Regional Websites Services

The Vendor is required to provide a company to design, develop, and deploy three public-facing regional websites - each serving a specific program - with a secure backend.
- The system should also support inquiry management, dissemination of public information, search engine exclusion to prevent indexing by crawlers, and emergency communication management across three department grant-supported focus areas.
- Project Objectives
•    Develop and deploy three branded, accessible, mobile-responsive public websites, each serving program-specific audiences.
•    Enable secure login and role-based access for vetted users, ensuring protected access to confidential and grant-related materials.
•    Provide user-friendly tools that support communication, inquiry management, and training logistics.
•    Ensure interoperability with key enterprise and emergency management systems, including Microsoft 365, Esri ArcGIS Online, and future third-party integrations via documented APIs.
•    Implement robust security, compliance, and service-level standards to protect sensitive information and ensure reliable performance.
•    Deliver comprehensive support, training, and documentation for system deployment, maintenance, and future scalability.
- This platform will enable administrators, volunteers, and stakeholders to collaborate effectively from any location, while ensuring secure, compliant, and reliable service delivery.
- The solution must provide a secure, cloud-based, software-as-a-service (SaaS) platform with the following core capabilities:
•    Content creation, management, and publishing, including intuitive, mobile responsive web content management supporting multiple program sites.
•    Role-based security, including granular access controls, authenticated sessions, and audit logging to protect sensitive content.
•    Collaboration and inquiry handling, including tools to support stakeholder communication (e.g., bulk emails, contact groups, surveys/forms with conditional logic) and inquiry management across program audiences.
•    Integration and interoperability, including compatibility with enterprise systems, such as Microsoft 365 and Esri ArcGIS Online, with documented APIs for future integrations.
•    Scalability and performance, including infrastructure designed for unlimited users, high availability, and disaster recovery.
- Platform-Wide Capabilities
•    Secure sign-in and role-based access with multifactor authentication (MFA), dashboards, notifications, and audit logging.
•    Document and inquiry management with centralized routing, upload/download tracking, and expiration-based file access.
•    System setup and migration, including device pre-installation (as needed); default profiles; and transfer of existing files, contacts, and materials.
•    Custom programming support to accommodate program-specific workflows (e.g., training tracking, department reporting, secure file submission portals, optional e-signature integration).
- Secure Content Protection
•    Authenticated Session Access: Secure files and pages must require login; direct
•    URLs must not bypass controls.
•    Search Engine Exclusion: Restricted content must be excluded from indexing by crawlers using server-side controls (robots.txt alone is insufficient).
•    Granular Role-Based Permissions: Access control at page, folder, and document levels; example roles include Public, Volunteer, Participant, Admin, Power User, and Reviewer.
•    Native File Security: Files must be secured within the platform removing the current necessity to add security to individual files.
•    Audit Logging: All secure file access logged (date, user, action). Logs must be exportable for compliance reviews.
- Support and Maintenance
•    Help desk availability with 24/7 coverage for critical issues and defined escalation procedures.
•    Regular security patching and feature updates to maintain compliance, functionality, and usability.
•    Routine system maintenance including bug fixes, configuration adjustments, and enhancements as needed.
•    Administrator and user support through knowledge base resources, documentation, and training refreshers as appropriate.
- The platform should support integration with web analytics tools (e.g., analytics, native dashboards) to monitor usage and engagement.
- Backend systems that provide secure login and user management, document repository access and tracking, and communication and inquiry management tools.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: November 07, 2025