Real Public Library Website RFPs with Our Vendor-Perspective ...

Real Public Library WebsiteRFPs with OurVendor-Perspective Analysis

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Real Public Library Website RFPs with OurVendor-Perspective AnalysisThere’s no better way to learn than from real-world examples. On the followingpages, you’ll find our analysis and comments on four public libraries' RFPs from2021 paired with the actual RFP.

Table of Contents

City of Dallas “Library Website Design & Digital Presence”RFCSP

Page 3

St. Louis County “Library Drupal 9 Upgrade & Web Hosting” RFQ Page 63

Kansas City Public Library “Request for Proposal for WebDevelopment Services”

Page 97

Howard County Public Library “Website Discovery, Design &Development”

Page 120

© 2022 Interpersonal Frequency LLC. All Rights Reserved.

City of Dallas “Library Website Design & Digital Presence”RFCSPReleased: June 2021Service Population: 1.28M (Dallas City/County)Library Overall Budget: $42M (2020)

What we loved about this library website RFP● Scope of work is clear and presented at the beginning of the RFP● Clear details on what is desired with obvious input from various

departments of the library like communications/community relations● Electronic submission of proposals

This is one of the better public library website RFPs we’ve seen in a number ofyears. The simple fact that the scope of work starts on the second page iswonderful and sadly an outlier. Defining what you want clearly and concisely likeDallas Library does is key because it allows our sales team to quickly assess if it’ssomething we can do (or not). Starting on page 5 of their RFP, the library outlinesthe scope with a Discovery Phase & Design Phase, and goes on (page 8-12) withFunctional Requirements. These functional requirements are written in a checklistformat so vendors can elaborate on different solutions for the requirements for thewebsite (and, in this case, a related web catalog solution). We understand municipalprocurement departments have to put out bids a certain way and with specific legalrequirements, but burying the scope of work makes the vendors’ evaluationprocess much more difficult.

What could be better about this library website RFP● redundant and restated scope of work requirements creating confusion and

unnecessary length● onerous government technology checklist (can’t this wait until you identify a

shortlisted vendors list?)● due date and submission instructions are buried

This RFP also has some common problems. First: restating initially clearrequirements in a table checklist format (yes/no) that introduces contradictions. Asa vendor, a checklist where we can select yes/no and provide an explanation isstraightforward to complete. And it makes sense — public libraries need a way ofcomparing “apples to apples,” quickly. But if it’s done more than once in the sameRFP, you not only add length to your RFP, you add length to vendor responses. Ourclients tell us that the average municipal/public library website RFP gets them tenor more responses, each 30-40 pages long. That’s 300-400 pages for your selection


committee to read! Take the time to be concise in your requirements withoutunneeded repetition.

Here’s one example from the Dallas RFP. In Objectives (page 8), they provide thisstraightforward need:

The exact same wording appears again in the requirements checklist on page 25.By listing this requirement twice we have to replicate our answer, creating morebulk for your evaluators to process.

There’s a related problem here, too, which is the absence of certain requirementsfrom the checklist. For example, on page 7, the Library makes an important pointabout testing:

But this requirement is nowhere to be found in the Checklist. Why?

Page 30 has the city’s desired Technology Reference architecture. We know youneed vendors to comply with certain frameworks and requirements to ensureoperational reliability and cybersecurity needs are met. But this massive checklistis an example of technology bloat that could disqualify otherwise competentvendors. The checklist includes puzzling details like “does your technologyinteroperate with drones?” Save detailed inquiries like these for your shortlistvendors.

Lastly, the best RFPs make it clear in the first page or two when the bid is due andhow. The Dallas Public Library buries that information with their response forms,much later in the RFP. This makes it challenging to quickly assess if a proposalresponse can be slotted into the vendor’s proposal-writing schedule.

Spoiler alert: Although Interpersonal Frequency bid on this opportunity, we did not win.


2020 | Version 4.1 Technology Acquisition RFCSP Page 1 of 58

City of Dallas

Request for Competitive Sealed Proposals (RFCSP) Project Title: Library Website Design & Digital Presence

Buyer Solicitation Number: BTZ21-00016542


Scope of Work

I Introduction, Purpose and Intent The City of Dallas and the Dallas Public Library (the Library, DPL) requests proposals to provide technical services for website design, hosting and support, content management, user optimization services, as well as integration with current set up and flexibility to migrate to multiple Integrated Library System (ILS) platforms. This solicitation is also accepting proposals for optional add-on platforms and functionality that enhance the Library’s digital presence and user experience.

