Library System Website

"HSCS/DLS-00002\n\nRequest for Proposal\nLibrary System Website\n\nDelaware County\nDepartment of Library Services\n" "INTRODUCTION\n\nDelaware County Library Services seeks to contract with an experienced web developer to design a\nnew, fully accessible website that reflects user needs. The user experience of this site should be that\nof an online library branch.\n\nDelaware County Libraries administrative headquarters is a department of County government\ncharged with supporting public library service to 576,860 county residents. Delaware County\nLibraries is designated by the Pennsylvania Department of Education Office of Commonwealth\nLibraries as a District Library Center. Twenty-six public libraries (28 locations, Appendix A} in the\nCounty are members of Delaware County Libraries and are united to form the federated Delaware\nCounty Library System. Each library maintains its autonomy yet cooperates with the programs and\nservices offered by Delaware County Libraries through a

system agreement. A seven-member\nadvisory board of library trustees appointed by Delaware County Council sets policy for Delaware\nCounty Libraries. There is a staff of 17 full-time employees.\n\nThe current site (www.delcolibraries.org) includes integration with DCL\u2019s catalog system, access to\nresearch services and the system-wide digital collection, a calendar of events and the ability to\nembed live streaming YouTube videos, a library directory with interactive maps, and a variety of\ninformational pages. September 2022- August 2023 saw 371,000 users and 679,000 views of the\nhomepage. The most frequently accessed content pages include Our Libraries, Library Jobs, and\nExplore Digital Library.\n\nOBJECTIVE\nThe objective of this project is to enhance the website user experience through modern design that\nincorporates full accessibility and ease of navigation, within brand standards. Additionally,\n\nmaintenance by staff with minimal developer intervention needed is paramount.\n\nPROPOSAL TIMELINES\n\nJanuary 4, 2024\n\nJanuary 19, 2024\n\nAction\n\nRFP Released\n\nApplicant Questions Due:\nThrough PennBid (see below)\n\nResponses will be posted by close of\nbusiness January 23, 2024\n\nDue Date of responses \u2014 January 29, 2024\nJanuary 30, 2024-February 13, 2024\nMarch 6, 2024\n\nRFP Responses Due\nProposal Review Dates (anticipated)\n\nApplicant Selection Date (anticipated)\n\nSUBMISSION INSTRUCTIONS\n\nDelaware County will receive responses to this Request for Proposal via electronic submission using\nPennBid {https://pennbid.bonfirehub.com) until 9:30 AM on January 29, 2024, following which the\nresponses will be opened with results displayed publicly on PennBid. Documents are available at no cost\non PennBid. Submissions are being accepted through PennBid only. See\n\nhttps://www.delcopa.gov/purchasing/index.html for more information on PennBid.\n" "A. Applicants must respond to all components of this Request for Proposal.\nB. Proposals must be uploaded onto PennBid before the submission deadline.\nC. Proposal submissions must include two (2} uploads:\na. One (1) ORIGINAL- professional on formal letterhead; and\nb. One (1} COPY with ALL provider information redacted from, this copy must not contain\nany provider identifiers, those that do will not be considered.\nD. The submission must include the following separate documents:\na. Technical Proposal\nb. Cost Proposal\nc. Transmittal Letter signed by an official who has the legal authority to bind the company\nto the terms of the proposal,\n\nIt is the responsibility of the applicant to ensure that its response is received by the date and time\nspecified. All costs (including travel) incurred in the preparation of the response will be the responsibility\nof the applicant and will not be reimbursed by the County or any other entity.\n\nThe County reserves the right to disqualify any proposal received after the specified date/time and not\ncompleted in the indicated format and inclusive of required information.\n\nThe County reserves the right to conduct Best and Final negotiation in its sole discretion.\nADDITIONAL INFORMATION FROM APPLICANTS\n\nA. Inquiries'\nAny questions pertaining to this Request for Proposal must be submitted via the\n\u201cCjarifications\u201d feature within PennBid by the time and date specified in the Proposal\nTimeline. Telephone inquiries will not be entertained. Applicants shall refrain from contacting\nor soliciting any staff member or official of the County regarding this Request for Proposal\nuntil the time of award by County Council. Failure to comply may result in disqualification of\nthe firm.\n\nB. Contract\nThe successful applicant will be expected to enter into an agreement with Delaware County,\nsubject to the availability of local, state, and federal funds and County Council\u2019s approval.\nStandard Terms which are anticipated to be in such contract are attached hereto as Exhibit A.\nApplicants should indicate in their responses any requested changes to such standard terms.\n\nThe County may terminate any contract on five business days\u2019 written notice if County Council\ndetermines that entering into the contract resulted in a violation of Section 6-12.D. ofthe\nCounty\u2019s Administrative Code and imposes termination of said contract as a penalty for such\nviolation. County Council may also require repayment to the County of any profit made by a\nContractor under such contract as a penalty for such violation. Contractor agrees to send the\nCounty a written affidavit in reasonable detail calculating such profit within fifteen days of\nwritten notice ifthe imposition of such penalty together with repayment of such profit.