Addendum 1 Emerald Coast Convention & Visitor Bureau Website Development RFP TDD 87-17

Transcription

1 Addendum 1 Emerald Coast Convention & Visitor Bureau Website Development RFP TDD This addendum is to answer the following questions: 1. Whether companies from Outside USA can apply for this? There is no prohibition against foreign companies applying, but there might be challenges to the vendor s ability to provide the responsiveness expected for the scope of services. (like, from India or Canada) 2. Whether we need to come over there for meetings? Yes, periodic in person meetings and presentations will be expected. 3. Can we perform the tasks (related to RFP) outside USA? There is no prohibition for performing the work outside the USA, but it is impractical to meet service expectations. (like, from India or Canada) 4. Can we submit the proposals via ? No. 5. Please provide information as to how you would like to see the site's design change and evolve. We are looking for a state-of the art site that is responsive and provides a superior user experience. 6. Do you currently have a CRM you are using? If yes, which one? No. 7. What CMS are you currently using? Do you have any CMS preferences for the redesign or are you open to options? The current CMS is Umbraco. 8. What is the budget for the redesign and development project? Zero based budget the RFP requests proposal for pricing. 9. What third party integrations should be considered with the new site? CRM, social media content curation, MINT+, Cvent, forms and automation. 10. Please provide more details on your Interactive maps requirement. Is this interactive in terms of user experience, or something else? Interactive for user experience. 11. Please provide more details on your Partner Analytics Dashboard requirement. Is this something other than Google Analytics? Partner analytics dashboard is something other than Google Analytics. With login and password, it will allow our partners to view clicks to their listing on the website, view sales leads, see RFPs we ve sent to them, see co-op opportunities, update key contacts and contact information, etc.

2 12. Please explain what you mean when you reference "Platform for partner ads and programs". As our business evolves, the CRM should enable us to manage partnership and advertising programs through the system. 13. Asset Management System - can you elaborate on your need for this? What kind of assets? What should it be able to do? etc. Digital advertising assets, images, video, etc. 14. Social Media Integration - what form of integration is required? Are these just social feeds pulling from Facebook, Twitter, Instagram? Do you need intragration such as publishing blogs from the CMS to a social channel? It should be able to curate content from social media channels into our website based on a hashtag or location not our own feed. 15.RFP Submission Form - Are there certain requirements for this form? Attaching documents? Files? In addition to the form fields there should be an option to attach documents/files. 16. Comprehensive enewsletter System - Does this mean you are looking for a recommendation on an newsletter system? And have it integrated with the website? Yes. 17. Itinerary Builders - How does this need to function? Are you currently using any itinerary builders or would this be a custom solution? We are not currently have one but would like it to be a part of the new website. Visitors to the website should be able to choose options to save as they plan their visit with an option to print or save. 18. Partner Login - do you use just one login? Or do partners actually have accounts on the website? We have several hundred partners that will need to login to work with us. Each partner will have a private area to see their own information. 19. Partner Analytics Dashboard - what stats do they need to see? Answered above. 20. Database Integration - Aside from the actual website's database, is there another database that needs to be integrated? Yes, we need a database that contains our local tourism community in addition to housing sales contacts that feeds to the website (i.e. populates partner listings and information). 21. Run Online Contests - What types of contests would you like to run? What info would be collected? How do you need it to work? The CMS should allow us to create landing pages and contact forms to direct contest participants to. 22. TripAdvisor - TripAdvisor limits their API to select travel websites. Is the TDC a partner? We will do whatever necessary to integrate TripAdvisor ratings into the website.

3 23. Ad Platform - What types of ads would you need to run on the site? In what locations and in what kinds of formats? Would you be giving advertisers reports on their ads? Digital banner advertising and yes reports to advertisers. 24. CRM - What CRM are you currently using? The RFP reads like you are looking for a new one? Covered above. We do not currently have a CRM. 25. Content Curation - Are you looking for a cloud based tool to curate content? Or use your website to add curated content? The description was a bit confusing. A tool to curate content. 26. As per our understanding, website needs to be redesigned with a new CMS, Design and hosting service. AND website only requires a few updates, maintenance and hosting services. Please confirm. Confirmed. 27. What is the tourism partner portal? Is there a separate tool that needs to be designed or do you already have an existing system that needs to be integrated? A separate tool that needs to be integrated. We need a system where our partners can enter selected areas to update their information, key contacts, details, images, view a dashboard with clicks, RFP s shared, etc. 28. Is there any existing customer relationship management (CRM) system that you are using? If yes, please share what CRM you want integrated in the website. No. 29. As we have noticed that the website is developed using Drupal, so are you looking to continue with a new version of Drupal or would like to go with any other CMS of your preferences. We are looking for an open source CMS. 30. What are the current issues you have with your existing content management system? The website is old, outdated, is not responsive and is inflexible. We do not have the ability to edit at a staff level. 31. What traffic are you expecting on the website, this will help us to share the best hosting plan? Visitation is 100,000 to 150,000 per month at the current time. We expect that to grow that visitation. 32. Is the content migration of the current website part of the scope? Blogs only. 33. Can you share the budget allocated for this project? Zero based budget RFP asks for proposed costs. 34. Do we need to adhere to the current design branding for the new website? No on the design, but yes on the current branding.

