RFP 10014746 Website Design - Q&A responses

16th JUDICIAL CIRCUIT of MISSOURI
Q&A Response for Vendors
Website Implementation | RFP Number: 10014746
Topic Q# Question Answer
1 Does the Court have an established budget The Court has an internal budget but is not
range, ceiling, or not-to-exceed figure for disclosing it. This allows vendors to propose
Budget
this engagement? their most competitive pricing and unique
solutions.
2 What is the current annual spend on The site is hosted on-premise. Costs are
hosting, support, and maintenance for the distributed across the Court IT budget and
existing website? staff rather than a single line-item annual
spend.
3 If the selected CMS has commercial licensing Our preference is to have the CMS costs
costs, is the Court or the vendor responsible incorporated into the yearly maintenance
for ongoing license fees? costs
4 Should hosting costs be included in the Our preference is to have the hosting costs
project budget, or are they procured incorporated into the yearly maintenance
separately? costs
5 Is the project budget already approved, or The money is earmarked for this project.
will an award require additional governing However, a standard approval process is still
body approval? required.
6 Is the March 31, 2027 desired completion The date is a goal and is flexible if scope or
date a firm contractual deadline, or is there discovery phases require additional time.
Timeline
flexibility?
7 Can the Court grant a one to two week No
extension to the proposal submission
deadline?
8 Is the period of performance from selection Yes
(July 30, 2026) to completion (March 31,
2027) the planning window vendors should
use?
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9 How many pages, documents, and media The current site has approximately 355
assets exist on the current site, and what pages and less than 2 GB of media, including
Scope: Content
portion is expected to be migrated? PDF forms. The site runs on mojoPortal, and
and Migration
export artifacts can be provided to the
awarded vendor. External sites and content
will remain external. The Court anticipates
that approximately 90% of the current
content will be migrated.
10 What CMS currently powers 16thcircuit.org, The current site is powered by mojoPortal,
and what version is it on? running on Windows Server with an MSSQL
database.
11 Will the Court conduct a content audit prior The Court will complete the internal content
to migration, or is the vendor expected to audit. Court staff will assist with auditing
lead the audit? and refining text content during the
migration.
12 Will the Court require copywriting, editing, No. Copywriting and content development
or new content development from the will be handled by Court staff.
vendor?
13 Will original or stock photography or Not initially. These would be considered as a
videography services be required? separate line item.
14 Are there pages, sections, or document Yes. The internal content audit will identify
types that should NOT be migrated to the content to be retired or excluded.
new site?
15 Are 301 redirects from the current URL No
structure required to preserve SEO
rankings?
16 Are there statutory archiving or record- Yes. However, the exact detention period is
retention mandates that affect how legacy still being determined
content is handled?
17 Is the scope of this engagement limited to The scope is limited to the existing
16thcircuit.org, or does it include 16thcircuit.org content.
Scope: Site
consolidating other Court systems or
Boundaries
microsites?
18 Will the Juror Login feature be integrated Juror Login will remain an external link.
into the new site, or remain an external
link?
19 Is the Delinquent Land Tax application in No, this is an external application. We
scope for this project? should be able to use IFrames
20 Does the Court operate other web These are outside the scope of this project.
properties, subdomains, or microsites that
need to align with the new site in brand or
navigation?
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21 Are there CRM, marketing automation, or The Court does not currently have any
third-party platforms currently in use that specific integrations to third-party services.
Scope:
the new site needs to integrate with? The Court would like to see the CMS
Integrations
capabilities for connecting to other services.
The Court may require the ability to render
content based on internal database
connections.
22 Is the marketing automation requirement a It is aspirational and intended for potential
confirmed need or aspirational? future development.
23 Does the Court currently use a CRM No. CRM integration is for potential future
platform? development if needed.
24 Should the new site provide deeper No, not required. However, we would
integration with Case.net, eFiling, or consider utilizing APIs to access external
Workday beyond hyperlinks? data for future development
25 Will the new site include site search Yes. The site requires a search feature that
functionality, and what level of capability is returns text matches from pages. The Court
expected? is open to additional search features, but
they are not a priority.
26 Should the site search index the contents of It is not required, but full text indexing of
PDF and Office documents? documents is preferable.
27 Are interactive online forms, e-signature No. The Court is not planning to launch with
workflows, or form-fill capabilities required an interactive forms feature. These
at launch? capabilities may be considered for future
development.
