Below are answers to each question submitted to First 5 Orange County on the Website Redesign Request for Proposal (RFP).
Are firms based outside the United States eligible to apply for this project?
International or non‑U.S.‑based contractors are not eligible for this project. At this time, First 5 OC intends to work exclusively with U.S.-based partners for hosting, coordination, and ongoing support.
For an individual consultant without employees, which insurance requirements would apply, and can specific insurance requirements be waived or adjusted during contract negotiations?
Insurance requirements may be adjusted based on the nature and risk of the firm and services during contract negotiations.
Do the three required references need to be public-sector/community organizations specifically, or are comparable commercial web design/development projects acceptable?
There is no sector requirement, comparable projects as references are acceptable.
Is there a preferred or existing CMS/platform that applicants should account for in their proposal, or should applicants recommend one?
Applicants can recommend one.
What functionality is absolutely necessary for the website to have?
The core functionality will be defined with our selected partner during discovery, but we anticipate the new website needing to support essential capabilities such as clear navigation, accessible content, effective search, and reliable tools for forms and analytics. Additional features will be prioritized collaboratively as we refine the scope.
What CMS is the current site built on? Is a CMS migration expected (e.g., moving off a legacy platform to WordPress), or is a CMS switch within your discretion as the proposer?
Current CMS is WordPress. We will consider any recommendations for different platforms by the partner we enter an agreement with.
Is the April 1, 2027 launch date fixed, or is there flexibility if scope or feedback cycles require it?
There is slight flexibility but no later than the first week of April is ideal.
Is the $40,000 budget inclusive of applicable taxes, and does it need to cover all named tool subscriptions (Figma, SEMrush, Scribe, etc.), or can some of those be provided/licensed directly by First 5 OC?
$40K budget should be inclusive of all costs, including tools and taxes.
Are you migrating/keeping all content or is there an area that will be discontinued?
Not all content will be migrated to the new website.
Does the current site have a Spanish-language version or other multilingual content that needs to carry over?
We do not have different languages of our website built into the CMS.
Who currently hosts the site, and will First 5 OC retain that hosting relationship, or is hosting selection part of this scope?
We are currently hosted on Network Solutions, we are open to recommendations from our selected partner.
Is there an expected volume or cadence of content updates post-launch (e.g., weekly blog posts, frequent report uploads) that should inform how the CMS/admin experience is built?
Yes. The experience should take into account blog posts, reports, maps, and event calendars at minimum.
Are there existing accessibility audit results or a specific compliance standard (WCAG 2.1 AA, etc.) First 5 OC expects the site to meet?
Yes, the site should meet all current accessibility requirements.
Who are the target and primary users of the website? Employees, funders, community etc.
Our users are parents, community partners, and resource partners.
Should production hosting be placed in a First 5 OC-owned account, or may applicants include vendor-managed hosting?
Our preference is to host the production environment in a First 5 OC–owned account to ensure long‑term control, security, and consistency. However, we are open to vendor‑managed hosting if it meets our security, reliability, and accessibility requirements. Please outline your proposed hosting approach so we can evaluate it.
What portion of the current website’s content should applicants assume will carry forward to the new site?
At this stage, we have not finalized which existing content will be carried over. This will be determined once we are able to develop a detailed scope in collaboration with our selected partner. Applicants may assume that content decisions will be made jointly during discovery.
Which party will enter and migrate approved content into the new content management
system? Will the selected contractor be expected to provide strategy, copywriting, or editing of existing content.
Content migration and entry responsibilities will be clarified once we build out the project scope with the chosen vendor. We anticipate working with our partner to identify the most efficient and appropriate approach.
Which existing systems require direct integration with the new site rather than standard outbound links?
The specific systems that may require direct integration will be evaluated during the scoping process with the selected partner. At present, these details are still under discussion and have not been finalized.
What evaluation rubric will First 5 OC use to review submissions?
We will evaluate proposals based on overall understanding of our needs, approach to collaboration and discovery, relevant experience, technical capabilities, project management, and general fit. Our goal is to identify a partner who can work with us to further define the scope and build a sustainable, user-centered site.
For price evaluation, will the required proposal amount and post-launch hourly rate be considered separately or together?
The post‑launch hourly rate will be considered separately, as part of understanding ongoing support needs once we develop the final scope with our selected partner.
Since the RFP references California non-resident withholding, would a contractor with an established U.S. office but no permanent California office satisfy the contracting requirements?
Yes.
Are onsite meetings/personnel in Orange County required, or can the project be delivered primarily remotely?
