Hinsdale Public Library 2016 Website Redesign Request for Proposal

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1 Hinsdale Public Library 2016 Website Redesign Request for Proposal Hinsdale Public Library is seeking proposals from vendors to plan, execute and deliver the redesign of its website (hinsdalelibrary.info). Hinsdale Public Library requires a vendor who has demonstrated experience in managing website projects and expertise with best practices regarding successful website architecture, design, development, and deployment. Consistently ranked as one of the country s most desirable places to live, suburban Chicago s Hinsdale, IL, is home to award-winning schools, a thriving historic downtown, and an engaged and philanthropic community. The Village is a community of choice, with real estate values and spending indexes well above the national average. With a population of 16,816, Hinsdale is located approximately 20 miles west of downtown Chicago and encompasses 4.86 square miles. Residents are early adopters of technology and expect their public library to offer a digital experience that matches what they encounter on other commercial sites. The Library will organize a small Core Project Team of Library staff that will attend all project meetings and review all deliverables. The Core Project Team will be led by the Library s IT Manager. Additionally, there will be an internal group of stakeholders who will be kept informed and involved in deliverable reviews. The selected Proposer shall present key deliverables to both the Core Project Team and stakeholders as necessary. Budget $25, $35,000 Deadline All proposals must be received by Hinsdale Public Library on/or before 5:00 pm on Monday, May 23, Proposals may be mailed, ed or delivered in person.

2 Project Background The Library s current website does not have a clearly defined vision or page flow. In trying to adhere to the Library s standard of no more than three levels of navigation, staff have created long navigation menus which a user has to scroll down to see. Currently, there are many outgoing links on the website, and the user typically exits the site after clicking on them. Designated staff in each department have the ability to add and edit page content. Normal traffic for the Library s website is roughly 12,000 visitors per month. RFP Process Timeline: May 2, Release and distribution of RFP May 23, 2016, 5:00 pm CST - deadline for submitting proposals May 26, Finalists notified June 6, 2016 to June 10, Finalist interviews June 14, Vendor selected June 28, Vendor signed Servers/Hosting Currently hosted on a shared Linux server at Bluehost. Primary Audience The target audience includes Hinsdale residents of all ages including regular users of library services and those that are new to the Library. Assume that a significant portion of users are accessing the website from a mobile device. Secondary Audience Library Staff and Board use the Library s website to access information on behalf of patrons, to find information about library services and events, and to find information about library governance (meeting minutes, budget, etc.)

3 Project Requirements Align with our brand strategy with a clean, elegant, user-centric design. Content Management System (preferably WordPress) Create a UX that is flexible to patron s device context, be it desktop/laptop, tablet, or other mobile device Give prominence to My Account, online resources, downloadable books, and upcoming events Incorporate dynamic data feeds to display upcoming events and news, as well as item information from our catalog, giving staff the ability to easily post library news or promote library services Intuitive navigation with a site structure that does not require multiple clicks to reach desired page Detailed menus with hover-over options (no Flash plug-in necessary) Display equally well in all popular browsers Provide training for key staff in updating and maintenance of website Consulting support for optimal hosting options and statistics gathering Work with Library staff to develop content organization requirements Develop a guide for website editors and administrators in order to maintain a high-quality user experience (including updating, editing, removing, and archiving content) Social Media integration at the page level (Facebook, Twitter, YouTube, Pinterest) to further engage users Instant access to Library contact information and Library staff o Live Chat Text-A-Librarian integration o Persistent chat button for contacting the library via Text-A-Librarian Redesign of the Library s informational databases page to conform to the rest to the website (currently on hinsdalelibrary.info/cgi-bin/databases.pl and hinsdalelibrary.info/databasesinhouse.htm) o Make the informational databases page easier to navigate and use (possibly using a persistent login solution) Website Security (secure install/configuration of CMS) Be compliant with Section 508 of the Rehabilitation Act Amendments Facilitate user testing with users provided by the Library Help with Soft Launch o Subdomain/subdirectory o Edits from feedback of soft launch o Finalize site o Launch on hinsdalelibrary.info Transfer of ownership of the website template and other deliverables to Hinsdale Public Library

