REQUEST FOR PROPOSALS (RFP)

FOR WEBSITE REDESIGN AND IMPLEMENTATION

FOR THE COLCHESTER-EAST HANTS PUBLIC LIBRARY

RFP Issue Date: August 27, 2020

Responses to this RFP must be received at the office of:

Colchester-East Hants Public Library

ATTN: Sarah Wood

754 Prince Street

Truro, NS B2N 1G9

OR via email to:

swood@cehpubliclibrary.ca

No later than 5:00PM ADT on September 17, 2020

Late proposals will not be accepted and will be rejected.

Facsimile bids will not be accepted for this RFP.

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Contents

1 INVITATION FOR PROPOSALS ............................................................................................... 2

2 BACKGROUND .......................................................................................................................... 2

3 PURPOSE ..................................................................................................................................... 3

4 PROJECT OBJECTIVES AND TIMELINE ................................................................................ 3

5 BASIC REQUIREMENTS ........................................................................................................... 4

6 DETAILED REQUIREMENTS ................................................................................................... 5

7 RESPONSIBILITIES ................................................................................................................... 9

8 PROPOSAL CONTENT REQUIREMENTS ............................................................................. 10

9 PROPOSAL EVALUATIONS ................................................................................................... 12

10 AUTHORITY AND INVOLVEMENT .................................................................................. 13

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1 INVITATION FOR PROPOSALS

1.1 The Colchester-East Hants Public Library is inviting proposals for experienced and

qualified web design professionals to lead the development of a website redesign.

1.2 This Request for Proposals (hereafter referred to as the “Proposal” or the “RFP”)

outlines the terms and requirements of the Colchester-East Hants Public Library

(hereafter referred to as the “Library” or “CEHPL”) with regard to a website redesign

by qualified professional firms and individuals (hereafter referred to as the

“Proponent”) for the development of a website redesign for CEHPL.

1.3 This RFP defines the content required for a proposal. Proponents are urged to

structure their response in accordance with the requirements contained within the

document. It will be by these requirements that responses to this RFP will be deemed

complete, appropriate and competitive.

1.4 All information supplied in response to the RFP must contain enough detail to

support the services being proposed.

1.5 This document is not intended to limit a Proponent’s submission, but rather to

provide a common framework for the Library to assess each Proponent’s proposal in

a professional manner in a demonstrably fair process.

2 BACKGROUND

2.1 CEHPL operates the public library service for Colchester and East Hants communities

in central Nova Scotia through five branch libraries, two satellite branches, virtual

services, and a books by mail service. Administration of the library is centralized in

Truro. CEHPL serves a catchment area of approximately 75,000 people, 20,000 of

which are CEHPL library cardholders.

2.2 The Library staff and board are strongly committed to the Library’s mission of

building strong and vibrant communities. Far from just a repository for books, today’s

public library is focused on innovation, inclusivity, and accessibility. The Library is a

community anchor, a physical and virtual place where people of all ages, abilities and

backgrounds feel welcome to learn, play, connect, create, and succeed.

2.3 The Library’s current website, www.lovemylibrary.ca, is hosted by the Nova Scotia

Department of Education’s Wide Area Network (EDnet) and maintained by staff in the

Library Headquarters in Truro.

2.4 The technical infrastructure for the Library’s current website includes the following:

a) concrete5 Version: 5.6.3.5 for our CMS or web platform;

b) Apache/2.4.6 (CentOS) webserver

c) PHP Extensions - These are the extensions supported: apache2handler, bz2,

calendar, Core, ctype, curl, date, dom, ereg, exif, fileinfo, filter, ftp, gd, gettext,

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gmp, hash, iconv, imap, intl, json, libxml, mbstring, mcrypt, mhash, mysql, mysqli,

mysqlnd, openssl, pcre, PDO, pdo_mysql, pdo_sqlite, Phar, posix, Reflection,

session, shmop, SimpleXML, soap, sockets, SPL, sqlite3, standard, sysvmsg,

sysvsem, sysvshm, tokenizer, wddx, xml, xmlreader, xmlrpc, xmlwriter, xsl, Zend

OPcache, zip, zlib;

d) Firefox, Opera, and Internet Explorer 6.0 or higher for default browsers should

Chromium Edge browser and Google Chrome;

e) Windows 7 and Windows 10;

f) PHP;

g) MySQL.

