Request for
Proposal: Website Redesign
Requested January 14, 2013
Proposals Due: January 30th, 2013
Submit Proposals to:
Miriam Ticoll, Executive
Director, HSICT, c/o Gerstein Science Information Centre, University of
Toronto, 9 King’s College Circle, Toronto, ON M5S 1A5 miriam.ticoll@utoronto.ca
Table of Contents
I. About Us.................................................................................................................. 3
II. Request for Proposal (RFP) Overview................................................................. 4
III. Budget and Deliverables........................................................................................ 5
IV. Notes........................................................................................................................ 6
V. To the Extent Funds Allow.................................................................................... 6
VI. Proposed Project Timeline and Milestones........................................................ 7
The Health Science Information Consortium of
Toronto (the Consortium) is a collaborative non-profit organization whose
members are libraries in hospitals, research institutes and public health
departments in the Toronto area and beyond.
The Consortium facilitates access by health and allied health
professions to evidence-based health information in a range of healthcare settings.
Established almost two decades ago, the
Consortium now includes 37 member institutions within and beyond the GTA, and
is the largest health consortium of its kind in Canada. The University of Toronto Library is a
founding member and an ongoing sponsor.
What We
Do
The Consortium is engaged in a number of
activities, all designed to achieve consistency of access to quality
evidenced-based health information by health care providers in our member
institutions. We:
·
Negociate
group licenses and subscriptions to premium electronic health information
resources (databases, journals, ebooks, etc.) on behalf of our members to
reduce overheads and save licensing costs;
- Collaborate to
provide instruction to health and allied health professionals on
navigating new technologies and searching evidence-based health databases;
- Facilitate sharing
of information and resources across
37 libraries;
- Provide ongoing continuing education for health information professionals.
Our Members
The Consortium membership currently stands at
37 institutions, including the University of Toronto. Ten member libraries are
located in teaching hospitals fully affiliated to the University of Toronto’s
Faculty of Medicine and 14 of our member libraries are in community affiliated
hospitals; the remaining 12 members are a mix of community, research and public
health libraries in and around the GTA.
This Request for Proposal (RFP) is intended
to establish a relationship with a partner who can ensure that the Consortium website
meets the needs of both members and the Consortium administration. Current site is at: http://hsict.library.utoronto.ca/
A. Overall Goals
The selected vendor will collaborate with the
Consortium to:
·
Move
the existing site from Plone to the Drupal platform hosted by the University of
Toronto Libraries
·
Integrate
the existing Directory database into the site
·
Enhance
the members’ side of the site to improve functionality, accessibility and
usability and to integrate administrative tools to streamline admin functions
and reduce manual collection of information
·
Facilitate
the collection and updating of data from our members - institutional/contact
info, IP addresses, products subscribed to etc.
·
Add
capacity to organize meetings/invite and track attendees
·
Add
capacity for members to store, share and edit documents
·
Introduce
the capacity to generate invoices
B.
Site Functionality
The selected vendor will collaborate with the
Consortium to create a new Drupal-powered website for the Consortium with the
following features:
1)
Directory
of the 37 member libraries, including for each:
i.
Contact
information (address, phone, email, fax) for several service points within each
library
ii.
Key
staff and their contact information
iii.
List
of all e-resources to which each institution subscribes, which can be queried
and browsed by resource title, publisher or by institution.
iv.
List
of all print journals to which each institution subscribes, which can be
queried and browsed by resource title, publisher or by institution. This list
is maintained by batch data upload via a delimited text file
2)
Ability to manage information about Consortium
e-resource subscriptions.
Currently, the Consortium office manages
approximately 25 e-resource subscriptions for its 37 members, and must track
information about current subscriptions and their status for each member(price
of subscription, whether they are subscribing, cancelling or, considering, etc). Desired functionality would include ability
to generate summary reports by member, product, or subscription status.
3)
Ability
to generate print and electronic invoices based on subscription information
4)
Simplified
site maintenance which allows easy updating by non-technical staff and members.
C.
