Concept Paper # 114
Presented to Technology Governance Board (TGB)
Date Prepared: November 9, 2009
Name of document to be reviewed:
Purchase of Web Content Management Software, Design, and Service
(Please check one item listed in the following two sections)
Document for review and approval:
X Request for Proposal (RFP) __ Sole Source Procurement
__ Request for Service (RFS) __ Statement of Work
__ Request for Quote (RFQ) __ Staff Augmentation
__ Invitation to Qualify __ Master Agreement Purchase
Document for review only:
__ Master Agreement __ Request for Information (RFI)
Agency: Department of Natural Resources
RFP Reference #: (Not applicable for sole source procurements)
Release Date: (Not Applicable for sole source procurements)
Projected cost over $50,000? Yes X No ___
Projected agency staff hours over 750? Yes ___ No _X_
Project Cost, Funds and Funding Source:
Please list the internal and external resources/costs for the purchase:
This RFP will be funded through a variety of funding sources, including federal funds and fees.
December 2009Release RFP
February 2010 Award RFP
July- August 2010 Complete software installation, training, content migration.
Transition the DNR public website to a web content management system (WCMS). Select and
implement a combination of content management system software and support services for creating,
publishing, organizing, presenting, navigating, searching, and distributing information on the DNR’s
internet and intranet.
The Iowa Department of Natural Resources’ (DNR) current system for publishing and maintaining
online web material is restrictive in its functionality and increasingly difficult to manage its content.
The DNR currently is using a PHP based static web page infrastructure to manage over 6000
pages of content. An objective of the Iowa Department of Natural Resources (DNR) 2008 Strategic
Plan is to conduct a feasibility study for enhancing the Department’s website. This project is
intended to be a substantial part of that study. It will enable the DNR to keep up with the demands
of our public, following industry standards and ADA compliance
Currently the DNR has over 6,000 pages of information now housed in a static format on a system
that is over eight years old. Hundreds of thousands of people use the site monthly to find forms,
permits, information, maps, charts, hunting schedules, and other information related to Iowa
With the explosive growth of the DNR Internet, fundamental content management needs have also
grown. Online information must be continually reviewed and updated by program area liaisons so
that other content consumers, including customers, have access to the most up-to-date version.
In May 2008, the DNR established a project charter to identify the internal needs of a web content
management system. By August 2008, the team had made a recommendation to senior
leadership. As the DNR was preparing to move forward with an RFP for a content management
system (CMS), training, and service, a separate RFP was proposed by the DOT in September
2008. The DNR decided at that time to work proactively with the DOT on the RFI and RFP for a
Since that time, other departments have pursued other web management solutions and chose not
to partner on an enterprise solution. The DNR is now ready to move forward with an RFP for a
web content management system, including design services and support.
What are the tangible and intangible benefits of this purchase for this agency and/or state government?
The Iowa DNR has an outdated system by which we publish and maintain our online web material.
An online content management system is needed for us to keep up with the demands of our public
as well as allow us to stay compliant with ADA standards as well as the industry standards for
online publishing. Our current system is outdated and has proved unstable.
The DNR’s strategic plan calls for a Content Management System. The Content Management
system will provide ways to better publish, organize, present, navigate, search and distribute
information on the DNR web site both internally and externally to the DNR.
Using a CMS, program contacts can update their online information quickly and efficiently without
technical intervention. This will save considerable time for the program area liaisons, the web
content manager and IT staff. Having full content ownership expands the opportunities for subject
matter experts to make their information available to their specific audiences.
Can these benefits be quantified in financial terms? If yes, please explain.
Currently, approximately 0.5 fte is spent coordinating web content workflow and organization.
Moving content to a WCMS potentially alleviates some of the organizational and workflow issues of
publishing content through current methods employed by the DNR. It is estimated that
approximately 15 hours per week will be saved, providing the agency time to review site statistics
which would help improve online content, usability and navigation, promoting the DNR among
social networking sites, researching what other states and agencies are doing to enhance their
online presence and also looking into offering more services online and meeting the needs of our
How will you be more effective as a result of this purchase?