\n\nC. Rejection of Proposals\nDelaware County Council reserves the right to reject any and all bids or parts thereof and to\ndetermine whether the quality and type of service to be furnished meets the requirements\n" "m\n\nfor which it is intended. They further reserve the right to insist or waive any technicalities\nrequired for the best interest of the County and to consider competency and responsibility of\nthe bidder before the award of the contract. Also, the County may negotiate separately with\ncompeting applicants in an effort to get a Best and Final Offer. If all proposals are\nunacceptable, the County reserves the right to reject the proposals and to issue a new\nRequest for Proposal, if indicated.\n\n. Amendments to Request for Proposal\n\nIf it becomes necessary to revise any part of this Request for Proposal, the County will issue\nan Amendment to all applicants who responded to the original Request for Proposal and post\non the County and Delaware County Libraries websites.\n\n. Other Provisions\n\nAll responses received to this Request for Proposal become the property ofthe County.\nResponses may identify proprietary or confidential information for purposes of meeting an\nexception to the Pennsylvania Right-To-Know Law; however, the County is not bound by the\nidentification of such information as proprietary or confidential and will provide copies of\nmaterials provided hereunder in response to a right-to-know request as required by\nPennsylvania law.\n\nThis Request for Proposal is not subject to the competitive bidding process, and any contract\nentered into as a result of any response submitted will not be based on the concept ofthe\n\u201clowest responsible bidder\u201d.\n\nINFORMATION REQUIRED FROM APPLICANTS\n\nFailure to adhere to requirements for each section ofthe proposal may result in disqualification.\n\nA.\n\nTechnical Proposal\n\nThe Technical Proposal should address all questions and requirements as outlined in this\nRequest for Proposal.\n\nCost Proposal\n\nThe Cost Proposal should include all costs required to implement the submitted proposal and\nmust be submitted in the required format.\n\nTransmittal Letter\n\nThe Transmittal Letter must be on the applicant\u2019s letterhead and signed by an individual with\nthe legal authority to bind the applicant. The letter must identify the primary program and\nfiscal contact for the applicant and state the applicant accepts the terms, conditions, criteria,\nand requirements set forth in the RFP.\n\n. Campaign Contribution Disclosure\n\nEach applicant shall provide a Political Contribution Disclosure Form (attached hereto, along\nwith instructions, as Appendix Il} together with its response, and, if selected, an updated form\nprior to consideration of approval of its contract by County Council.\n\nE. Contract Terms\n\nIndicate any reguested changes to the standard terms attached hereto as Exhibit A.\n" "TECHNICAL PROPOSAL\n\ne Successful applicant is expected to provide comprehensive hosting solutions for the proposed\nwebsite. This should include but is not limited to:\n\n\u00a9 Web Hosting: Please outline the type of hosting environment (shared, VPS, dedicated,\ncloud, etc.) that will be suitable for the website's anticipated traffic and functionality.\n\no Uptime Guarantee: Specify the expected uptime percentage and any guarantees for\nuninterrupted service.\n\no Security Measures: Detail the security measures that will be implemented to protect the\nwebsite from potential threats and vulnerabilities.\n\no Data Backup and Recovery: Describe the procedures for regular data backups and the\nprocess for data recovery in case of any incidents.\n\no Please include a breakdown of the hosting costs as part of your overall proposal. We\nencourage you to provide options that align with our website's requirements and\nbudget constraints.\n\n\u00aee Must be fully accessible and Americans with Disabilities Act compliant, including accessibility\noptions such as through userway.org. Must meet Web Content Accessibility Guidelines, Level AA\nStandards for accessibility.\n\nThe website must be easy for patrons to use and navigate with as few clicks as possible.\n\nThe website must be mobile responsive.\n\nThe website should be based on a non-proprietary CMS product.\n\nMust be easy to edit, maintain, and update all aspects of the site with minimal vendor\n\nassistance, from any internet-connected device.\n\nTraining for staff in set-up and maintenance of the website.\nMajor features to be included on the website:\n\no Provide a directory of Delaware County Libraries with hours, locations in the form of\ninteractive maps, and links to library web and social media pages.\n\no Create a connection to the Delaware County Libraries catalog of physical items, with a\nsearch box on the homepage. Delaware County Libraries currently uses Sierra from\nInnovative Interfaces Inc. for its Integrated Library System.\n\no Create a portal to the Delaware County Libraries digital collections. This includes the\norganization of eBook and downloadable audiobook content from Libby/Overdrive,\nCapstone.\n\no Organize links to online e-Resources into an easy-to-use system with understandable\nterminology.\n\n\u00a9 Incorporation of our LibCal by Springshare calendar of events for all Delaware County\nLibraries locations.\n\no Provide ability to feature services and programs.\n"