The term for this agreement will be sixty (60) months. This project will facilitate the redesign of the Dallas Public Library website and create dynamic tools for continued maintenance and evolving design. Qualified firms may indicate interest by submitting responses as detailed in this Request for Competitive Sealed Proposals (RFCSP).

Project Background

In 1899, the Dallas Federation of Women's Clubs conceived of a public library after it was determined that the City’s future vitality depended upon having this free resource available to residents. Grassroots fundraising and a grant from Andrew Carnegie established the first library building in 1901 with a head librarian, three assistants, and less than 10,000 volumes. A second library branch opened in 1914, and four more in the 1930s, including a library for the city’s previously unserved African American population. In World War II, the library was fully established as a War Information Center, but by the 1950s the Carnegie Library was overused and overcrowded, and a new modern library was built on the same site and opened in 1954.

In 1962, Lillian M. Bradshaw was named Library Director, the first woman to lead a major public library in the U.S. She ushered in an era of transformation for DPL, improving its geographic breadth with 17 additional branches during the 1960’s and 1970’s. In response to emerging technology and space issues, an updated eight-story library building was opened in 1982, later named the J. Erik Jonsson Central Library. It was one of the first libraries in the nation to include an Online Public Access Catalog (OPAC).

Today, the DPL system consists of the Central Library and 29 neighborhood branches, that span the geographic breadth of the City, conveniently located in neighborhoods, schools, and even a shopping mall. In fiscal year 2020 DPL had a staggering 8.5 million visitors, both online and in-person, over 8,900,000 materials circulated despite branch closures, and over 162,00 program attendees, Dallas Public Library is more than books – it is a safe haven for a free democratic society, offering a lifetime of enrichment and education for all.

DPL commits to strengthening communities by connecting people, inspiring curiosity, advancing lives, and working for racial equity. DPL strategically offers programs and services that help Dallas residents grow, throughout all of life’s stages. The Library’s website, www.dallaslibrary.org, serving as the digital gateway to library’s services, programs, and collections.

Though the DPL has been looking to update the website for some time, having the chance to do so after an event, such as COVID-19, facilitated a new set of needs and a new way of thinking


about online platforms and services. This project should result in a website that promotes the dynamic and evolving services DPL offers, provide staff tools to keep the website up to date and inviting, while providing an easy, user-focused experience.

Current Website

The current website being large and complex, makes it difficult to navigate through the site and find content. Though much of what can be accessed from www.dallaslibrary.org appears to be one platform, it is in actuality delivery via multiple platforms and vendors. The current integration of these systems is severely lacking, creating a fragmented and confusing user experience (UX).

Considering the website has become a lifeline and a first point of contact for many DPL customers, it is critical for the site to properly integrate with library platforms, while also providing easy navigation and searching. As March 2020 came to a close, DPL staff and customers became increasingly familiar with and curious about the Library’s website offerings and limitations.

To keep pace with the growth of digital information access, DPL is looking for updated and forward-thinking Information Architecture (IA), User Experience (UX) and Content Strategy. The vision is to greatly simplify discoverability and provide the optimal UX for customers, while having the proper tools for content management and continued growth.

Below is partial list of current online resources with links for more detail: Polaris ILS E-Services

https://dallaslibrary.overdrive.com/ Hoopla PressReader Flipster

Databases: (This section of dallaslibrary.org includes links to many subscription databases) The patrons must be authenticated through Polaris, but the links to the databases can be organized in a more useful way on dallaslibrary.org.

http://catalog.dallaslibrary.org/polaris/search/misc/esources.aspx?ctx=1.1033.0.0.6

WordPress: Proposers should outline their possible levels of integration with this service, or if these services are included in to the same degree in the proposal.

Booked Solid http://dallaslibrary2.org/blogs/bookedSolid/

Homeless Engagement Initiative http://dallaslibrary2.org/homeless/

Marion Butts: Lens on Dallas http://dallaslibrary2.org/marionbutts/

http://www.dallaslibrary.org/

https://dallaslibrary.overdrive.com/



http://dallaslibrary2.org/blogs/bookedSolid/

http://dallaslibrary2.org/homeless/

http://dallaslibrary2.org/marionbutts/


MySQL Searchable databases to be integrated http://dallaslibrary2.org/dallashistory/mapsearch.php (not useable – includes deprecated code after upgrade from PHP5 to PHP7)

Niche Academy: A script is added to include tutorials tab on every page of the website. SiteImprove: The Dallas Public Library currently works with SiteImprove for analytics, ADA compliance, and to better manage and update the website. Proposers should outline their possible levels of integration with this service, or if these services are included into the same degree in the proposal.

