INVITATION FOR REQUEST PROPOSAL THIS IS NOT AN ORDER

INVITATION FOR REQUEST PROPOSAL THIS IS NOT AN ORDER Date: July 8, 2013 Requisition #:N22081 Bid Due: Thursday, July 25, 2013, 2:30 PM (Detroit Michigan Time), no late, fax, e-mail, or any other electronic method to respond to this request shall be accepted. Name: Digital Asset Management Portal Implementation. Return To: Purchasing Department DETROIT PUBLIC LIBRARY 5201 Woodward Avenue Detroit, MI 48202 Phone: 313-481-1325 The following must be filled in: All material should be bid delivered to the Library. Shipping charges, if any, added as a separate item on invoice. Indicate if: DELIVERED NO CHARGE or DELIVERY CHARGE WILL BE MADE FROM. Delivery will be made within days. TERMS. INSTRUCTIONS TO BIDDERS BIDS DEADLINE: No bids will be accepted after reading has begun. Bids are available for examination immediately thereafter. QUANTITY OFFER: If slight increase in quantity will result in reduction of unit costs, an additional bid on that basis is requested. MORE THAN ONE OFFER: If a bidder has more than one product meeting the specification, he is privileged to offer additional bids. Brand names are used to describe quality rather than preference. WITHDRAWL: Proposals shall be valid for a minimum of 120 days following the deadline for submitting offers. If an award is not made during that period, all offers shall be automatically extended for another 120 days. Offers will be automatically renewed until such time as either an award is made or proper notice is given The Detroit Public Library of Offeror s intent to withdraw its offer. Offers may only be cancelled by submitting notice at least 15 days before the expiration of the then current 120-day period. RIGHT TO REJECT: The Library reserves the right to waive any irregularity in any bid or to reject any and all bids for any reason whatsoever, without recourse from respondent, or split award by items unless otherwise stipulated, should it be deemed for its best interest. The Library reserves the right to choose the offer that best fits the needs of the Library. CHANGE OF SPECIFICATION: If for sufficient reason you wish to revise specifications or get interpretation, your request will receive consideration if presented to us as much in advance of bid opening date as possible. If a change in specifications is found desirable, the Library will notify all bidders by mail and postpone bid-opening date if necessary. TERMS OF SETTLEMENT: Cash discount for payment in 30 days is acceptable. Terms of less than 30 days, except when stated in specification, will not be considered. Where net bid is equal to bid with cash discount deducted, award is made to the net bid. Detroit Public Library Page 1 of 2

CONTAINERS: Packing, reels, etc., if chargeable, must be shown as separate items. Contractor must pay return freight. Bids incorporating charge for returnable containers, etc., will be considered an agreement to reimburse the Library by check, immediately on their return, regardless of other outstanding charges against the Library, unless the charge is carried on a memo billing by the seller. WORKMANSHIP: All materials furnished must be new, of latest model and standard first grade quality, of best workmanship and design, unless otherwise expressly specified. Contractor shall, if required, furnish satisfactory evidence of quality of materials. Offers of experimental or unproved equipment may be disregarded. INSPECTION: Cost of inspection or tests and handling of goods failing to meet specifications will be borne by Contractor. PATENTS: Contractor shall protect and indemnify, against expense of any nature, shall bear cost of any suits which may arise, and shall pay all damages which may be awarded against, the Library for the use, under this specification, of any patented device, process, apparatus, material or invention. ERRORS OR OMISSIONS: Bidders are not permitted to take advantage of any errors or omissions in specifications since full instruction will be given should they be called to our attention not less than two working days before bids are due. FAIR EMPLOYMENT PRACTICES ACT: The bidder agrees that he will not discriminate against any employee or applicant for employment, to be employed in the performance of a contract that may arise from this bid with respect to his hire, tenure, terms, conditions or privileges of employment or any matter directly or indirectly related to employment because of his age, except when based on a bona fide occupational qualification or because of his race, color, religion, national origin or ancestry. (Act no. 251 P.A. 1955, as amended.) The bidder further agrees that he will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to age, sex, race, creed, color or national origin. Affirmative action shall mean: 1) The issuance of a statement of policy regarding equal employment opportunity and its communication to all personnel involved in recruitment, hiring, training, assignment and promotion; 2) Notification of all employment sources of company policy and active efforts to review the qualifications of all applicants regardless of age, sex, race, creed, color or national origin; 3) Recruiting in the minority group community for employees; and 4) Establishing an internal system of reporting concerning equal employment, recruiting, hiring, upgrading and the like. (City of Detroit Ordinance no. 206-G.) Breach of these covenants may be regarded as a material breach of the contract. The bidder further agrees that he will require a similar covenant on the part of any sub-contractor employed in the performance of this contract. Bidder Signature Print Name Title Date Telephone Fax Payment Address (if different from that on reverse) City State Zip Failure to provide all of the above information will be grounds for disqualification. Detroit Public Library Page 2 of 2

