Public Website and Employee Intranet Replacement

The City of Auburn is seeking a single vendor to design, implement, migrate, host, maintain, and support a replacement public website and employee intranet with accessible CMS functionality, Microsoft Entra single sign-on, training, security, and ongoing services.

Auburn

General

Status:Open

Due Date:Oct 23, 2026 12:00 PM

Posted Date:Oct 08, 2026 12:00 PM

Estimated Value:$60,000.00

Contract Period:1 year base + 4 × 1 year options

Type:Request for Proposal (RFP)

Level:Local

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Original Solicitation Links

Website and CMS Replacement Project

Contact

Name:Jonathan Glover

Email:webadmin@auburnwa.gov

Submission Instructions

Method:Online

Portal:https://www.dropbox.com/request/pt1tvmrdniq29sbkpvaf

Method:Email

Email:webmaster@auburnwa.gov

Description

The City of Auburn is soliciting proposals from a single vendor to replace its public website and private employee intranet on a shared CMS platform. The selected vendor will provide modern responsive design, configuration, implementation, content and document migration, accessibility, testing, training, launch support, hosting, security, backups, monitoring, disaster recovery, maintenance, and ongoing technical support. The solution must support WCAG 2.1 Level AA, accessible forms and embedded services, search, workflows, version history, analytics, sitewide alerts, role-based permissions, Microsoft Entra ID P2 single sign-on for approximately 450 intranet users, and separate restricted intranet navigation, content, and assets. Approximately 40 employees across city departments will edit content, with about five site administrators managing final approval and publishing. The migration scope includes active content pulled from the live site, approximately 670 webpages, 1,129 PDFs, 694 images, and 120 redirects; archived and hidden content will not be migrated. Existing external links, embeds, forms, scripts, Laserfiche links, and third-party services must continue to function, while CMS-hosted events must display full event details. Vendors should separately price optional PDF accessibility remediation. Proposals must address the requirements, implementation and migration approach, accessibility, project team, comparable experience, three references, security assurance, hosting and support, five-year pricing, assumptions, exceptions, and transition costs. Work is expected to be performed remotely during Pacific Time operating hours, with onsite work optional. Shortlisted firms must provide a remote demonstration environment from November 2 through November 6, 2026. Pricing begins at contract execution, with implementation-period hosting and licensing included in Year 1. The project must be fully complete by September 30, 2027, because the incumbent platform will no longer be supported; the target launch is July 2027. The City has not finalized its budget but stated that the estimated annual budget will be at least $60,000, with prior annual spending of approximately $12,000 and initial setup costing approximately $60,000.