The Dallas Public Library wants to increase customer engagement, both on and off the website. To do that, it is critical for the Library to have constant access to reports concerning expired links or ADA compliance, as well as have access to the site’s analytics, giving DPL the opportunity to make informed decisions on content.

II Pre-Proposal Meeting Schedule, Questions, and Inquiries During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A preproposal meeting will be held by the City whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The preproposal meeting will be the only time when proposers and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be address to the assigned Buyer. Proposers may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically, the City will respond to all questions by way of addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication. The deadline for the submission of questions is (time): 5:00 PM CDT on Date: JUNE 9, 2021.

III Proposal Submittal Requirements

As part of the response to this solicitation, please provide examples and reference information (including company name, project name, company contact name, phone number, e-mail address) demonstrating experience in the areas listed below:

• Work with Non-Profit, public sector, higher education, and/or Library organizations. • Examples of start-to-finish work that helped organizations solve complex UX needs that

included providing simplified ways of curating and surfacing related content. • Examples of clear, data- and research-driven methodology for web development and UX

design. • 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.

http://dallaslibrary2.org/dallashistory/mapsearch.php

https://dallascityhall.bonfirehub.com/login


IV Scope of Work

The City of Dallas expects the project schedule to be informed by the Scope of Work listed below. The Scope of Work details major phasing for milestone delivery and invoicing. While this Scope has been designed to satisfy the objectives of this project, the Library may consider suggestions for different or additional phase details. Note that the first three phases, Discovery, Design, and Prototype Page Design, are anticipated to take no more than 6-9 months.

Throughout the project, the selected vendor will be expected to attend key meetings upon request with The Dallas Public Library to communicate project status and findings. Virtual attendance is acceptable. For each phase, it will be required that detailed notes of meetings be recorded and presented as part of the project documentation.

The following are inclusive but not necessarily an exhaustive list of requirements and deliverables for each phase. If the responding vendor follows methodologies and process which includes additional or different steps, phases, or deliverables, please include that in the proposal response.

User Acceptance Testing is expected at all applicable phases, and the testing deliverable will be in the form of a findings report for each applicable phase.

Discovery Phase:

The following is an inclusive but not necessarily exhaustive list of requirements and deliverables for the Discovery Phase:

Requirements:

o Performing interviews to understand Library’s mission, vision and key business drivers and how these criteria inform project objectives.

o Working with internal Library teams, conduct a website audit which will be used to identify the core content, prioritize content, eliminate duplicate and outdated content as well as inform the new IA and UX.

o Developing and administering a customer survey about critical website features o Working with the Library team, identify and analyze the Library’s online

resources and their potential for integration into dallaslibrary.org. The challenge is that Library online services are provided via multiple platforms and vendors with varying API availability or completeness.

o Reviewing historic web analytic data to inform IA to meet our objectives. o Developing a detailed project schedule.

Deliverables:


o Deliverable will include both a Findings Report outlining recommendations for meeting project goals and an outline of the proposed IA.

o Detailed Project Schedule.

Design Phase:

The following is an inclusive but not necessarily exhaustive list of the requirements, desired features, and deliverables for the Design Phase:

Requirements:

o Conduct necessary user research and usability testing throughout the life of the project to achieve objectives.

o Redesign dallaslibrary.org to modernize the design and UX. o The design process will include review and revision cycles as needed to achieve

approval of final design. o Ensure the new IA and UX aligns with search engine optimization best practices. o Develop new, refined IA which will:

prioritize content. simplify discoverability. provide the optimal UX to Library patrons.

o Align the new design with World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG 2.1 (Level AA)), Section 508 of the US Rehabilitation Act, and the fundamentals of Universal Design to provide optimal accessibility to all of our users.

o Provide guidance on industry best practices for translated content.

Desired Features:

o Single-Sign On: Proposer will work with the Library and its development partner in creating a single-sign-on UX solution for the various online resources accessed through dallaslibrary.org. UX will address registration, sign-in, sign-out, and login status throughout the session.

o Patron Portal: Proposer will design a UX for personalization features that could take the form of a “Patron Portal.”

o Customized Content Display: Once patrons have signed into their account, the content (materials, events, programs, and resources) displayed is based on their personal preferences.

o Search: Design the optimal user search experience on dallaslibrary.org that will return results from disparate sources such as: dallaslibrary.org, catalog.dallaslibrary.org, blog posts, Events Calendar, and Articles & Research databases.

Deliverables:

o Detailed design layouts for all page and feature templates.


o Detailed functional specifications. o Usability test results and related data.

Beta testing for staff and public focus groups at all stages of development.