Digital Asset Management Portal Implementation for the Detroit Public Library 5201 Woodward Avenue, Detroit, Michigan 48202 General Specifications July 8, 2013 Reference# N22081 Owner: Correspondence: Detroit Library Commission Detroit Public Library Detroit Public Library Director of Information Systems 5201 Woodward Avenue 5201 Woodward Avenue Detroit, Michigan 48202 Detroit, Michigan 48202 Table of Contents Summary Page 2 Strategies, Scope and Guidelines Page 3 Interface Specifications Page 4 Qualifications Page 5 Timelines Page 6 Addenda Page 7 Responses and Due Dates Page 7 Appendix B, Non Collusion Affidavit Page 8 Protests and Appeals Page 11 Statement of No Proposal Page 13 1

REQUEST FOR PROPOSAL Digital Asset Management Portal Implementation Summary: Detroit Public Library (DPL) will be accepting proposals for development and implementation of its digital asset management system (DAMS). This RFP seeks to streamline the solution for a Digital Asset Management System. Currently, DPL does NOT have an existing digital library portal but does maintain a series of diverse digital collections that are loosely constructed for online presentations. Proposal Guidelines: All proposals must meet with DPL guidelines as stated below. Purpose: The proposed development will accommodate the use of Drupal. Design(s) will be flexible to placement of digital asset management tools. **DPL will lead in the design initiative.** Once the design and development for the digital library portal is complete and agreed upon, it becomes the sole property of the Detroit Public Library. Description: The newly designed Detroit Public Library website, built on Drupal, serves as a guide for the design of the digital collections interface. The intent is to have a dynamic site that enhances user experiences and is flexible and user-friendly. The efficiency of the design and implementation will be judged, but not limited to, components such as ease of use, visual appeal, informative with options targeted toward user-preference(s), site safety and security, page-load time and functionality. Objective: The main objective is to develop and implement the functional design concept that will allow DPL to showcase its digital assets, and provide users with meaningful experiences. Vision: Implement a digital asset management system with interface that is accessible from DPL s primary site and allows for a user-centered design focus Build and implement a simplified and sophisticated design with user-focused navigation that provides multiple and cross-search functionality with various results levels (i.e., image only; image with brief description; image with full description, etc.) 2

Strategies: Utilize social media strategies and components to promote the digital assets of DPL, providing greater customer-based interactivity with DPL content Build on templates that will allow DPL to develop other/future collections and their potentials Seek to exploit the opportunities presented by the identified digital asset management component Leverage the advantages of open-source products as identified Integrate brand messaging Deliver consistent theme(s) that are not in conflict with the main DPL site Utilization of the new DPL Logo Tie-ins and links between DPL s main site and the digital library portal Import the cleaned up XML records into the new system Scope and Guideline: The scope of this project is to provide a (designed) face for DPL s digital asset management system (i.e., digital library portal) and implement the same with a Drupal interface. The DPL Digital Lab staff will provide images and metadata records as needed for this project for design considerations, testing and other possible configurations that may be required. Also, DPL will provide the production hardware and all hosting logistics. Discovery: Benchmark other digital libraries, public and academic Review analytics conducted for broader DPL site and apply to this project Review collection assets, including but not limited to overall scope, file sizes, software and storage mechanisms, relationship to other software/content, etc. Design: (DPL - Lead) Provide wireframe designs for all pages considered: Website information architecture, graphic look and feel, user navigation, home page and main navigation templates for each of the main navigation Development Guidelines: The successfully implemented package must meet the following criteria: Through the use of Drupal, the digital asset management system (DAMS) must allow easy access to staff for content updates. 3

The site must have a balanced display of images and accompanying metadata thereby making it visually appealing. Pages must be developed and themed out based on provided design All applicable Drupal templates must allow for full HTML editing Ability to allow specified collections to have visual themes that is also in sync with the DPL main website. Utilization of CSS to maintain consistency in fonts and layouts as called out in the design. There should be little or no use of tables in the development of the interface. Provide an assigned project manager to coordinate with Digital Lab staff on the project. Once the system has been fully deployed and accepted by DPL, the system design and all of its contents, software and architecture become the sole property of DPL. Integration of e-commerce module for image merchandise. Develop a simplified mobile version of the same Interface Specifications: We advise all vendors to be creative while making sure that the guidelines provided below are adhered to. Interface must be compatible with IE 6 and higher, and all other relevant browsers in use today (i.e., Safari, Firefox, Opera, etc.) to ensure display is consistent across products. It must not require plug-ins as a default. Meets ADA Requirements The site should be developed to meet all Federallymandated access requirements adopted by the Federal Access Board under section 508 subsection 1194.22 of the Rehabilitation Act. It must be built in accordance to the Web Content Accessibility Guidelines 1.0, provided by the W3C and should also be easily accessible to the novice as well as the experienced Internet user. Fast Loading Pages The web site must be designed with a balance of text and graphics such that each page loads in 8 seconds or less on the average computer (using a 56K modem). Testing: Testing of site on all applicable platforms to ensure website works as promised. Explain testing plan through development process (i.e. focus groups, etc.). Delivery: Delivery and uploading of an initial test website-to-client (for internal hosting to an outside third party, or hosting by consultant.) DPL will provide the test site and hardware. 4