28 Is integration with a public notification No, this is an external application. We
system (emergency closings, weather alerts) should be able to use IFrames
required?
29 Beyond Google Analytics 4 and Google We will use Lighthouse and axe DevTools
Search Console, does the Court use or plan and may use additional tools.
to use any other analytics or reporting
tools?
30 Does the Court have a preferred or required The Court is open to different CMS solutions
CMS platform? but prefers to avoid WordPress.
Technical
31 Will the Court consider a fully custom-built The preference is for a recognized platform,
Requirements:
CMS, or is a recognized platform required? but not a requirement.
CMS
32 What are the primary shortcomings of the mojoPortal is open source but is no longer
Functionality
current CMS that this project should actively developed. A platform that supports
remedy? modern standards is the goal.
33 Will the Court consider Microsoft No, regarding SharePoint and Salesforce
SharePoint, Salesforce Experience Cloud, or Experience Cloud. Our preference is a CMS
other enterprise platforms as the CMS? platform, not another category platform
with a CMS extension
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34 Does the Court prefer cloud-hosted or on- The Court currently uses on-premise hosting
premise deployment, will it accept managed but is open to either solution. For cloud-
Technical
third-party hosting, and does vendor- hosted proposals, vendors should include
Requirements:
proposed hosting require a separate technical and pricing details. If a cloud
Hosting
procurement? solution is selected, the Court would not
store PII or transfer that information
through the platform. The Court must be
able to make modifications without vendor
intervention. The Court will accept a hosting
arrangement through a third-party platform,
with no preference for a specific hosting
environment or provider. If hosting is part of
the vendor's proposal, it will not require a
separate procurement process.
35 Where is the site currently hosted? The site is hosted on-premise, on VMs at the
LightEdge data center.
36 Are SOC 2, CJIS, FedRAMP, StateRAMP, or Those certifications are not currently
NIST compliance certifications required for required.
hosting?
37 Are there data residency, jurisdictional, or There are no current restrictions, since only
judicial-system hosting restrictions vendors public data is stored on the site.
should account for?
38 Does the Court manage its own SSL The Court manages its own domain name
certificates and DNS, or should the vendor and SSL certificate.
manage those?
39 Does the Court require a formal SLA with Yes, a formal SLA would be required for a
financial remedies for downtime, or is the hosted solution.
99.9% uptime a target metric?
40 Who is responsible for the uptime The uptime guarantee burden falls on the
guarantee if the solution is cloud hosted vendor if the solution is cloud hosted. Server
versus on-premise? uptime issues are only the burden of the
vendor if the solution is not hosted on-
premise.
41 Is a separate staging or UAT environment Yes
required in addition to production?
42 Should the staging environment mirror The staging environment does not need to
production capacity, or is a lower-spec have the same capacity as the production
environment acceptable? environment
43 Does the MFA requirement need to No. The MFA solution is not required to
integrate with an existing identity provider? connect to an identity provider.
Technical
44 What identity provider does the Court The Court currently uses independent CMS
Requirements:
currently use? accounts. The Court has an Active Directory
Security and
environment with an ADFS server, and is in
Access the process of moving to the Microsoft
Exchange environment, which may enable
other identity methods.
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45 Are there specific security compliance No
frameworks beyond standard best practices
that the website must adhere to?
46 Are regular third-party security audits or No
penetration testing required as part of
ongoing maintenance?
47 Is encryption at rest required for content HTTPS is sufficient
stored in the CMS database, or is HTTPS in
transit sufficient?
48 What is the expected frequency for security As soon as possible for security. For
updates and patching? patching, quarterly would be sufficient
49 Are the PageSpeed Insights and Core Web These metrics are required at launch.
Vitals requirements measured only at Beyond launch, the Court expects that any
Technical
launch, or are they ongoing contractual metric issues can be addressed through a
Requirements:
obligations? support ticket.
Performance
50 Does the PageSpeed requirement apply to All pages
all pages, key landing pages only, or a
representative sample?
51 From which location or monitoring tool will Kansas City metropolitan area. PageSpeed
TTFB be measured? Insights for TTFB
52 Is a chatbot feature required? No. The Court has a preference for no
chatbot capabilities.
Technical
53 Are additional permission levels required No, not required
Requirements:
beyond the minimum 3 (Admin, Editor,
CMS
Author), such as department-specific roles?
Functionality
54 How many tiers of approval are required in At least 1. But, multiple with granualarity is
the content publishing workflow? preferred.
55 Does the versioning retention and rollback Only pages is required.
requirement extend to media files and
documents, or only page content?