Prototype Page Design Phase

The following is an inclusive but not necessarily exhaustive list of the elements of the Prototype Page Design Phase. This list includes all of the deliverables necessary to begin building the site in the CMS. Note that layers in documents must be clearly labeled and contain only the necessary assets.

Deliverables:

• Page Prototypes: Design, create, and deliver layered- original Adobe Creative Suite files

which serve as a non-functional Prototype for each page type. • Graphic Assets:

Original, editable, layered files for all necessary graphic assets. • Style Guide:

A comprehensive website style guide that can be edited by the Library on an ongoing basis.

Support During the Building Phase

The following is an inclusive but not necessarily exhaustive list of the elements of the Support During the Building Phase:

• Review and Validation Implementation to be performed by the Library’s development partner and

the Library, with the vendor lending support as needed to ensure the integrity of the design.

Proposer to review prototypes of all page types in the staging environment during the Building Phase to validate integrity of design.

Launch and Post Launch Support

The following is an inclusive but not necessarily exhaustive list of the elements of the Launch and Post Launch Phase:

• QA and Testing Ensure integrity of design via robust QA and testing support through

launch and post launch

Proposer should clearly address how it plans to accomplish each element of the Scope of Work in the RFCSP response, as well as provide a preliminary project schedule. This will be key documentation that the Library will be using to evaluate the quality of the submission.


IV.1 Functional Requirements The City has initiated a Request for Competitive Sealed Proposals to identify a qualified vendor or team of vendors to partner with the Library on the redesign of the library’s primary domain, as well as the creation of a digital content strategy and identity. This includes planning, design and execution of a modern design and user-friendly navigation experience for the Dallas Public Library website (dallaslibrary.org) Responsive design, search optimization, UX/UI best practices, in addition to integration with Polaris ILS, current content vendors, and social media, with detailed analytics must be incorporated into the completion of this project. Vendors will be required to demonstrate their experience and capabilities via virtual presentation once all written proposals have been received. Each written proposal should include information for the City of Dallas to access a profile or demonstration site. This access must be granted until the contract is awarded and fully executed. Vendors will be asked to demonstrate their capabilities, in relation to the project objectives, optional functionalities, and scope of work. The awarded vendor(s) should include a complete list of software, databases, web components and ongoing costs associated with the development, support, hosting and maintenance of the website. In order to bring specific expertise and experience to the project, it is acknowledged and anticipated that collaborations with other vendors will likely occur; however, one vendor must be designated as the project lead. Objectives:

• Creation of a digital content strategy and identity that is based on the Library’s goals, best practices, and the desired outcomes.

• Creation of UX/UI that is responsive to the customer’s device, including desktop, laptop, tablet, or other mobile device with a focus on a clean, elegant, user-centric design.

• Provide a seamless and integrated experience of the Library’s catalog into the primary domain. Providing access to customer accounts, the catalog, and resources via a single, easy-to-use Library-branded online environment. Supporting attractive displays of library-centered content such as book lists, program marketing, and digital resources.

• Use of a content management system or other site management feature that allows DPL staff to make frequent site updates. Must be user-centric and easily updateable solution for providing online-help for the Library staff.

• Capacity to integrate various third-party platforms and blogs. • Fully indexed and optimized website search capabilities with improved discovery and

access of Library information, collections, resources and content via internal search and external search engine optimization.

• Capable of granular permissions for access. • Create a UX that supports the needs of Library patrons who require accessibility tools to

use the site, incorporating the WCAG 2.1 (Level AA) standard adopted in February 2018.


• Provide guidance on industry best practices for translated content as well as various languages for translation and options for custom translation based on local needs.

• Provide analytics on site usage which will allow the Library to see how users access the site and it is used.

• Website must be able to grow / integrate / adapt to future devices / technology as they are developed.

• Support a contactless “always on” Virtual Assistant (aka chatbot) to allow customer to request and/or inquire about library services 24/7. Desired functionality of the Virtual Assistant includes utilizing the overall website search engine in addition to the configurable FAQs native to the Virtual Assistant to respond to our Citizens’ requests and/or inquires.

• Support integration with AI-powered personal virtual assistant (ie. Amazon Alexa, Google Assistant etc.) to allow customers with these devices or mobile phones with these capabilities to request and/or inquire about library services 24/7.

• The selected vendor must provide training to Dallas Public Library staff on how to maintain and update the website through the Content Management System (CMS). Training manuals will be provided and regularly updated by vendor for Dallas Public Library staff.