Site Technical Requirements
1) The
site must adhere
to the WCAG 2.0 level
AA standards (http://www.w3.org/TR/WCAG20/)
to meet AODA requirements (http://www.aoda.ca/)
2) The site must be developed in the latest version
of Drupal 7 using only contributed modules with no additional customized code
to the core or modules
3) Any contributed modules must be actively
maintained and widely used
4) The U of T Libraries run
their Drupal sites on:
Ubuntu server 12.04 LTS, 64 bit
MySQL server 5.5
PHP
5.3.10
Apache
2.2.22
The
site, as delivered, must be fully tested and compatible with the above platform
5) The site must be optimized for access by
mobile devices; a responsive web design is
preferred
6) The site must incorporate Google Analytics
Budget
The
Health Science Information Consortium of Toronto is a small non-profit with a
lean budget; this website development project will be funded from our special
projects fund. In responding to this RFP we invite vendors
to indicate their rates/charges for not-for profit organizations.
Project Deliverables
include but are not limited to:
·
Detailed
production schedule with listed milestones
·
Clearly
defined web redesign strategy
·
Method
of communication for tracking project deliverables, status, and reporting
bugs.
Information
Design and Site Architecture
·
Analyze
and recommend improvements as to how information is currently organized,
updated, and maintained.
·
Develop
a strategy for integrating key administrative functions
·
Develop
an strategy for improving functionality, usability and accessibility of site
for members
Graphic Design and
Branding
·
Ensure
a cohesive, extensible visual graphic design and identity system for the site
·
Create
and deliver wireframe to detail all elements to be included on key pages, and
site navigation.
·
Develop
and deliver a comprehensive, usable, and forward-looking visual design
Project Management
·
Provide
dedicated Project Manager to help lead requirements gathering activities and
track project milestones and deliverables and be accessible to the Consortium
working group
·
Provide
robust Q/A protocols that will assure quality control over all deliverables,
including code and print.
Proposal evaluation
Proposals
will be evaluated using the following criteria:
·
Experience
on similar, small scale sites. The selected vendor will demonstrate past
success in developing extensible design/identity systems and optimizing
information design across a site.
·
Strength
of work plan. The selected vendor will submit a concise, articulated work plan
that addresses the above scope and includes descriptions regarding account
management, project management, and creative processes.
·
The
selected vendor will possess outstanding credentials in the areas of visual
design, information architecture and technical considerations. The selected
vendor will also have a strong grounding in customer experience and delivering
user-centric design.
·
Reasonable
and realistic cost projections
·
The
selected vendor will submit a competitive Financial Proposal that is inline
with the stated budget and appropriate for non-profit organizations. The proposal should include itemized list
costs for site architecture, redesign, software customization and systems
testing, project management, etc.
·
Credentials
of staff to be assigned to the project. The selected vendor will submit staff
bios outlining the credentials and accomplishments of those staff who will
manage and participate in this project
·
Ability
to meet timing requirements to complete the project. The selected vendor will
submit a high-level estimate of time-to-completion, from concept to successful
delivery of all desired project deliverables.
·
Previous
experience with public sector non-profits and organizations affiliated with the
University of Toronto strongly desired.
·
The
Consortium will provide requirements, branding and style guide materials,
editorial guidelines, and platform input.
·
Establish
a secure staging site to house prototypes and conduct user testing.
We
are aiming for the launch of the new site in June 2013.
Key
milestones:
Selection of Programming
Partner (February 15 2013)
·
RFP
request posted January 13 12,2013
·
Proposals
due by 5PM (ET) on January 30th 2013
·
Proposal
review and selection: clarification with design partners
·
Review
by website subcommittee and selection of recommended vendor
·
Present
recommendation to Management Committee Approval (February 2012)
Discovery period (February
15-26 2012)
- Meetings to
discuss requirements and architecture
- Design partner
project management
- Design and branding materials
Technical Plan Review
/Start of Preliminary Development (March 2– March 15 2012)
- Final review of
Technical plan on March 4nd
- Commencement of programming March 6th
Alpha site (March 15-April
15)
Beta site (April 15 –
May 15)
Launch: June 1, 2013
Proposals
(due January 25th) can be submitted to:
Miriam
Ticoll, Executive Director, HSICT, c/o Gerstein Science Information Centre,
University of Toronto, 9 King’s College Circle, Toronto, ON M5S 1A5 miriam.ticoll@utoronto.ca
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