Merrimack Public Library
470 Daniel Webster Highway • Merrimack, NH 03054 • www.merrimacklibrary.org • (603) 424-5021
REQUEST FOR PROPOSALS
for a Drupal Website and Website Design Services
I. Project Summary
The Merrimack Public Library is seeking a website developer, headquartered in the continental United States, to create a content management system using Drupal that will expand library web services to meet the needs of the public and improve our information and service delivery processes. The solution will add innovative functionality to the Merrimack Public Library website as well as improve the capability to contribute rich content to the site on an ongoing basis.
II. About the Merrimack Public Library
Mission Statement -- As the town's learning center, the Merrimack Public Library provides dynamic and responsive service to its information consumers through both physical and virtual environments to build a strong, literate community and to improve the quality of life in Merrimack.
The Merrimack Public Library serves a community of 25,000 people with more than 12,000 cardholders, and maintains a collection of over 80,000 items including printed books, audiobooks, music, DVDs, magazine and newspaper subscriptions, and devices such as ereaders and a telescope. Our extensive selection of electronic resources includes general and specialized subscription databases, a directory of suggested websites, downloadable audiobooks, eBooks, and music, and the library catalog.
The town voted to establish a public library in 1892, and moved into its current building in 1925, newly built for the library. During the next fifty years, the library and community continued to grow. Spurred on by the rapid growth of the town during the late 1960's and 1970's, the Board of Trustees presented plans for an addition to the library, which was approved by voters at the 1977 Town Meeting. In 1995, Merrimack Public Library was the first in the state to offer internet access to our patrons. In 1997, we established our first website, www.merrimack.lib.nh.us, which was switched to our current website in 2013. Also beginning in 1997, the library participated in the GMILCS Common Borrower Card program, where member libraries honor the library cards from other member libraries.
The library regularly holds programs and events for children, adults, teens, and families. A listing of programs is maintained on our online calendar of events. The library is governed by a five-member Board of Library Trustees and employs twenty four part-time and full-time staff members.
The Library’s current website (http:// www.merrimacklibrary.org) is maintained using outdated software that limits both staff contribution and website functionality. The site lacks visual appeal and does not convey the level of professionalism we desire. Presently, the site is cluttered and visitors do not always find what they are looking for. Our current web presence includes our website, which is maintained with HTML-Kit Tools, our Polaris library catalog, links to vendor databases and e-content, as well as an event calendar, museum pass and meeting room reservation system that uses Event Keeper, and links to our social websites including Facebook, Pinterest and Twitter.
With a new website, the library seeks to enhance the site’s visual appeal; improve capability for content creators to contribute to the site; streamline navigation and structure for easier content discovery; and enhance functionality to integrate with both established and emerging web services and social media sites; with the goal of fulfilling the missions of the library and our commitment to our community.
IV. Project Scope
The selected provider will be responsible for:
A. Working with Merrimack Public Library representatives to identify what features and services are to be included in the new design. The expectation is that the successful respondent will hold meetings with staff on library premises.
B. The redesign of the Merrimack Public Library home page and creation of templates to implement a consistent page layout across all web pages, including, at a minimum
1. ADA compliant design
2. Adherence to current web design standards, such as those published by the World Wide Web Consortium.
3. Responsive web design
C. The inclusion of the following minimum features and functionalities:
1. Document management functionality that empowers Merrimack Public Library staff to publish documents directly to the website in as few steps as possible - preferably with enforceable file naming conventions
2. Automatic link checking
3. Site search, including advanced search capabilities at the option of the surfer
4. Dynamic site index
5. Staff directories
6. The ability to post current topics on the home page
7. Website analytics for organizational analysis and retention
8. Forms development tool(s) to enhance staff ability to obtain input from the public
9. Time-based publishing and expiration of content
10. Blogging capability
11. Print and email functionality for all pages
12. An intuitive, web browser accessible WYSIWYG interface for content management users who do not have HTML skills
13. A web browser accessible HTML interface for users who choose to edit the HTML code directly
14. Web browser accessible administrative controls that enable administrative staff to allow and disallow content management functions based upon user or group identification
D. The inclusion of the following optional features and functionalities:
1. Brand Identity/Logo Design
2. Event Keeper (online meeting space reservation) and Tixkeeper (online museum pass reservation) features
3. Page archival and versioning that will allow CMS users to retrieve older versions of web pages for publishing back to the website
E. The training of three staff members for administrative management of the system
F. A minimum of one year of maintenance and technical support. One year shall commence upon completion of the project and acceptance of the new site by the Merrimack Public Library.