Content: Dallas Public Library wants a partner that can create a strategy and content plan based

on best practices and user experience. This content plan will allow Dallas Public Library to deliver content to key customers easily and efficiently, in a visually appealing way that is consistent with Dallas Public Library branding. UX must be clean, fast and easy to use, regardless of whether the portal is desktop, tablet or mobile. Particularly critical is mobile UX/UI. While Dallas Public Library will be responsible for the majority of content creation, it is looking to its partner for recommendations on best practice, design and functionality of site content language and design. The site should use a CMS that is both accessible to basic users with full functionality for advanced needs.

Design: The website should have a fresh, modern design and color palette. The overall design of

the website should highlight relevant content, including, but not limited to, online programs and events, contacts, digital resources, book lists and recommendations). The website must be capable of hosting embedded applications that include, but are not limited to, the Polaris OPAC, Word Press, and third-party databases/resources.

The new website should begin with a homepage crafted around easily finding the information or kind of information the Library provides. It is important that the appropriate contact information be easily accessible, considering there are now 30 locations in the Dallas Public Library System. Optional Platforms and Functionality: Dallas Public Library recognizes that an organization’s digital spaces have become crucial to success. As a part of this website redesign, optional opportunities may be accepted as part of the website proposal or as a stand-alone product(s), for consideration if within range of allocated funding. These items must further assist in achieving our goals, by improving staff tools and customer experience. The awarded Proposal for Optional Platforms and Functionality, is not


required to bid on website design services but must integrate and function with primary vendor redesign applications.

• Digital Asset Management (DAM) - The Library’s digital archive is vast, and a new digital asset management tool is desired to easily manage and update as needed. Contents of digital archive must be made accessible to library cardholders. Integration with ILS and website is required. Analytics and reporting on use of digital assets is highly preferred. The DAM must organize, store, create, catalog, and share current and future digital assets, while supporting multiple digital file content types, including, but not limited to, .jpg, .tif, .mp3, .mp4, video, .pdf

• Mobile Application - Must integrate with the Polaris ILS and follow the established branding of the website redesign project. With the purpose of improving the customer’s experience using the Library’s digital resources, an ideal app would include:

o Available for Android and iOS devices and downloadable from the respective app stores

o Kindle compatibility is desired, please detail what devices are compatible, if applicable

o Intuitive function and design o Single sign-on o Impressive catalog search features and result yields o Integration with databases, events calendar, room reservation, and/or marketing &

communication tools o Curbside service communication tools o Customer self-checkout o Push notifications with opt in/out capability of library events, book availability

notifications, book return reminders, etc. to be supported by the app for improved customer service

o Texting service, with consent capability, of library events, book availability notifications, book return reminders etc. to be supported by the app for improved customer service

• Public Access Catalog (PAC) Enhancements: Must integrate with the Polaris ILS and follow the established branding of the website redesign project. Enhancements can include but are not limited to:

o Discovery layer o Impressive catalog search features and result yields o Authentication – single sign-on for account and databases o Cover art o Patron Book Review tools o Patron Socialization

• Events Calendar - Must follow the established branding of the website redesign project. With the purpose of improving the customer’s experience using the Library’s digital resources, an ideal events calendar would include:

o Intuitive UI for end users (public and unit staff) o Good marketing integration (social/website) o Robust & variable reports/stats o Flexibility (system vs. facility settings, online spaces, etc.)


o Allow the use of multimedia, embedded links, etc. o Engaging, attractive, modern interface o Platform stability o Consistent language across use cases o RSS feeds by location, program type, program audience

• Room Reservation - Must follow the established branding of the website redesign project. With the purpose of improving the customer’s experience using the Library’s digital resources, an ideal room reservation software would include:

o Intuitive UI for end users (public and unit staff) o Marketing & Communication Tools integration o Robust & variable reports/stats o Flexibility (system vs. facility settings, online spaces, etc.) o Engaging, attractive, modern interface o Platform stability o Consistent language across use cases o Robust study rooms/short term reservation functionality o Integrated payment system

• Marketing & Communication Tools - Increasingly more important, with events, new materials, and general announcements, libraries are pro-actively communicating more now than ever. The Library’s goal is to connect customers more easily with all the library has to offer. Requirements include, relevant one-to-one and one-to-many communications including but not limited to e-Newsletters, testimonials, form submittals, surveys, etc.; analytic and/or survey data collected from such communications should be exportable to other database software (such as Excel or Access). Preferred functionality would include suggestions of materials and programs to customers based on past interest, pro-active and solution-based communication tools for card signup and renewal, as well as easy to use tools to produce attractive marketing.

• Staff Recommendations - Dallas Public Library currently provides a staff recommendation service called DPL What’s Next. With this service Personal Librarians recommend various materials for customers to enjoy. Currently, Personal Librarians curate and display lists using Linked Data. The library is looking for a robust and attractive tool to display and track usage of these lists.