Internal workflow would be considerably improved as it would allow multiple designated users
within the content programs to manage and publish their online content rather than going through
only a handful of staff who can assist with HTML coding. Also, time would be saved by using a
system that will automatically handle updates, publishing and archival of outdated information.
How will service to your customers be enhanced as a result of this purchase?
A new, updated system will allow our customers better access to our online information in regards
to navigation and up-to-date content. Old content will be able to be archived and less confusion will
Testing and Acceptance:
The web content management system will be tested by the DNR Communications and Information
Technology Bureaus, including content management and security personnel, prior to production rollout.
Some of the Interested Parties:
Internal and external users of the DNR’s internet and intranet sites, including staff, citizens, customers,
vendors, media, other governmental groups or agencies, natural resource and environmental stakeholder
Some of the Recipients of this Service:
See previous question.
Web page accessibility standards
Business Continuity / Disaster Recovery:
The web CMS would run in either ITE’s hosted web environment or through a hosted solution. Either
solution will provide a firewall, redundancy for mission critical applications, full backup capabilities and
offsite retention of said backups.
Recommendations from Joint Chief Information Officers and IT RFP Advisory Group members:
NOTE: Where applicable, all DAS GSE Procurement and IA Administrative Code 11-105 and 11-106
requirements and procedures are to be followed. Reference: http://das.gse.iowa.gov/procurement/,
Duplication recommendation from the JCIO to the TGB (from 9 of 11 JCIO members):
The JCIO was divided on whether to release the RFP or not, but most members submitted
comments on the concept paper. Please review them below. There was also an additional report
submitted on the subject.
a) Is there duplication within Government? Yes, see comments below.
b) Can an existing program be modified to address a new need? Yes, see comments below.
c) Do you have any similar program in existence? Yes, see comments below.
d) Have you sought RFP’s for similar programs in the past? Yes, see comments below.
e) Do you have RFP’s for similar programs? Yes, see comments below.
f) Do you have an RFP that could be used as a starting point for this program? Yes, see
g) Is there anything you could provide that could assist the agency with this RFP? Yes, see
h) Are there alternatives available to the agencies? Yes, see comments below.
Recommendation of the JCIO to the TGB:
Authorize this RFP (or Sole Source Procurement) to be released for bid Yes ___ No _X_
Alternatives suggested by the JCIO (see additional comments below) Yes _X_ No ___
Education uses Joomla for web content management. Joomla can be used as a CMS for
websites. Education can provide knowledge transfer on Joomla. There are many web CMSs
that can be used by agencies.
Is the RFP to select a vendor to implement a CMS for DNR and transition the existing content
or is the RFP to select a content management system? Or is it to do both? It seems like it may
be difficult to get objective feedback regarding a CMS if you are also evaluating vendors to
work with it.
What happened to the CMS project for the enterprise? Other departments may have one.
Some agencies currently have a Web CMS. For example, Dept. of Education is using Joomla
and DHS is using a Web CMS created by Iowa Interactive. Moss 2007 (Sharepoint) could be
modified by purchasing the Internet Web CMS package. DOT has Sharepoint, but do not have
the Internet Web CMS package.
DOT does not have an RFP to share with DNR, but DOT did send out an RFI and put together
a report for the TGB which included the results of the RFI (this report is included as an
attachment for discussion purposes). Criteria were developed from the RFI results and have
been posted to the Web CMS group’s wiki -
If DNR is allowed to send out this RFP and purchase a Web CMS, will all agencies who are
interested in a Web CMS be required to purchase the same product/service? Has the Web
Team report been reviewed by the RFP Advisory Group and/or TGB?
Recommendation of the IT RFP Advisory Group to the TGB:
Authorize this RFP (or Sole Source Procurement) to be released for bid Yes _X_ No ___
Alternatives suggested by the advisory group (see comments below) Yes ___ No _X_
Additional comments from advisory group members: None.