56 Is scheduled publishing (future publish or No, not required. However, it would be a
unpublish dates) required? nice feature to have available.
57 What is the expected format and scope of The preference is to export as a standard
the full export requirement? structured data format, i.e., JSON or XML
58 Does the Court expect ownership of custom Yes
code, themes, and templates in addition to
content, design assets, and database?
59 Should MFA extend to Editor and Author Required for Admin, but optional for other
roles in addition to Admin? roles
60 The RFP references both WCAG 2.1 and WCAG version 2.1 or later at Level AA is the
WCAG 2.2 in different sections. Which binding requirement.
Accessibility
standard is the binding requirement?
61 Is a third-party accessibility audit required as Third-party audit not required
a project deliverable, or is vendor self-
certification acceptable?
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62 Is VPAT or ACR documentation required as No
part of project deliverables?
63 Has the Court conducted any accessibility No
audits of the current site that should inform
the new build?
64 What third-party tools does the Court Lighthouse and axe DevTools.
currently use to monitor and manage
accessibility?
65 Are multilingual or translation requirements Translated content is not required. A
in scope? solution that works well with Google
Translate or a similar machine translation
tool is sufficient and considered a plus.
66 Does the Court have existing brand Yes. Court branding (including brand colors,
guidelines that the website must adhere to? fonts, logos, and guidelines) has been
Design
developed by a design firm. No website-
specific assets were provided as part of
those guidelines.
67 Will sub-sites or departments (such as The Court has overarching court branding.
Family Court or the Independence Family Court will have different seals and
courthouse) require distinct branding? logos, but the goal is to present as one court
across the site.
68 How many rounds of design revision are 1 to 5 rounds
anticipated for homepage and interior page
templates before approval?
69 Does the Court want to preserve its existing We are open to a restructured approach
information architecture, or is it open to a
restructured or task-based approach?
70 Are there other court websites that the https://www.stlcitycircuitcourt.com/
Court considers a good model for the https://www.wicourts.gov/
redesign? https://stlcountycourts.com/
71 Who are the primary audience segments the The general public
new website should serve?
72 How many case studies or references are A minimum of one case study is required. The
required, and is government or court Court wants to see the vendor's offering in
Qualifications
experience required? action. Government or court-specific experience
is not required, but examples from regulated
industries are appreciated.
73 Are there restrictions on who may bid? Is There is no restriction on who may submit
there a local vendor preference? proposals. The Court may consider benefits
such as proximity and operating hours, but
proximity is not a high priority compared to
other factors.
74 Are there citizenship restrictions, or can There are no citizenship restrictions for
portions of the work be executed by project personnel. The Court requires a US-
offshore teams? based office location. The development
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location is not required to be in the US.
However, the Court may consider the
proximity of development and support
hours when evaluating proposals.
75 What is expected for the 'Certifications or If you have a certification with technology
technical partnerships' submission partners, let us know.
requirement?
76 Are MBE, WBE, DBE, or other diversity No
certification preferences applied in
evaluation?
77 What are the Court's expectations for the The Court expects for SLAs to be met with
vendor's risk management process, and regard to issues, critical issues, and if used,
does it cover staffing, website maintenance, hosting. Pricing for maintenance and
or both? support should be reflected in proposal.
78 How many staff will require training, and Under 25 staff total. Train-the-Trainer
across what roles? sessions are required at a minimum for
Training
admin and content manager roles.
79 Does the Court prefer in-person or virtual Training may be provided in person or via
training delivery? web-based delivery.
80 Is role-specific training required (for Critical for authors and editors. Should be a
example, separate sessions for distinction between admin users and regular
administrators versus content editors)? users
81 How does the Court define a 'critical issue' A security event or full site outage is
for the 4-hour response SLA, and does that considered a critical issue. For critical issues,
Maintenance
SLA apply 24/7/365 or during business hours the SLA is 24/7/365. Non-critical issues may
and Support
only? be addressed during standard business
hours.
82 Should post-launch maintenance and Yes. Post-launch support offerings should be
support pricing be included in the proposal? included in the proposal. Vendors should
provide upfront and annual pricing for their
support offerings, whether break-fix or fully
managed.
83 What is the expected contract term for post- When hosting is provided by or through the
launch support? vendor, the Court anticipates annual
renewal due to Court budgeting cycles.
84 Is there a current vendor supporting the There is no current vendor contract. Internal
existing website, and are they eligible to IT supports the existing site. There is no
bid? incumbent to consider.