3 PURPOSE

3.1 The Library is seeking Proposals for:

a) Professional re-design of the website to be hosted on EDnet.

b) Implementation of the newly designed website.

c) Staff training on how to maintain the re-designed website.

3.2 As a second part of this RFP, Proponents are invited to submit separate pricing for a

website hosting service to “host” their proposed website as described in Section 3.1.

3.3 The Library requires that of a new all-inclusive website by implementing a new user-

friendly background content management system (CMS), redesigning page and site-

wide templates and reorganizing content.

3.4 The Library requires that a new website that is both functional, visually appealing,

and improves accessibility and navigation.

3.5 The Library will own all aspects of the website at the end of the project.

3.6 Proposals will be evaluated on the basis of price and the criteria listed below.

4 PROJECT OBJECTIVES AND TIMELINE

4.1 The primary objective is to propose and implement a new website that is appealing,

easy to navigate, and meets the needs of the Library users. Our secondary objective

is to increase engagement and attract new users to our services.

4.2 The following schedule is presented for guidance:

a) Commencement date of the agreement: October 12, 2020

b) Finalization of Research-Phase to Determine Business Requirements and Goals:

December 31, 2020

c) Website and Platform Deployment: March 31, 2021

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5 BASIC REQUIREMENTS

The successful Proponent will be responsible for:

5.1 Understand Business Goals and Objectives:

5.1.1 Perform a jurisdictional scan of other library websites to identify key factors

that engage and attract users. Using a combination of research, and analysis

and discussion with the Library’s Website Committee, confirm business goals

and objectives.

5.1.2 Develop internal alignment on role of website/CMS and identify key risks.

5.2 Analysis of Current Web Systems and Processes:

5.2.1 Use a combination of existing research and analysis and discussions with the

website project team or departmental leaders to identify areas for systems

and process improvement;

5.2.2 Analyze gaps in capabilities and workflows to determine where automation

can drive efficiencies;

5.2.3 Discuss/recommend any new systems and/or tools that should be purchased

and/or installed.

5.3 Develop Business Requirements:

5.3.1 Based on business process analysis, work with key stakeholders to develop

thorough requirements for customer service, registration, analytics, admin

dashboards, legacy applications, in-site search, compatibility with mobile

devices, accessibility, forms, event calendar, social media connectivity, etc.

5.4 Platform Recommendation Based on Requirements:

5.4.1 Work with the Library’s Website Committee to recommend the best platform,

hosting environment, and CMS system for Library requirements.

5.5. Content Migration / Entry:

5.5.1 Move current content and create new content pages as required.

5.6 Project Management:

5.6.1 Provide project management over entire build from research, requirements

gathering, design, development, testing and deployment.

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6 DETAILED REQUIREMENTS

6.1 Graphic Information Design

6.1.1. The site must have an appealing and appropriate design with strong and

consistent branding.

6.1.2 The information on the site must be easy to find and user-friendly.

6.1.3 The content must be rich in appearance but uncomplicated and fresh looking.

6.1.4 The site navigation must be intuitive, reveal the depth of the site, and

highlight the most commonly used areas of the site.

6.1.5 Has to be in Plain Language and accessible for all ages and abilities.

6.2 Information Delivery

6.2.1 The delivery of information is one of the Library’s key functions and the

website is increasingly becoming the main channel for this information

delivery.