Onsite meetings are not strictly required, and the project can be delivered primarily remotely. However, we do value periodic in‑person sessions in Orange County to help strengthen collaboration, support key planning and discovery activities, and enhance our working relationship with the selected partner. We anticipate a hybrid approach that balances efficiency with meaningful face‑to‑face engagement.
What CMS currently powers the website, and which key systems need to remain integrated (forms, CRM, analytics, email marketing, document management, calendars, search, public-meeting systems, etc.)?
Our current website is built on WordPress, and we are still assessing which existing systems will need direct integration in the new environment. At this stage, we anticipate maintaining connections to core tools such as analytics, forms, and email marketing, but the full list of required integrations will be defined during discovery with our selected partner.
What level of ongoing maintenance and enhancement support do you anticipate after launch?
We anticipate needing an ongoing partner who can support routine maintenance, provide timely assistance when issues arise, and help us continuously refine and enhance the site as our needs evolve. After launch, we expect a dependable point of contact for urgent support as well as a thought partner who can collaborate with us on improving existing features and developing new user experiences over time.
Could you confirm whether an individual consultant may provide proof of the required liability coverage upon award rather than with the initial proposal?
Contractor will be required to provide proof of the required liability coverage upon award and contract negotiations.
What level of stakeholder and user research is expected? Should the project include stakeholder interviews, community/user research, usability testing, or other formal discovery activities?
We anticipate conducting stakeholder and user research as part of the project, but the specific methods—such as interviews or usability testing—will be determined collaboratively during discovery with our selected partner.
Does First 5 OC have an anticipated number of unique page templates, layouts, or reusable components that should be included in the redesign?
The number of templates, layouts, and reusable components will be defined during the discovery process, once we better understand our content structure and future needs.
Should the project utilize First 5 OC’s existing visual identity and brand standards, or is any broader branding work expected as part of the engagement?
We have new brand standards that should be implemented into the overall direction and design of the new website.
The RFP references integration with “existing systems.” Could First 5 OC provide a list of the third-party systems, platforms, APIs, forms, CRMs, email marketing systems, or other services with which the new website will need to integrate?
A full list of systems requiring integration will be refined during discovery, as we assess current tools and future requirements with our selected partner.
What types and approximate number of forms will the new website require? Do any forms require integrations or workflows beyond standard form submissions?
The types and number of forms will be identified once we map user needs and workflows, though we anticipate a mix of standard submissions and potentially a few more complex interactions.
Is site-wide search required? If so, should search include documents and reports in addition to standard website content?
Site-wide search is expected, and we will determine the scope—including documents and reports—once requirements are defined during discovery.
Does the website need to support languages other than English?
The website will need to have a certain amount of live text that can be translated with a plug in or extension.
What accessibility standard should the completed website meet, such as WCAG 2.2 AA? Is a formal or third-party accessibility audit expected before launch?
We plan for the website to meet modern accessibility standards, such as WCAG 2.2 AA, with the details of any formal audit to be confirmed.
Beyond the Brown Act and statutory posting requirements identified in the RFP, are there specific California, Orange County, records-retention, archival, privacy, or other public-sector requirements that the website must satisfy?
Any additional compliance or public-sector requirements will be clarified as we work with our partner to map legal, archival, and privacy needs.
Are there specific hosting, security, data residency, backup, disaster recovery, vulnerability scanning, or other cybersecurity requirements that applicants should account for?
Hosting, security, and related technical requirements will be defined during the scoping process, ensuring the final solution aligns with best practices and organizational needs.
Roughly how many stakeholders will be involved in review/approval, and what’s the expected meeting cadence during the project?
We anticipate a small core group of stakeholders involved in review and approval, with additional input gathered as needed. Meeting cadence will be established with our selected partner, but we expect a mix of regular check-ins and key milestone sessions to keep collaboration steady and aligned.
Is the selected contractor expected to perform SEO migration work, including URL preservation, 301 redirects, metadata migration, XML sitemaps, and post-launch indexing considerations?
We anticipate including basic SEO migration activities.
Are there existing analytics, tag management, advertising, or conversion-tracking platforms that must be migrated or implemented?
Yes, there could be migration needs for existing tools.
Is there an expected warranty or stabilization period following the April 1, 2027 launch that should be included in the initial project scope?
Yes, there should be.
Does the $40,000 maximum budget include hosting, third-party software and licensing, travel, and other pass-through expenses, or does the maximum apply specifically to professional services for design, development, migration, training, and launch?
The budget applies to professional services, and other expenses can be discussed during scoping to determine whether they should be included or treated separately.
If requirements or integrations not identified in the RFP are discovered during the project, will First 5 OC permit scope adjustments or change orders, or should applicants assume all work must remain within the $40,000 maximum?
Applicants should assume all work must remain within the budget.