Tracking: Provision of an implementation tracking software tool that generates user-defined site log reports, to help us better understand and measure website visitor behavior(s) in order to improve web site performance and availability. (Preferably this will be done with Drupal and/or through the same hosting service mentioned in the Delivery section above.) Web traffic analysis Path analysis Visitor trends Page views Entry pages Top pages Exit pages Page length of stay Technical analysis: browsers and platforms User-content submission (social tagging, comments, etc.) Available Technology issues: We will use much of our existing web content. Please note that all of our metadata content is currently within the Hyperion client of the SirsiDynix system. All the existing data will need to be imported into the Drupal-based digital asset management system (DAMS). There are currently no e-commerce systems in place however; the sites ecommerce will be handled by Drupal ecommerce module and or adaptable for a third-party hi-resolution image request processing system. Qualifications: Provide a list of three (3) websites your firm designed that shows your understanding of digital library systems as integrated with an open-source framework Describe your experience in producing sites for non-profit and/or communityfocused projects Provide current reference information for three former and/or current clients Briefly describe your firm s organizational capacity to produce our web site design. (e.g. staff, equipment, software, physical space, office location, etc.) How many full-time staff does your firm employ? Please include a copy of your firm s organizational chart What type of team will be assigned to this project? What will each person s role be? Please include a brief background summary for each key staff member assigned to this project. 5

Briefly describe your firm s project management process. Process to include input from all program areas. Please state how you intend to communicate with all program areas to gather all of the required information. Evaluation criteria: There will be a total of 35 points from an evenly distributed evaluation criteria that carries maximum of 5 points each. Below are listed criteria. Cost Qualification Instruction Strengths/depth Technology Implementation Training Time frame for completion: The time frame for completion of the project will be evaluated. In addition, time frames will be part of the contractual agreement; therefore, a realistic time frame for completion is requested. Please explain your service level agreement (SLA) structure. Terms and conditions. Format for Proposal: Kindly use these guidelines to submit your proposal: Length and Font Size: Please use fonts no smaller than 10 point. Maximum proposal length including title page, cover letter, proposal, qualifications and budget should not exceed 15 pages. Title Page: Detroit Public Library, Digital Asset Management Portal Proposal, your company name, address, web site address, telephone number, fax number, e-mail address and primary contact person. Cover Letter: Signed by the person or persons authorized to sign on behalf of the company (1-2 pages). Proposal: Discuss your proposed solution, including the features, benefits and uniqueness of your solution. Also discuss your understanding of the proposed digital library system solution using Drupal. You should also mention your ability to deliver the project in the time frame as noted above. 6

Qualifications: Provide the information as requested above. Budget and Fees: List budgets for the project noting all options as necessary. Identify staff you anticipate working on the project and their hourly rates for work that may be needed for this project. ADDENDA AND MODIFICATIONS During the bidding period, the bidders may raise questions on the information contained in the bidding documents. Accordingly, the Information System Administrator may revise the bidding documents in order to clarify, correct, or explain certain items. The questions must be submitted in writing to the Victor Ibegbu, Acting Assistant Director for Information Systems, vibegbu@detroitpubliclibrary.org, no later than 7 calendar days prior to bid date. Any related addenda to this RFP, including written answers to questions, will be posted on the Detroit Public Library's official website at www.detroitpubliclibrary.org under the section of Bids and Proposals, then under the appropriate heading. Addenda and updates will NOT be sent directly to vendors. It is recommended that participating vendors check the website daily for addenda and updates after release date. Vendors should print out, sign, and return addenda acknowledgement(s) with their RFP response. Responding vendors shall print out, sign and return addendum acknowledgements(s) with their RFP response. Failure to do so shall be grounds for disqualification. RFP Responses: Sealed written responses, one original and two copies, must be clearly marked #N- 22081, Digital Asset Management Portal Implementation. Failure to do so shall be grounds for disqualification. Responses will be accepted: Detroit Public Library Purchasing Office 5201 Woodward Office Detroit, Michigan, 48202 Responses are due: Thursday July 25, 2013, at 2:30PM, (by the Purchasing Office Clock), Detroit Michigan Time. No late, fax, email, or any other electronic method used to respond to this request will be accepted. 7