6.2.2 The site is the starting point for many information searches for Library users.

The user experience must be consistent throughout the site and amongst

groups. There should be intuitive and consistent options for navigating the

website, especially moving from department to department and home page.

6.2.3 The site must be interlinked with the Library’s public facing social media

platforms such as (but not limited to) Facebook and Instagram.

6.2.4 Website is able to process email forms as a means for patrons to contact

library staff.

6.3 Technical Considerations

6.3.1 The new site will be hosted by EDnet, and the web platform used MUST be

one of the following which are supported by EDnet: WordPress, Joomla, and

Drupal.

a) If Proponent submits separate pricing for an alternative hosting service as

per Section 3.2, Proponent may recommend alternative web platform.

6.3.2 The site must conform with Web Content Accessibility Guidelines (WCAG) 2.1

level AA standards. See Section 6.8.3 for further accessibility requirements.

6.3.3 The site must NOT be browser or operating system specific. The site should

be accessible and functional in Windows Operating System, MacOS, and

Chrome OS environments, as well as flavors of the most common and widely

used internet browsers such as but not limited to: Internet Explorer, Edge,

Firefox, Google Chrome, Safari, Opera, and Chromium.

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6.3.4 Pages and features are compatible with limited bandwidth access by the

public, e.g. dial up internet access.

6.3.5 The site must have mobile display of content for Apple and Android based

mobile devices.

6.3.6 The new site shall be accessible by the following hostname URL:

www.lovemylibrary.ca .

6.3.7 If Proponent submits separate pricing for an alternative hosting service as

per Section 3.2, the successful Proponent must advise the Library on what

DNS records should be created to point to the website hosting service prior to

setting the ‘go live’ date of the new website. DNS setup and hosting shall be

outside of the Proponent’s RFP submission. This is not required if Proposal is

for website to remain with current host (EDnet).

6.3.8 Proponents shall provide the Library with access to the draft/work in progress

website by means of a temporary URL for feedback, staff training and/or staff

content updates prior to the launch of the new website.

6.4 Security

6.4.1 The Library requires security over access for the content stored within the

Library’s website.

6.4.2 Security protocols and/or measures must be demonstrated in this proposal.

6.4.3 The Library content administrators will be located both on and off the

Library’s local and wide area networks so a web-based interface will be

required, including password protected quick entry form that allows for

remote emergency updates on the home page.

6.4.4 Multiple level security, completely contained within the website

infrastructure, and not reliant on the existing library network security or peer-

to-peer connectivity. The Library will consider based on the Proponent’s

recommendation to secure the backend or web components with an SSL

certificate at the Library’s expense. If required the SSL certificate costs and

certificate voucher shall be outside the Proponent’s RFP submission.

6.5 Adapting Existing Content

6.5.1 The existing website for the Library has been added to and modified over the

years and no longer functions as a cohesive website. Therefore, the existing

example should not be used as a reference as the Library is looking for a

complete website redesign. The redesign will be aesthetically pleasing,

promote usability and accessibility, and attract new users.

6.5.2 Much of the existing site content may need to be rewritten and may be

transferred over, in a reorganized way.

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6.5.3 The Library is open to suggestions for new content that would enhance the

user experience and is prepared to develop and provide that content.

6.6 Scalable and Easy to Maintain and Update

6.6.1 The Library will own, have full access to, and have the right to customize all

source code.

6.6.2 The day to day care and maintenance of the website will be the responsibility

of Library staff, either internal or contracted, so the Content Management

System must be intuitive, user-friendly, and not require extensive knowledge

of web development languages or technical structure.

6.6.3 The Content Management System should be scalable, i.e. allow customizable

backend security on a “per page” and or a “per section” level to restrict

internal departmental content administrators access only to their respective

assigned website pages or sections.

6.6.4 Library staff will be able to maintain site and make updates using a CMS.

6.6.5 The website allows staff to:

a) Control size and types of images used within the site.

b) Control publishing of links to other websites.

c) Run reports on website activity and statistics on content type, e.g.

updates, downloadable documents, web pages, calendars.

d) Run reports on the number of visits to the site, both generally and for

each department.

