Tuesday, 23 April 2013

REQUEST FOR PROPOSALS for a Drupal Website Design Services

REQUEST FOR PROPOSALS - for a Drupal Website and Website Design Services

I. Project Summary

The Amherst Town Library is seeking a website developer 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 Amherst Town Library website as well as improve the capability to contribute rich content to the site on an ongoing basis.

II. About the Amherst Town Library

Since 1892 the Amherst Town Library has served the needs of the residents of Amherst, New Hampshire. Amherst is a quiet community located in southern New Hampshire's Souhegan Valley. With a population of approximately 12,000 residents and a land area of nearly 35 square miles, it is a growing suburban community with a long and rich colonial history. The community prides itself on preserving its many desirable historic and rural characteristics. The Amherst Town Library sits in the heart of Amherst village, an area well known for its history and beauty.

The Amherst Town Library is committed to providing quality, professional, and innovative service combined with a personal touch that contributes to the overall the quality of life for the community. The Amherst Town Library has been noted as one of the top five public libraries in NH. It serves approximately 6,000 cardholders and maintains a collection of over 70,000 items, including printed books, audiobooks, music, videos, DVDs, magazine and newspaper subscriptions. Our extensive selection of electronic resources includes general and specialized subscription databases, a directory of suggested websites, downloadable audiobooks and eBooks, and the library catalog.

The library regularly holds programs and special events for children, adults, teenagers, and families. A listing of programs is maintained on our online calendar of events, departmental blogs, and published in a biweekly email newsletter. The library is governed by a ten member Board of Library Trustees and employs twenty staff members.

III. Purpose

The Library’s current website (http://www.amherst.lib.nh.us) is maintained using outdated software that limits both staff contribution and website functionality.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 the main site (maintained with Macromedia MX), blogs (using Blogger), the library catalog (powered by Polaris), links to vendor databases and e-content, an event calendar, museum pass and meeting room reservation system (using Library Insight), photos (on Flickr), a Facebook page, and limited e-commerce (using Paypal).

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.

IV. Project Scope

The selected provider will be responsible for:

A. Working with Amherst Town Library representatives to identify what features and services are to be included in the new design.
B. The redesign of the Amherst Town Library home page and creation of templates to implement a consistent page layout across all web pages, including, at minimum

1. ADA compliant design
2. Adherence to current web design standards, such as those published by the World Wide Web Consortium.
3. Mobile compliant design

C. The inclusion of the following minimum features and functionalities:

1. Document management functionality that empowers Amherst Town 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. Library Insight 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.

V. Schedule

Proposals due: May 24, 2013.
Contract award: June 15, 2013.
Public site launch: September 20, 2013.

VI. Assumptions

A. Amherst Town Library staff will maintain all web page content on an ongoing basis. Content changes will not be the responsibility of the solution provider.
B. The maximum funding available for this project is approximately $5,000. Proposers are encouraged to include features and functionality not identified within this document which may further meet the objectives of the project.

VII. Proposal

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.

F. Each proposal will include 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. Four (4) copies of each proposal shall be provided.

I. Contract terms, if any, that proposer will require if its solution is selected.

VIII. Evaluation Criteria

Representatives from the Amherst Town Library will use the following evaluation points, and possibly others, 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

IX. Information

(603) 673-2288

All questions are to be directed to:
Sarah Leonardi, M.L.S.
Head of Circulation & Public Services
Amherst Town Library
14 Main Street
Amherst, NH 03031
Phone (603) 673-2288 Fax (603) 672-6063 sleonardi@amherst.lib.nh.us

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