To be considered, one original and one copy of the proposal must be received by 10:00 a.m. EST, December 17, 2014. The Merrimack Public Library reserves the right to reject any or all proposals submitted. Submission of a proposal indicates acceptance of the conditions in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Merrimack Public Library and the selected solution provider.
Proposals due: December 17, 2014 10:00 a.m. EST
Contract award: January 21, 2015
Public site launch: June 16, 2015. Any delay in meeting this
deadline must receive prior approval from the Merrimack Public Library.
A. Merrimack Public Library staff will maintain all web page content on an ongoing basis. Content changes will not be the responsibility of the solution provider.
B. Proposers are encouraged to include features and functionality not identified within this document which may further meet the objectives of the project.
C. The cost of the proposal should not exceed $10,000, excluding any optional extended service agreements.
A. Each proposal will include a detailed description of the proposed solution and a basic project plan that will serve as a progress guide throughout implementation.
B. Each proposal must include access to an online demonstration or live version of the content management system including the user and administrative interfaces.
C. Each proposal must clearly identify the per unit and total costs of each element included in the proposed solution.
D. Each proposal must clearly identify system requirements, both server and client, to make the solution fully operational.
E. The first year of maintenance and support to include technical support and maintenance services shall be identified and included in the proposed price. Annual supports costs beyond the initial first year shall be identified separate from the project proposal.
F. Each proposal will include at least 3 references, preferably from recent installations with public organizations. Reference information must include a link to the live website, contact phone number and mailing address, and identification of the length of the relationship with each reference, at a minimum.
G. Each proposal shall identify and include the professional credentials of the project manager and other team members assigned to this project.
H. Respondents to this RFP do so at their own expense. The Town will not consider costs related to this RFP as reimbursable or as eligible costs under any contract resulting from this RFP.
I. Contract terms, if any, that proposer will require if its solution is selected.
VIII. Evaluation Criteria
Representatives from the Merrimack Public Library will use the following evaluation points, and possibly others, in the selection process. The Library may wish to conduct oral interviews with the firms considered most qualified in order to help in the selection process.
A. Experience of provider and assigned personnel with similar projects.
B. Total cost, one-time and recurring.
C. Potential to impact internal operations.
D. Potential to impact public use of web services.
E. Ability to meet minimum functionality expectations.
F. Scalability to accommodate future growth.
G. Availability of support and maintenance services.
H. Favorable references from prior clients.
IX. Professional and General Liability Insurance and Indemnification
The successful respondent shall maintain such professional liability and general liability
insurance at a minimum of $1,000,000 per occurrence and $2,000,000 in the aggregate,
To the fullest extent permitted by law, the successful respondent shall protect, indemnify, save, defend and hold harmless the Merrimack Public Library and the Town of Merrimack, NH, including its officials, agents, volunteers and employees (“Indemnified Parties”), from and against any and all liabilities, obligations, claims, damages, penalties, causes of action, costs, interest and expenses, arising indirectly or directly under, out of, in connection with, or as a result of the activities of Contractor or its agents, employees, contractors or subcontractors.
The Contractor’s obligations to defend, indemnify and hold harmless the Indemnified Parties hereunder shall survive the term of this Contract.
The Town of Merrimack, NH shall not be required to defend or indemnify the Contractor, any subcontractor or any professional service provider.
X. Submittal Information
Proposals must be marked “Website Proposal” and received no later than December 17, 2014 at 10:00am EST. All submittals shall be addressed to:
Yvette Couser, Library Director, Merrimack Public Library
470 Daniel Webster Highway
Merrimack, NH 03054
Any inquiries should be directed to Yvette Couser, in writing, to firstname.lastname@example.org