6.7 Marketing and Promotion

6.7.1 The Library website is a key communication tool for Library patrons,

individuals, local service organizations and business, and external

stakeholders. It also serves as a significant opportunity to promote the

Library to potential new users.

6.7.2 The site is the main communication channel for increasing awareness of the

Library’s branches, open hours, vision, policies, resources, programs, and

events. The website should serve to promote the Library as a community

anchor, a physical and virtual place where people of all ages, abilities and

backgrounds feel welcome to learn, play, connect, create, and succeed.

6.8 New Functionality

6.8.1 Calendar of Events – A calendar of events locked to each department that

staff can easily update using a template/form, with filtered search

functionality.

6.8.2 Integration with Social Media – The website should be fully integrated with

the Library’s social media platforms, including but not limited to, Facebook

and Instagram.

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6.8.3 Implementation of Web Content Accessibility Guidelines (WCAG) 2.1 level AA -

The Library is a Prescribed Public Sector Body under the Nova Scotia

Government’s Accessibility Act. As such, the website should be designed to

meet the Web Content Accessibility Guidelines (WCAG) 2.0 AA standard,

including but not limited to:

a) Site Structure – Pages should be laid out using semantic

structures such as headings, lists, labelled forms, etc., so that

people can use the site with assistive technology. Tables should

only be used to represent tabular data not layout.

b) Text and Readability - Text is presented as machine readable text,

so it can be resized, reformatted and easily migrated to different

environments so that it is easier to understand. Text should be

presented in high contrast ratios that usually greatly exceed the

requirements of WCAG 2.0. Non-decorative images should always

be presented with a filled-in alt attribute, so that they can be

interpreted by screen readers. Plain language should be used for

people with reading or cognitive disabilities.

c) Keyboard Access – Technology used on website should be

designed to be accessible through keyboard usage. Technology

that uses client side scripting should be avoided.

d) Colour Contrast – Ensure that the color use on the site does not

compromise text legibility.

e) Magnification – Ensure that in the main workflows in our sites

can be used by people with screen magnifiers.

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6.8.4 Mobile responsiveness, including responsive design and display of content

for Apple and Android based mobile devices.

6.8.5 RSS feed or bulletin for emergency notices and service updates.

6.8.6 Google maps and GPS connectivity.

6.8.7 Connectivity with Library’s catalogue, including river option displaying newly

added titles.

6.8.8 Section to house Library’s annual and strategic reports.

6.8.9 URL persistence – each page of the website should have a unique URL so

that users are able to bookmark pages or get permalinks.

6.9 Documentation and Training

6.9.1 The successful Proponent will provide the Library with documentation and

training for staff to ensure that the site can be maintained with ease.

6.9.2 Internal training will be required for Library departmental content

administrators. It will be assumed that additional training sessions will be

required for any new web modules, features, and/or components added to

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the website following the initial training session(s) and go live launch for

Library departmental content administrators.

6.10 Site Maintenance, Monitoring and Technical Support

6.10.1 Proponents should include any long-term monitoring and maintenance costs

associated with the site. The Library will require prompt attention to a service

request via online or telephone assistance by a qualified individual person

will be required within four (4) hours minimum and a qualified person

dispatched to the site, if required, immediately.

6.10.2 If Proponent submits separate pricing for an alternative hosting service as

per Section 3.2, the successful Proponent must identify how web application

updates are handled for website functionality improvements and how website

security updates are handled. It is imperative the website and web

applications, components and/or modules within the website are kept up-to-

date with application security updates and patches.

6.10.3 If Proponent submits separate pricing for an alternative hosting service as

per Section 3.2, the successful Proponent must identify what preventative

measures are in place continually scanning the website for malware, bugs,

and/or any other potential website vulnerabilities.