• Online Help and User Guides: Design a user-centric and easily updateable solution to providing online-help for the Library’s digital resources.

• Online Customer Service Chat and Knowledge Base: Online and/or mobile application chat capabilities to allow customers to speak to library staff directly. Desired functionality includes integration with an “always on” virtual assistant (aka chatbot) to allow customers to request and/or inquire about library services when staff are not online. The option of a Knowledge Base is highly desired to support library staff as they find and provide answers quickly or resolve any issues the customer is experiencing.

• Data Analytics and Workflow Management Tools: Considering the Library industry is moving more and more into the digital world; data analytics and workflow management have become vital to truly understanding and communicating the Library’s reach. Data is needed to justify both funding and programs. Collaborations between marketing and technology teams within and outside of the Library are required to create a digital


presence that is engaging and topical. Tools to manage this complex workflow and understand how customers and staff engage with the technology is highly desired.

• Image Packages - Images have increasingly become important for libraries, as content creation has become a lifeline during COVID-19 for both customers and staff. If image packages are included in any other bid item, please include this in the proposal.

IV.2 Technical Requirements The Vendor is requested to provide information on all the below sections, once not applicable should be stated and a reason for not responding to any section(s) should be stated) The Technical Requirements are constructed to correlate to the City of Dallas Technology Reference Architecture (TRA) and to determine a Proposers ability to provide Technical capabilities. When proposing a response to this RFCSP, the Proposer must address all subsections of the Technical Requirements for the proposed solutions and services supporting City of Dallas needs. The Technical Requirements are provided as an addendum to this RFCSP. Proposers are expected to respond to each of the statements in the Technical addendum and the detailed TRA Checklist.

IV.2.1 City of Dallas Technology Reference Architecture (TRA) The TRA is a compact, comprehensive, abstract illustration of the technology components and business processes supporting City operations. The TRA has been developed to provide guidance on how solutions should deploy and operate within the City’s Information Technology (IT) environment. The TRA serves as a reference for the specific architectures that Proposers may implement to solve City business objectives. The TRA is composed of six interrelated domains and provides the foundation for the delivery of service to the City of Dallas. For more information pertaining to the TRA, Proposers are encouraged to visit the Department of Information & Technology Services webpage at dallascityhall.com. The TRA is shown in Appendix A.

IV.2.1.1 Technology Reference Architecture (TRA) Checklist Proposers are required to complete a City of Dallas Technology Reference Architecture (TRA) Checklist as part of their proposal response. The TRA Checklist assists the City in understanding the scope, capabilities, technical implementation and deployment features of the proposed solution. The TRA Checklist is located on the City’s website at:


https://dallascityhall.com/departments/ciservices/Pages/enterprise-architecture.aspx

IV.2.2 Technical Requirements Domain Proposers are required to respond to technical requirements pertaining to the domains of • Data Management. • Application Management • Infrastructure Management (including Server and Network Services) • Security Management • Service Management • Program Management • Disaster Recovery and Business Continuity Management Proposers are encouraged to reference the diagram for the City of Dallas Technical Reference Architecture displayed in Appendix A of this document. A discussion of the City’s security and privacy environment is provided in Appendix B. Standards necessary for supporting technical requirements are noted in Appendix C of this document.

IV.2.3 Methods of Delivery The Proposer is expected to provide the City information on all of the following delivery options for the considered solution and other possible methods of delivery:

IV.2.3.1 Premise-based The City encourages the Proposer to present a premise-based solution; all servers will be provided by the Proposer, installed at City location(s) and maintained as part of the enterprise. The solution (all hardware and software) is owned by City and is often viewed as a capital expense. Cities maintain control of the servers and maintain their security.

IV.2.3.2 SaaS (Software as a Service) The City encourages the Proposer to present a SaaS, an on-demand and a hosted model. In this case the Provider licenses an application that is hosted at a remote location (i.e., Network Operations Center) to customers through a subscription model, generally a monthly or yearly fee. This approach can also take into consideration a “cloud computing” model where all of the technology is in the “cloud” and accessed over the Internet as a service.

IV.2.3.3 Hybrid Model


The City encourages the Proposer(s) to present a hybrid model in which the solution (hardware / software) is hosted at the City location and the provider will perform the day-to-day responsibility of managing (maintain and support) the software/hardware for the City. The managing of the solution could be either through onsite presence or remote. The provider’s expertise and experience in this subject area is important for more efficient operations. The City encourages the Proposer(s) to share details on all 3 approaches. and other additional approaches that meets the City’s functional needs. All proposed approaches should meet the City’s technical requirements and the data centric architecture approach. At all points the City of Dallas will have ownership of its data and should be able to access or be provided the required data to support the proposed service or other services deemed necessary to access the information. If otherwise the vendor should state the reasons (functional and technical), as to why they cannot meet the City’s requirements.