Non-Collusion Affidavit Appendix B Bid Title State of : County of : :s.s. I state that I am of ( Title ) ( Name of Firm ) and that I am authorized to make this affidavit on behalf of my Firm, its Owner, Directors, and Officers. I am the person responsible in my firm for the price(s) and the amount of the bid. I state that: 1. The price(s) and the amounts of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. 2. Neither the price(s) nor the amount of the bid, and neither the approximate price(s) nor the approximate amount of the bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before the bid opening. 3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive or other form of complementary bid. 4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or noncompetitive bid. 5., its affiliates, subsidiaries, officers, directors and employees are not currently under investigation by any governmental agency and have not in the last four years been convicted or found liable for any act 8

prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as follows: 9

Detroit Public Library Non-Collusion Agreement Page 2 I state that understands and (Name of my Firm) acknowledges that the above representations are material and important, and will be relied on by the Detroit Public Library in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that misstatement in this affidavit is and shall be treated as fraudulent concealment from the Detroit Public Library of the true facts relating to the submission of bids for this contract. Notary Seal: ( Signature) ( Printed Name ) ( Position / Job Title ) Notary Public Signature Commission Expiration Date 10

Protests and Appeals Any bidder or offeror who is aggrieved in connection with the solicitation award of a contract may protest to the Detroit Public Library Purchasing Agent or designee. The protest shall be submitted in writing to the Library Purchasing Agent within five (5) calendar days after such aggrieved person or company knows or should have known of the facts giving rise thereto. If the fifth calendar day falls on a weekend or Library holiday, the protesting party may submit the protest on the first workday following such weekend or holiday. Failure to submit a timely protest shall bar consideration of the protest The written protest shall include the Bid/RFP date, requisition number, and the title of the Library project. The document should clearly state the facts believed to constitute an error in award recommendation and the desired remedy. The Purchasing Agent is not required to take into consideration any material filed by any party after the protest deadline. The Purchasing Agent or authorized designee will provide a written decision to the protesting party after investigating the matter within 30 days of receipt of the protest. Until issuing a final decision on a timely protest, purchasing operations will not award a contract or purchase order pursuant to a disputed solicitation. However, if there is a threat to public health, safety or welfare or a danger of immediate and substantial harm to Library property in the delay in making the award, the Purchasing Agent or designee may proceed with award and document justification for such action. Appeal If a protest is not resolved to the bidders satisfaction, the bidder may submit a notice of appeal, (and it must be so stated on the outer envelope), to the Detroit Public Library Commission, through the Purchasing Agent, within five (5) days from the bidders receipt of the Detroit Public Libraries response to their protest. The decision of the Detroit Library Commission will be final, conclusive, and binding on all parties concerned. Filing Fee The written protest to the Library Purchasing Agent must be accompanied by a filing fee in the form of a money order or cashier s check payable to the Detroit Public Library in the amount of one (1) percent of the amount of the Bid/RFP or proposed contract, or $1,000.00, whichever is less. The filing fee shall guarantee the payment of all costs, which adjudged against the protester in any administrative proceeding. If the protest is denied the filing fee shall be forfeited 11

to the Detroit Public Library in lieu of payment of costs for administrative proceedings. If the Detroit Public Library upholds the protest, the filing fee shall be returned to protester. Right to Reject The Detroit Public Library reserves the right to wave any irregularity in any bid/rfp, or to reject any and all bids/rfp for any reason whatsoever, without recourse from respondent, or to split award by items unless otherwise stipulated, it should be deemed for its best interest. Acknowledgement Signature of Respondent Date Printed Name 12

Statement of No Proposal Note: if you do not intend to submit a proposal on this commodity or service, please return this form immediately. The Purchasing Department of the Detroit Public Library wishes to keep its vendors list file up-to-date. If, for any reason, you cannot supply the commodity/service noted on the attached solicitation; this form must be completed and returned to: Purchasing Department at 5201 Woodward Avenue, Detroit, Michigan, 48202, to remain on the particular vendor list for future projects of this type. If you do not respond to this inquiry by the due date and time of this solicitation, we will assume that you can no longer supply this commodity/service and your name will be removed from this vendors list. PLEASE COMPLETE AND RETURN We the undersigned have declined to submit on this proposal for the following reasons: Specifications to tight i.e. geared toward one brand or service (explain below). Specifications are unclear (explain below). We are unable to meet specifications. Our schedule would not permit us to perform Insufficient time to respond to RFP/IFB. We were unable to meet bond requirements. We were unable to meet insurance requirements. We are not able to offer this product or service. Please remove us from your vendor list (explain why below). Other (specify below). Remarks: Signed: Title: Firm: Address (Street) (City) (State) (Zip) 13

Phone: ( ) Fax:( ) Date: 14