7 RESPONSIBILITIES

7.1 The Proponent shall be responsible for the quality of work performed, the associated

costs, and the scheduling and performance of any subcontractors.

7.2 The Proponent will create a development plan to outline all strategic and technical

elements of the website redesign.

7.3 The Library anticipates a collaborative working relationship between the Proponent

and Library staff. The Proponent shall meet with the Library’s Website Committee

following the contract award, in order to receive direction and guidance, review the

work plan, identify difficulties, present preliminary observations, and develop a

timeline. The Proponent shall expect to have further meetings with the Website

Committee to review progress as required.

7.4 It is expected that the Proponent will meet virtually with the designated Library

contact person on a weekly basis to provide updates on activity and benchmarks.

a) Library Contact Person: Sarah Wood, Public Services Librarian, Email:

swood@cehpubliclibrary.ca, Phone: (902) 896 – 4198.

7.5 The Proponent will make no change in the final terms of reference or in the

personnel specified in the Proponent’s accepted proposal will be permitted without

prior written authorization by the Library’s contact person.

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8 PROPOSAL CONTENT REQUIREMENTS

8.1 In order to receive full consideration during evaluation, proposals submitted should

include the following and be no more than 30 pages in length including appendices:

a) Contact information for the Proponent;

b) Number of years of experience the Proponent has creating similar sites;

c) Qualifications and experience of the individuals who will lead and support this

project, and whether or not the team includes a graphic design specialist;

d) Identification of the project manager who will be the primary liaison with the

Library staff;

e) Indication if the Proponent is familiar with public libraries;

f) Samples of websites designed by the Proponent;

g) Description of utilities and tools proposed for website creation;

h) Website development project management methodologies, usability,

measurement, and marketing expertise to support site redesign and ongoing

website development and maintenance;

i) Detailed work plan, timeline, and total fixed cost for the project (before HST). This

is to include the cost of all work, travel expenses and any other related project

expenses the proponent may incur;

j) Payment schedule and any additional costs;

k) Provide three (3) references of any work of a similar nature performed by the

Proponent in the last three (3) years. Provide a contact name, phone number,

and email address for the references provided.

l) Any additional information that will provide insight and confidence in the

Proponent’s organization. Additional information could include: a corporate

profile, including your company’s experience; total number of employees; your

overall corporate experience; major client listing; and previous experience with

the non-profit community service sector.

8.2 Three (3) original copies of all documents are required and one electronic copy in

PDF format which can be emailed to swood@cehpubliclibrary.ca. The proposal will be

retained by the Library as the official record of submissions received.

a) Proposals may be subject to disclosure under the province’s “freedom of

information” legislation. By submitting a proposal, the Proponent agrees to the

appropriate disclosure of the information supplied, subject to the provisions of

governing laws. The Library cannot guarantee the confidentiality of the complete

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content of any proposal after the procurement has been awarded to the successful

proponent.

8.3 All proposals are to be submitted duly signed by an authorized official able to commit

the Proponent to the terms outlined in the Proposal.

8.4 The Proponent must be willing to arrange an interview/meeting/presentation with the

Library prior to the award of the contract, if requested. The capability of the

Proponent will be assed at this time in order to ensure further confidence in the

Proponent’s organization.

8.5 The successful Proponent shall provide evidence that they are in good standing with

the Worker’s Compensation Board of Nova Scotia, and must remain in good standing

with WCB for the duration of the contact.

8.6 The successful Proponent must obtain, at its own expense, before commencing work

on the services under this contract, a professional liability insurance policy covering

errors and omissions with coverage not less than $1,000,000.

8.7 The Library reserves the right to cancel the contract immediately upon written notice,

if, in the opinion of the Chief Executive Officer, the successful Proponent is not

fulfilling the terms, conditions and specifications of the contract. All fees will be paid

up to the date the work terminates, based on the work plan submitted and actual

work completed.