IV.2.4 Platform Administration/ Professional Service The proposer is expected to provide the City with platform administration (maintain & Run). System administration and maintenance of implemented platform, as well as the addition of new software components if needed, is expected to be provided by the proposer based on the method of delivery (Section IV.2.3) adopted.

IV.2.5 Data Management The proposer is expected to provide the City with details on their approach to the following Data Management areas; • Data Governance • Data Architecture • Data Quality • Data Security • Data Operations • Meta Data Management • Master Data Management Please refer to Appendix C for the City’s Data Management Strategy.

V Communication The need to respond quickly and clearly is essential to the City. Email or text communication by the City must be answered within twenty-four (24) hours. Phone calls from the City must be answered within two (2) hours. Other written correspondence (letters by common carrier) by the City must be answered within three (3) business days.


VI Commencement Date The Contract shall commence on the date of award by the Dallas City Council and upon the execution of the Contract.

VII Award Method – The City’s intent is to award this solicitation in its entirety, but the City reserves the right to award in the method that is most advantageous to the City. The City reserves the sole discretion to determine whether a solicitation response is responsive. City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of City. Late bids will not be considered for award.

VIII Location and Invoicing – The City shall pay invoices in 30 days. In order for the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract. Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided • Contact information of City staff who placed order (name, phone number, department) • Date of order or Service • Detailed description of each service • Price good or services (charges for all services covered by this contract are to be

separately stated and explained • Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow this procedure risk having the contract with the City cancelled.

IX Ownership All work products, including but not limited to strategy documents, site design, content, coding, and graphics, will be the sole property of the City of Dallas.

X Evaluation Criterion The evaluation criterion is relatively standard, consult with the buyer if changes are required to be made to this section.

1. Experience – 35 points Note: Can provide project team resumes and 3-5 examples of similar projects completed.

2. Approach – 30 points 3. Cost– 35 points


XII. Documents Submitted with Proposal or upon Request

1. Business Information Form (OPS-02) 2. Conflict of Interest Policy and Questionnaire (OPS-06, State Form CIQ) 3. Statement of Insurability and Quote (OPS-04) 4. Copy of contractor’s internal affirmative action plan or policy 5. Living Wage Affidavit (OPS-3) 6. Sample Contract with markups 7. Any other City documents as required

XIII Opening of Proposals All proposals shall be in the office of the Office of Procurement Services Department no later than the proposal due date and time shown on the RFCSP Signature Page. Proposals will be opened by the City at 2:00 p.m. the day following the due date to avoid disclosure of contents to competing proposers. Proposer names will be publicly read. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

XIV Review of Proposals 1. The City will review and evaluate the proposals submitted to determine if submitted

proposals demonstrate the required experience and qualifications to fulfill the obligations of the services identified in this RFCSP. Vendor Presentations are anticipated to take place on upon request. Proposers will be notified by the buyer as to the location and times of presentations.

2. The City may conduct all necessary inquiries or investigations, including but not limited to, contacting references to verify the statements, documents, and information submitted in connection with the Proposal. The City may also seek clarification from the referenced Proposers about any financial and experience issues.

3. Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas.

XV Proposal Pricing 1. Proposed pricing shall be firm for the entire contract. The Contract shall commence on the

date of award by the Dallas City Council and upon the execution of the Contract.


2. Costs not included or calculated in the applicable unit prices as proposed will not be paid by the City, regardless of the intentions of the proposer when the proposal was submitted and regardless that those costs were actually incurred.

XVI Insurance and Bonding Requirements The successful contractor will be required to purchase, within fifteen days of award, and maintain, during the term of the contract, insurance as described in Attachment 1 and agrees to the indemnification agreement therein.

XVII Discussion with Reasonably Qualified Proposals

1. The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the proposers determined by the evaluation criteria to be reasonably viable to being selected for award. If discussions or interviews are held, the buyer may request best and final offers. The request for best and final offers may include:

• Notice that this is the opportunity to submit written best and final offers • Notice of the date and time for submission of the best and final offer • Notice that if any modification is submitted, it shall be received by the date and

time specified or it will not be considered • Notice of any changes in the Proposal requirements

2. Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the City, considering price or cost and the evaluation factors in the RFCSP.