4 Additional Features We welcome recommendations for implementing the following: A seamless authentication process that will allow users to remain logged in to their library account (3 rd -party Sirsi-Dynix ILS), access databases (3 rd party proxy), and register for events (3 rd -party Evanced registration software). The ability to customize facets of the home screen by log-on. Compliance with Requirements The successful vendor must comply with all applicable federal and Illinois laws. The website delivered by the vendor must comply with the Implementation Guidelines for Web-Based Information and Applications issued under the Illinois Information Technology Accessibility Act. These requirements also apply to all subcontractors hired by the primary vendor. Work assigned under the terms of this request for proposal cannot be reassigned, transferred or subcontracted without prior written approval by Hinsdale Public Library.

5 Proposal Content Proposals must include the following sections in this order: A. Contact information. Name, address, FEIN number, phone number, and address of the vendor and/or firm, and the name and contact information of the person to contact concerning your company s proposal. B. Corporate profile describing your company and experience developing websites. Number of employees and physical location of offices. List any past and/or pending litigation or disputes relating to website development work that your company or sub-contractors have been involved in within the last five (5) years; include project name, nature of litigation and outcome of litigation. C. Key personnel. Provide brief profiles of key people who would be assigned to work on this project. D. References. Provide contact information (name, agency, phone number, and address of person to contact) and public website URL for at least three recent clients in the library, government, not-for-profit, sectors. Names and URLs of websites recently developed for clients in other sectors may additionally be included to provide extra examples your company s work product. Include information about CMS used. Describe any special components of any of these development projects, including content migration. E. Training and documentation. Provide an outline of how you would train key library staff to maintain and update content on the website and what training/support documentation the Library will receive. F. Project narrative. Provide details about your proposed approach to completing the project, including: 1. Overview that describes your approach to the project, your big picture for developing the new Hinsdale Public Library website. 2. Examples demonstrating expertise in IA and UX to drive flexible design that performs effectively on desktop, mobile and tablets across all operating systems and multiple browsers. 3. Schedule of major tasks/phases, including summaries of activities and deliverables, and estimated completion dates. 4. Recommended technical specifications to run the site. G. Total cost for the complete project. Submit this information as a separate file attachment. If you are including the implementation of the single sign-on component, or wish to offer any optional add-on services, please break out those costs separately. Breakdown of project cost by phase, etc., may optionally be included.

6 Selection Criteria Selection criteria will include, but not be limited to the following: Compliance with the format, terms and conditions of the RFP Cost Vendor s qualifications and references Vendor's understanding of the project, including familiarity with library websites Vendor s ability to provide the services required Quality of portfolio of projects (attractiveness of design, function, and accessibility in provided website design examples) Understanding of web standards and usability Experience with CMS and customization of themes References from previous clients Vendor selection will be brought before the library s Board of Trustees for review and approval on June 28, Hinsdale Public Library reserves the right to reject any and all proposals, including without limitation, the right to reject any or all nonconforming, nonresponsive, unbalanced, or conditional proposals, and to award a contract in the best interest of Hinsdale Public Library. Submission of an offer confers on the vendor no right to an award or to a subsequent contract. The selected proposal, if any, will be selected solely by the judgment and best interests of Hinsdale Public Library Vendors must be prepared for Hinsdale Public Library to accept the offer as submitted without prior discussions or negotiation, but Hinsdale Public Library may require additional contract negotiations. If negotiations do not result in an acceptable agreement, Hinsdale Public Library may reject the offer or revoke the award, and may begin negotiations with another vendor or re-issue the RFP. INQUIRIES All questions regarding this request for proposal should be addressed to: Jeff Lewandowski, IT Manager Hinsdale Public Library 20 E. Maple St. Hinsdale, IL p f jlewandowski@hinsdalelibrary.info