8.8 Proposals must be received at the Library’s Headquarters no later than 1700 hours

(Atlantic Daylight Time) on September 17, 2020, at the following address:

a) In-Person Drop-Off or Mailing Address:

ATTN: Sarah Wood

Colchester-East Hants Public Library

754 Prince Street

Truro, N.S.

B2N 1G9

b) An electronic copy in PDF format shall also be emailed to

swood@cehpubliclibrary.ca.

8.9 Proposals received after the closing time will not be considered and will be returned

unopened to the Proponent.

8.10 Proposal submissions may include brochures or other documentation submitted that

the Proponent feels necessary to explain or enhance their Proposal.

8.11 The Proposal, including pricing, must be guaranteed for no less than ninety (90) days.

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9 PROPOSAL EVALUATIONS

9.1 The criteria for evaluating proposals will be consistent with the following:

a) Experience and expertise of the Proponent 30 points

b) Creativity, approach and techniques 25 points

c) Stated deliverables 15 points

d) Pricing 15 points

e) Time and program delivery 15 points

9.2 With regards to Section 9.1 (d) Pricing; the following provisions shall apply:

a) Lowest price will receive 15 points, and all quotes within 5 percent will be

deemed to be equal and receive 15 points.

b) Second lowest price will receive 10 points, and all quotes within 5 percent will be

deemed to be equal.

c) All other quotes received will receive 5 points.

9.3 The Library reserves the right to negotiate any or all conditions of the Proponent’s

proposal.

9.4 The contract will be awarded to the qualified Proponent whose proposal is most

advantageous to the Library. The selection of one Proponent over others does not

mean that the other Proposals lacked merit, but that all factors considered, the

selected Proposal was deemed to provide the best value to the Library.

9.5 The Library reserves the right to cancel this RFP or reject any and all proposals for

any reason or seek to do this project through other means.

9.6 Proponents may also be eliminated from consideration for failure to comply fully with

the specifications of this RFP.

9.7 The selection of any Proponent by the Library as the preferred Proponent shall not

constitute a contract between the Library and the Proponent. Any contractual

relationship to be established between the two parties will be governed by the

provisions of the engagement letter.

9.8 Other Terms and Conditions of this RFP include:

a) While the Library has tried to ensure accuracy in this RFP, it is not guaranteed or

warranted by the Library to be accurate, nor is it necessarily comprehensive or

exhaustive.

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b) The Library reserves the right at its sole discretion to clarify any proposal after

closing by seeking further information from that Proponent, without becoming

obligated to clarify or seek further information from any or all Proponents, but the

proponent is under no obligation to furnish additional information.

c) Proponents are cautioned that any clarifications sought will not be an opportunity

either to correct errors or change any proposals in any substantive manner.

d) This RFP does not commit the Library to pay any costs incurred by

Proponents in the submission of a proposal or in making studies or designs for

the preparation thereof, or for procuring or contracting for the services to be

furnished under the RFP.

10 AUTHORITY AND INVOLVEMENT

10.1 This RFP is administered under the direction of the Library’s Board of Directors. All

inquiries related to this RFP must be directed to:

Sarah Wood, Public Services Librarian

Colchester-East Hants Public Library

754 Prince Street

Truro, N.S.

B2N 1G9

Phone: (902) 896-4198

Email: swood@cehpubliclibrary.ca

10.2 It shall be the Proponent’s responsibility to clarify any points in question with the

individual identified in Section 10.1 prior to submitting a response to this RFP.

a) All questions must be in writing and directed to the individual in Section 10.1.

b) The Library shall respond in writing as deemed appropriate. Generally, only

questions and answers deemed to be substantive in nature will be distributed.

c) The Library reserves the right to make any or all questions and answers available

to other Proponents at its discretion.

d) The Proponent must confirm telephone conversations in writing.

e) The Library will respond to requests for clarification as soon as is reasonably

possible.