85 Is a mandatory warranty period required Yes
post-launch, separate from optional ongoing
maintenance?
86 How should proposals be submitted Digital PDFs are preferred. The file naming
(number of copies, format, and file naming), convention is flexible but should include the
Submission
and does the Court accept vendor portal RFP number and company name, and there
Requirements
uploads? is no specific file size limit. The Court does
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not accept vendor portal uploads such as
BidNet.
87 Will the Court issue a confirmation of Yes. The Court will send an email receipt
receipt for submitted proposals? upon receiving a proposal.
88 How should vendor questions be submitted Vendor questions should be sent by email to
during the Q&A period? selvaraj.thangaveloo@courts.mo.gov.
89 Will Q&A responses be shared with all Q&A will be shared with all vendors.
vendors, or only with the firm that
submitted each question?
90 What is the expected format and length for The Court is targeting remote sessions only.
the Candidate Discussions on July 10, 2026?
91 Should itemized pricing be submitted as a Itemized pricing can be included in the main
separate document or integrated into the proposal.
main proposal PDF?
92 Is the award a single-vendor or multi-vendor A single vendor will be selected.
selection?
93 Is there a preferred or required length for There is no specific expectation for proposal
the proposal? length. The proposal should adequately
address the requirements and convey the
value the vendor brings.
94 Are there font, margin, or page-count No
limitations for the proposal?
95 How will the cost proposal be scored within The most cost effective solution may receive
the evaluation matrix? the full 15 points available for cost.
However, cost is not the only deciding factor
in the overall evaluation.
96 Are wet-ink original signatures required, or Digital signatures are acceptable
are digital signatures acceptable?
97 Does the Court anticipate a fixed-price Pricing should fall into two buckets - the
contract, or is it open to a time-and- implementation and the ongoing costs for
materials or milestone-based payment maintenance and/or hosting, IT and PIO.
model for phases where scope may evolve?
98 Will the winning vendor's proposal be There will be negotiations and discussions
attached to the Court's contract, or will the before the contract is finalized.
selected vendor have an opportunity to
negotiate the scope of work?
99 Who serves on the evaluation committee, The evaluation committee will consist of
and what areas of expertise do the representatives from key stakeholder
evaluators represent? groups involved in the project. The
committee is expected to include individuals
with expertise in project management,
website/content management, information
technology, user experience (UX),
communications and marketing, accessibility
compliance, and business operations.
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100 What feedback can bidders expect on their We will disclose the factors that lead to our
proposal submissions after the award decision. However, we will not be providing
decision? each vendor with an individualized report.
101 Can a vendor submit an Open Records Yes. Furthermore, we will be as transparent
Request following the award decision? as possible with our decision making.
102 What is the current monthly traffic to the Over the last 12 months, the site averaged
website? approximately 162,259 page views per
Court Context
month with a peak of 180,276.
103 What are the current storage requirements Total storage is less than 4 GB combined
for the site? between database and files. Files take less
than 2 GB, and the database is less than 1
GB.
104 What is the current bandwidth usage? Current bandwidth usage is undetermined.
105 How many staff members administer or will Likely under 25 users total, with
administer content on the site? approximately one content manager per
department plus some IT admin staff.
Outside of IT, content managers will have
basic technical proficiency.
106 Who has final approval authority for design The Court Administrator holds final approval
and the go-live decision? authority.
107 Are AI-assisted tools and methodologies We do not want AI integrated into the site.
acceptable during project delivery (for However, we do not have any requirements
example, content mapping, accessibility regarding the use of AI-assisted tools during
testing, or QA)? project delivery.
108 Does the Court have a preferred project No
management methodology, such as Agile or
Waterfall?
109 Are key vendor personnel permitted to work The Court requires a US-based office
remotely? location. The development location is not
required to be in the US. However, the Court
may consider the proximity of development
and support hours when evaluating
proposals.
110 Will the Court provide technical contacts for We do not currently utilize 3rd party
vendor coordination with third-party integrations that require this.
systems where integrations or
authentication setup are required?
111 How many discovery or stakeholder sessions We are expecting minimum 2-3 stakeholder
are anticipated, who are the key internal sessions that will involve IT, Court
participants (for example IT, Court Administration, Public Relations, as well as
Administration, judicial officers, and public- department representatives. These sessions
facing staff), and will sessions be held on- can be completed in-person or remote.
site in Kansas City or remotely?
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