Request for Proposals: CIVHC Website Vendor

Q: Will the website be in English only, or are additional languages required? If so, which ones?

A: The website will primarily be in English. CIVHC maintains a Spanish Shop for Care page that is translated into Spanish, but the rest of the site will not require additional languages. The vendor selected will not be expected to translate any of the content on the Shop for Care page.

Q: How much of the current site’s content will be moved to the new website as-is, updated, or deleted? Will any new content be required?

A: CIVHC is still determining the amount of content to transfer, but we expect to remove a significant portion of pages and posts. The vendor's support will be required primarily for transferring content and making suggestions to content on key landing pages for SEO optimization.

Q: Will the client or the vendor be responsible for uploading content like Tableau reports, webinars, blogs, etc.? 

A: CIVHC prefers that the vendor take responsibility for migrating all existing content, including blogs, Tableau reports, webinars, and other resources, during the redesign process. This will ensure a seamless transition to the new site. Much of this content will be straightforward to migrate, as many items, such as Tableau reports and webinars, already utilize embed codes. After migration, CIVHC will have the ability to review and delete any outdated or unnecessary content as needed.

Q: Are you looking to work from an off-the-shelf WordPress theme with light custom CSS, or are you interested in a custom theme? Why?

A: CIVHC is open to exploring a custom theme, but we have already purchased CINDY, an accessible WordPress theme that aligns with our needs and would be our preferred option. The theme has been selected for its ease of use and accessibility features, which will allow our staff to manage regular updates and content without requiring advanced technical skills.

Q: Do you prefer to keep the site on WordPress, or are you open to other CMS options?

A: CIVHC prefers to keep WordPress due to internal comfort level and familiarity with the existing CMS.

Q: Are there any specific design and development examples (health care-related, budget range, resource-library focus, etc.) you'd like to see in the proposal?

A: CIVHC would like to see examples that are health care-related, budget-conscious, and emphasize the organization of extensive resource libraries. Specifically, we are interested in features that improve the functionality of sidebars, enhance category organization, and strengthen search tool capabilities. Additionally, it’s important that the site is mobile-friendly to ensure seamless access for users across all devices.

Q: The RFP mentions various tools like calculators, sample data set generators, forums, member portals, and a cross-referencing knowledge base. Could you clarify if these are required as part of the base scope or are they future add-ons? Can you provide more details on each feature?

A: Due to budget constraints, CIVHC will not be pursuing these features for the initial launch, though we may consider them for future phases.

Q: For the member portal and forum tools, what functionality and integration with third-party systems (e.g., CRM like Salesforce, forums, etc.) do you envision?

A: Due to budget constraints this will not required as part of the base scope. but we would like to have this functionality in the future, and would prefer the member portal and forum tools be able to integrate with WordPress, Constant Contact and Salesforce.

Q: Can you describe what you mean by “dynamic interactivity”?

A: By 'dynamic interactivity,' CIVHC means creating an engaging user experience that encourages visitors to explore our services and return to the site regularly. This could include interactive elements, but nothing too technically complex for now.

Q: What additional insights are you looking for from the analytics tools (e.g., gaps in current Google Analytics setup)?

A: We are particularly interested in understanding more detailed user behavior and engagement, potentially through sign-up forms and enhanced tracking.

Q: Do you have the technical team in place for maintaining the site (e.g., core or plugin updates for WordPress)?

A: CIVHC has the internal capacity to handle all WordPress core and plugin updates, as well as content management. We do not require external support for monitoring or maintaining plugins or any updates.

Q: What third-party systems or tools (besides Google Analytics) need to be integrated into the new site? Are there any compliance-related regulations (security, accessibility, privacy) that the site must adhere to? Will the client provide legal guidance for compliance?

A: In addition to Google Analytics, the website will need to integrate with several systems for data visualization, customer relationship management (CRM), email marketing, and social media engagement. Specifically, these include:

• Tableau for data visualization and reporting
• Salesforce for CRM and client management
• Constant Contact for email marketing campaigns
• Social media platforms such as Facebook, Twitter, LinkedIn, Instagram, and YouTube for digital engagement
• GoDaddy for domain services
• WP Engine for hosting services

Compliance Requirements: The website must adhere to the following regulations:

• Colorado Privacy Act (CPA): The website will need to comply with state-specific privacy requirements to protect personal data.
• General Data Protection Regulation (GDPR): If there are any interactions or data from EU citizens, GDPR compliance is required.
• Health Insurance Portability and Accountability Act (HIPAA): If the site handles protected health information (PHI), particularly related to any health care analytics, HIPAA regulations will apply.
• Web Content Accessibility Guidelines (WCAG 2.2 AA): Ensuring the site is accessible to all users, including those with disabilities, is essential.

CIVHC will provide guidance and collaborate with legal counsel to ensure compliance with these regulations​​​​​​​.

Q: What tool or service are you using to assess your current website's conformance to accessibility and security standards?

A: CIVHC is actively working on enhancing the accessibility of its website and acknowledges that certain aspects are still in progress. Our team is currently conducting in-house reviews to improve conformance with accessibility standards, such as WCAG 2.2 AA. As we move forward, we are exploring additional tools and services to further assess and enhance accessibility.

For security, CIVHC maintains robust measures by utilizing the Really Simple Security plugin for WordPress, which helps ensure that the website meets essential security standards, including protections against unauthorized access. We continuously monitor and update these settings to align with best practices in website security.

Q: Can you provide a budget range for the project?

A: CIVHC's current budget range for this project is between $5,000-10,000, though certain features or additional services could be discussed if they exceed this range.

Q: Is there a key event driving the May 2025 launch, or is it an arbitrary deadline?

A: May 2025 is a soft deadline, but CIVHC is open to adjusting this date, if necessary.

Q: Who are the top 3-5 primary audiences for the new website?

A: CIVHC's primary audiences for the new website are general consumers, researchers, state agency employees, and health care workers. These groups represent a diverse range of users who rely on our resources for health care data, research, and decision-making support.

Q: Will Colorado-based vendors be given preference?

A: Colorado-based vendors will not be given preference over others.

Q: Who will be in the primary working group at CIVHC, and will any external stakeholders participate in key decisions?

A: The primary working group will consist of CIVHC's communication and marketing team. External stakeholders, including CIVHC's Board, will be involved only in testing the website's usability to ensure it meets the needs of our broader audience.

Q: Do you have existing brand guidelines, or will the branding be updated as part of this project?

A: CIVHC has existing brand guidelines, which will be shared at a later time. At this point, no updates to branding are planned.

Q: Can you provide details on the project’s approval process and who is accountable for final decisions?

A: The approval process will involve CIVHC's internal project team, which will work collaboratively to make decisions throughout the project. Final approval will rest with CIVHC's VP of Communication and Marketing, ensuring alignment with organizational goals and priorities.