a pool of talented subcontractors. We have a proven track record of handling projects of this scale. Would this organizational setup be acceptable for this project?
A:That organizational setup is acceptable for this project. Please provide the names, titles and roles of each key person that will be working on the project.
Until which date should incremental updates and maintenance be included as part of this proposal and budget?
A:We do not know the exact date at this time. This information will be worked out with selected applicant. The period of performance is between December 12, 2016 to July 31, 2017. However, we are anticipating maintenance services beyond this period. This will be discussed with the selected applicant.
In the RFP requirements, item 1.4 states that "Updated examples of website should be presented in response." What do you have in mind for this? We can provide examples of websites we have built recently, of course, but would you like to see sketches of potential new homepage designs as well?
A:There must be examples of previous website successful implementation. We would also like to see new creative and visually appealing ideas for the redesigned website as well.