4 35. Can you please provide the Google Analytics report of your current website for monthly and daily basis traffic? No. 36. For hosting services, what are the specific requirements you have? Please elaborate. Refer to item Q. 37. Would the CVB more specifically define the support needed for the Drupal site? Will this include support for program updates and code changes, or just server support and upkeep? All support and maintenance to include program updates and code changes including server support and upkeep. 38. Is there any requirement for emeraldcostconventioncenter.com to interact with the emeraldcoastfl.com website or its CRM, with the exception of external links to the site? No. 39. Regarding hosting definitions, are there any current site statistics available? Examples would include number of visitors per month, number of page hits per month, etc. How many users would be on the CRM system simultaneously per day? Traffic can range from 100,000 upward. CRM users approximately Regarding Design: reflecting the brand, voice, and visual identity of the destination: We are assuming that we would be responsible for the look and feel. Is this accurate? Yes. 41. Will the ad agency and CVB provide brand guidelines, copy examples, samples of other print and marketing materials (visitors guide, meeting sales materials, maps, etc.), images, video and any other visual assets to assist in the redesign? Yes. 42. What role will the ad agency play during the redesign process? Brand support. 43. Would we be expected to acquire new photography or video as part of our scope for redesign? No. 44. an the CVB provide more detail on expectations for this aspect of the project? The scope includes the development all of the content for the site. 45. What type of editorial and how broad are you looking for new blog content, new listing descriptions, general page content for headers and call-outs, overview copy for each section, meeting planner content, etc.? Yes. 46. Would the CVB please more specifically define "database integration" with regards to any system not defined in the RFP? Would 3rd party entities ever need to connect to the database directly? Our constituents will need access to the database through a partner portal so that their information can be kept up to date. That information populates their partner listing on the website.

5 47. Are there currently any defined needs for connecting to the CRM from 3rd party entities via an external, authenticated process (an API, for example)? Yes, some of our lead sources will need to integrate. 48. Can we please have an example of an online contest to understand your expectations? An online trip giveaway, a naming contest, a photo contest, etc. would be examples. 49. "Includes maintaining a record of rights granted for each specific piece of content and providing a high resolution version of photos acquired." 1. Securing content rights - is this related to CVB collected content by internal staff or crowd sourcing efforts? Crowdsourcing / content curation from the web. 2. When acquiring imagery, are you referring to gathering only imagery from social media sources (Instagram, Facebook, YouTube, Twitter, Flickr, etc.) or does this include the CVB, ad agency or other content creators gathering images and rights by purchasing images from freelance photographers or other vendors? Only imagery from SM sources. 3. Would this concept also be part of or integrated with the media-room, which would be housing high- and low-res imagery for the press and media? No, the media room would only contain our images. Regarding item O under "Proposed Scope of Work" 50. Would the CVB please define the least capable version for Internet Explorer that should be supported? v9, v10, or v11? The current understanding is that only versions IE v11 and Edge are supported, but that does not take into account computers still running outdated operating systems where v9 or v10 are still in use. IE v10 and v11 would be the least capable versions. 1. Opera Can you verify this is a required browser by looking at the Analytics for what % of traffic your site visitors use this browser? 1% of traffic Regarding item Q under "Proposed Scope of Work", 51. Will a network diagram be sufficient for declaring the web strategy, or is more detailed information regarding targeted protocols, firewalls, and load balancers requested? The details needed are spelled out in item Q. 52. Is the current requirement only 99% uptime which is defined as 3.65 days of unscheduled downtime per year, while 99.9% is 8.76 hours per year. 99% uptime guarantee would not require a load balancer or secondary server and could be a significant cost savings in infrastructure. 99.9% uptime is the preferred parameter.

6 53. Does the SaaS CRM also need to be calculated into this uptime calculation? Yes. Regarding item R under "Proposed Scope of Work 54. Will any credit card data or Personally Identifiable Information ( PII ) need to be stored for long term ( defined as greater than one (1) day ) on the server? If so, is the CVB going to need to go through PCI audits for validation of PCI compliance? No. Regarding X Platform for partner ads and programs 55. May we have some examples of usage and expected functionality? Organization and management of selling digital ads. 56. As a ground up overhaul of the TDD website, can you provide market positioning research that identifies what makes Okaloosa County unique? What are your differentiating traits and which traits are being emphasized in your communications? Yes. 57. Can you provide audience research that identifies who your communications/website are targeted too? Yes. 58. If recent brand and audience research is not available, is there an opportunity for the RFP participant to expand the scope of work to include additional analysis for which to base website redesign decisions on? No. 59. Please describe the relationship between the Agency of Record, the TDD and the Web Agency. Where and how does the web component fit into the picture? The TDD leads with project with the agency providing brand support. 60. (Sec: Purpose of RFP, Sec: Proposed Scope of Work #5) Please elaborate on the scope of editorial content creation. Does content creation mean implementing (entering) TDD created content on the website or does content creation refer to the active and ongoing development of stories and travel ideas, creation of content and supporting photography in addition to implementation on the website? Content creation refers to the active development of site content i.e. writing. 61. (Sec: Purpose of RFP, Sec: Proposed Scope of Work, I.) Can you elaborate on the requirements and expectations of the CRM? Does this extend beyond the management and reporting on Partner Listings, Events and communications received via the website? Are there other methods of data transmission other than manual data entry of listing information such as a partner API? How technically sophisticated are your partners? The CRM needs to have capabilities to include partners (tourism related business), support all sales functions and market segments (travel agents, meeting planners, and consumers).

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