May applicants clearly identify assumptions and exclusions within their proposed pricing and provide optional or additional services separately from the base scope?
Post‑launch support hours are still to be determined, so applicants may simply provide the requested hourly rate at this stage.
Are EDI + Kid Builders included in the scope? Do they need to be rebuilt or migrated?
The future of both the EDI and Kid Builders experiences will be evaluated during discovery, where we’ll determine what elements should be redesigned, rebuilt, or integrated as separate applications. Final decisions will be made collaboratively once we review their current functionality, technology, and long‑term needs.
Several pages of the RFP contain the header “RFQ for Photography + Videography Services (2026),” while the solicitation is identified as “RFP-2026-Website_Redesign.” Could you please confirm that these references are template/header errors and that the requirements applicable to this solicitation are solely for the Website Redesign project?
The references to photography/videography appear to be template header errors, and the requirements for this solicitation apply solely to the Website Redesign project.
Does the accessibility requirement include remediation of existing PDF/document files, or is it limited to the new website interface and content?
The required accessibility standard and any formal audit needs will be finalized during scoping, focused on ensuring a modern, compliant experience for our users.
Will First 5 OC provide translated content, or is translation expected to be included in the vendor’s scope?
First 5 OC will provide translated content for specific collateral as needed.
Will the selected vendor be required to coordinate directly with Orange County IT, legal, accessibility, procurement, or other County departments?
We expect coordination to be primarily with First 5 OC, and will identify any necessary touchpoints with County departments; a dedicated project contact will be provided, and onsite meetings may occur as beneficial.
What level and duration of post-launch support is expected as part of the initial project?
We anticipate a stabilization period and ongoing support after launch, with the post‑launch hourly rate applying to both maintenance and future enhancements.
Are there any additional registration, tax documentation, banking, payment, or other requirements applicable to a foreign contractor with no permanent place of business in California?
International or non‑U.S.‑based contractors are not eligible for this project. At this time, First 5 OC intends to work exclusively with U.S.-based partners for hosting, coordination, and ongoing support.
Apart from the April 1, 2027 launch deadline, are there any mandatory interim milestones or target dates for discovery, design approval, development, content migration, UAT, and accessibility testing?
Key milestones and approval timelines will be established with the selected partner, and stakeholder participation will be aligned to keep the project on track toward the April 1, 2027 target date.
What level of stakeholder participation should the vendor expect, and what is the typical turnaround time for First 5 OC to review and approve project deliverables?
The vendor should expect participation from a small group of core stakeholders throughout the project, with additional input gathered at key milestones. Our typical turnaround time for reviewing and approving deliverables is reasonable and collaborative, and we’ll work with the selected partner to set a cadence that keeps the project moving smoothly.
Section III lists the Proposal (1 page maximum) as item 2 and Budget as item 4. May the detailed budget be submitted as a separate attachment, or should all pricing fit within the one-page proposal?
The one‑page proposal may remain focused on the narrative overview, and the detailed budget can be submitted as a separate attachment. This will allow applicants to clearly outline pricing without being constrained by the one‑page limit.
For a firm performing all services remotely with no project-related driving, may the automobile liability requirement be waived or adjusted through the Attachment 1 Disclosures field, with required general liability certificates furnished before contract execution? We understand that the RFP makes workers’ compensation and employers’ liability applicable only to firms with employees.
Insurance requirements may be adjusted based on the nature and risk of the firm and services during contract negotiations.
Will First 5 Orange County accept FTB Form 587 (Nonresident Withholding Allocation Worksheet) certifying that all services are performed outside California, in lieu of the 7% withholding described in Section IV?
If the facts are that the nonresident vendor performs all of the contracted services outside California, First 5 Orange County can generally accept a properly completed and signed FTB Form 587 in lieu of withholding the 7%.
Could First 5 OC share the standard terms and conditions referenced in Section IV before the submission deadline?
View our boilerplate for Professional Services here.
Attachment 1 asks for an hourly rate. Our studio provides post-launch support as scheduled, dedicated work days at a flat daily rate: staff collect the updates they need (new pages, report buildouts, fixes), and we complete the batch in a booked day. Would the Commission accept a daily rate in the budget, either alongside or in place of an hourly rate?
Attachment 1 requires an hourly rate, so we do need that included in your proposal. If you also offer a daily rate model for post‑launch support, you’re welcome to include it as an additional option alongside the required hourly rate.
Regarding the insurance requirements outlined in the RFP, can these requirements be modified or waived for a foreign contractor, or can equivalent international insurance coverage be accepted?
International or non‑U.S.‑based contractors are not eligible for this project. At this time, First 5 OC intends to work exclusively with U.S.-based partners for hosting, coordination, and ongoing support.