ECC Board of Trustees Executive Summary Date: 4/12/18 Subcommittee: Marketing and Institutional Advancement Agenda Item: RFP Award for Consultation, Design and Configuration of the College Content Management System and Website Redesign This item is for: For Board's Approval Backup Documentation: Attached to this document Background Information: The Marketing & Communications Office issued a RFP for Consultation, Design and Configuration of the College Content Management System and Website Redesign. The College received proposals from fourteen vendors. Based on a review and evaluation of the responses by an internal committee it was mutually agreed to recommend the joint proposal submitted by OmniUpdate (content management system) and iFactory (web design services). Reasons for Recommendation: Based on the criteria of: strength of the content management system, experience of both partners working with and understanding the needs of higher education (particularly two-year community colleges), and cost and value to the College, OmniUpdate and iFactory ranked higher than all other submissions. Fiscal Implications: iFactory Design services: not to exceed $85,000 OmniUpdate Content Management Services Annual Contract: not to exceed $40,000 per year (3 year contract) Funding for the initial down payment will be allocated through the existing 2017-2018 Marketing & Communications budget. The remaining payment will be allocated through the 2018-2019 capital and college operating budgets. Consequences of Negative Action: Diminished opportunities to improve the user experience on the College’s web site through enhanced visual design, intuitive site navigation, and ADA accessibility. Diminished opportunities to track results of targeted marketing campaigns through web site traffic. Steps Following Approval: Present recommendation to the Erie County Legislature’s Community Enrichment Committee for approval. Submit terms and acceptance letter to Erie County Attorney for review and approval as to form. Complete signature process. Contact Information If Any Questions: Paula Sandy, Director of Marketing and Communications 716-851-1868, [email protected] OmniUpdate and iFactory Proposal For: Response for Request for Proposal: Consultation, Design and Configuration of the College Content Management System and Website Redesign Due Date: March 19, 2018 ELECTRONIC COPY omniupdate.com Cover Letter March 19, 2018 Dear Paula and the Erie team, On behalf of the entire staff at OmniUpdate, I’d like to thank you for this opportunity to respond to SUNY Erie Community College’s (ECC) Request for Proposal for Consultation, Design, and Configuration of the College Content Management System and Website Redesign. We understand that you are planning a major site rebuild in order to address a number of issues with the current content management system (CMS), Ektron, and to deliver a better user experience for prospective and current students, and other members of the ECC community. To meet your redesign and CMS needs, OmniUpdate proposes joining forces with our partner iFactory, to build a responsive website to help you market your programs to potential students, as well as implement a user-friendly CMS to make it easy for all your users to create, update, publish and manage content on your website. At OmniUpdate, we have been working with SUNY schools since 2007. Currently, nearly one-third of all SUNY campuses trust OU Campus as their CMS of choice. Over the past ten- plus years, we have developed a true partnership with SUNY schools across the state, empowering SUNY web professional to not only effectively manage their websites, but also create web content that truly showcases the unique qualities of their institution. See how Stony Brook University has leveraged the power of OU Campus to spotlight alumni achievement with their 40 Under Forty website (stonybrook.edu/40underforty/). On this proposal, OmniUpdate is partnering with iFactory. OmniUpdate has developed a great partnership with iFactory over the years. We have collaborated on numerous college and university websites to create a design and CMS experience that represents each institution. iFactory is unique in that they have worked with Higher Education clients for much of their 25-year history. This history gives them an understanding of the unique organizational structure within many Colleges and Universities. iFactory is a partner in all things and become an extension of your team, spending the time to get to know your internal structure as well as identify and research all external users of the site. With a focus on your site’s users and their goals, as well as your internal business objectives, iFactory can develop a strategy for the site that will achieve the project goals. After your new designs are finalized, the OmniUpdate staff will implement your responsive and WCAG 2.0 AA compliant designs into OU Campus, our CMS designed exclusively for higher education. With OU Campus, all of your users, both technical and non-technical, will be able to quickly edit and publish pages to the live website Our intuitive, graphical 2 interface makes it easy for non-technical users to create and edit pages, and insert images, video, social media, forms, and more. More technical users have the ability to easily edit code, add or adjust templates, and customize functionality. As a true platform solution, OU Campus offers many advanced solutions designed specifically for higher education including Faculty Directory, Course Catalog, and Emergency Alerts. Plus, OU Campus is fully extensible, so ECC can integrate with any of your existing campus solutions. At OmniUpdate we recognize the importance of having an accessible website. That is why we have and continue to invest in accessibility tools and checks that are available within the OU Campus interface. Included in your purchase of OU Campus is both our built-in accessibility checker that supports Section 508 and WCAG 2.0 (Levels A through AAA) accessibility guidelines and OU Insights, a module that continually performs a thorough analysis of a website and reports broken links and misspellings, as well as ADA accessibility and SEO problems. With the accessibility checker and OU Insights, you will have the tools necessary to ensure that the ECC website is accessible for all your visitors. Additionally, with our Software-as-a-Service (SaaS) deployment of OU Campus, ECC can find peace of mind in the fact that OmniUpdate handles the installation, upgrades, updates, and maintenance of OU Campus in the cloud. We also take care of the server hardware and infrastructure, so your team can focus your financial and human resources on the projects that matter the most to you. As you consider this proposal, please feel free to reach out to me at any time with any questions that might arise. I am here to work with you to come up with the best solution for ECC. We look forward to collaborating with SUNY Erie Community College! Sincerely, Justin Brantley Sales Director, OmniUpdate [email protected] 513.512.0048 3 Table of Contents Cover Letter ....................................................................................................................................... 2 Who We Are ....................................................................................................................................... 6 What is OU Campus? ........................................................................................................................ 7 Responses ......................................................................................................................................... 8 1. A Detailed Description .......................................................................................................... 8 2. Background, History, and Expertise .................................................................................. 11 3. Staff Listing ........................................................................................................................... 14 OmniUpdate Team ............................................................................................................. 14 iFactory Team ..................................................................................................................... 18 4. References ........................................................................................................................... 26 OmniUpdate References ........................................................................................................ 26 iFactory References ................................................................................................................ 27 5. Samples of similar work ..................................................................................................... 28 6. Itemized Project Budget ..................................................................................................... 36 iFactory Budget ....................................................................................................................... 36 OmniUpdate Budget ............................................................................................................... 38 Timeline .................................................................................................................................... 40 7. Evaluation process and timeline ....................................................................................... 40 iFactory Process