3. After the most advantageous proposer(s) has been identified, Contract negotiations may commence. If at any time Contract negotiation activities are judged to be ineffective, Office of Procurement Services will cease all activities with the proposer and begin Contract negotiations with the next highest ranked proposer. This process may continue until either both the proposer and Office of Procurement Services executes a completed Contract or Office of Procurement Services determines that no acceptable alternative proposal exists.

4. The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications, a Contract based on initial proposals received. Therefore, each proposal should contain the Proposer’s best terms from a price and technical standpoint. Also, only proposers submitting a proposal will be notified of any communications after the RFCSP closing.

XVIII Rejection or Acceptance of Proposals

1. This RFCSP does not commit the City to award any Contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP.


2. The City will require the recommended proposer to sign the necessary Contract documents prepared by the City Attorney's Office. A sample Contract is included as an attachment. Proposer must take exception to any term of the Contract to which it will not agree in its proposal.

XIX Late and Withdrawn Proposals Proposals are required to be submitted electronically at using the City procurement website https://dallascityhall.bonfirehub.com/login. The system will not accept submittals after the due date and time and hard copy submittals are not permissible.

XX Confidentiality Any information deemed confidential, shall be clearly noted as such on each page of the solicitation response. City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Proposals will be opened by the City to avoid disclosure of contents to competing Respondents and kept secret and confidential during the solicitation process and prior to award. Respondents who include information in a proposal that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the proposal “trade secret” or “confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a proposal, the Proposer shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

XXI Disqualification of Proposers Proposers may be disqualified for, but not limited to, the following reasons:

• Reason to believe collusion exists among the proposers • The proposer is involved in any litigation against the City of Dallas • The proposer is in arrears on an existing contract or has failed to perform on a previous

contract with the City of Dallas

XXII Permits Required by Law Contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

https://dallascityhall.bonfirehub.com/login


XXIII Records and Audit The Contractor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized by this Contract. These records shall be retained for a minimum of two years after the conclusion of the Contract. The City reserves the right to audit any records it deems necessary for the execution of this Contract.

XXIV Assignment of Contract The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract of any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City. Should the Contractor assign, transfer, sublet, convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

XXV Default by Contractor The following events shall be deemed to be events of default by Contractor under the Contract:

• Contractor shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors;

• Contractor attempts to assign the Contract without the prior written consent of the City; • Contractor shall fail to perform, keep or observe any term, provision or covenant of the

Contract; or • Contractor fails to properly and timely pay Contractor personnel, suppliers or other

contractors and the failure impacts the City or its Facility in any manner. In the event a default occurs, the Director shall give the Contractor written notice of the default. If the default is not corrected to the satisfaction and approval of the Director within the time specified in such notice, the City may immediately cancel the Contract. At the direction of the Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract. The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost anticipated profits if the City cancels or terminates the Contract. No Waiver: No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

XXVI Termination


The City may terminate this agreement in whole or in part by giving thirty days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such termination notice.

XXVII Miscellaneous 1. After executing the Contract, no consideration will be given to any claim of

misunderstanding. 2. Proposers shall submit with the Proposal, the required Contractor’s qualification statement

with supporting information as stated herein along with all other supporting documentation requested.

3. Proposers shall thoroughly familiarize themselves with the provisions of these Specifications and the Facilities.

4. The City reserves the right to reject all Proposals and to waive any minor irregularities. 5. A Proposal may be disqualified if the corporation or individual Proposer is in arrears or in

default to the City for delinquent taxes or assessments or on any debt or Contract, whether as defaulter or bondsman; or who has defaulted upon any obligation to the City by failing to perform satisfactorily any previous agreement or Contract within the past seven years. Also, Proposers may be disqualified for poor prior performance on similar Contracts with other entities.

6. The Contract with the Contractor will be drawn by the City and may contain such other provisions as are deemed necessary to protect the interests of the City.

7. The Contractor agrees to abide by the rules and regulations as prescribed herein. The Contractor will, in all solicitations or advertisements for personnel to perform services under the Contract, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or national origin.

8. If either party hereto is prevented from completing its obligations under the Contract by act of God, strike, lockout, material or labor restrictions by any governmental authority, civil riot, flood, or any other cause beyond the control of the parties hereto, then such party shall be excused from such performance for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof.

9. The section headings in these Specifications are for convenience in reference and are not intended to define or limit the scope of any of the conditions, terms or provisions of these specifications.

10.Should any question arise as to the proper interpretation of the terms and conditions of these specifications, the decision of the City Attorney or his authorized representative shall be final.

XXVIII Conflict of Interest CHARTER XXII Sec. 11 FINANCIAL INTEREST OF EMPLOYEE OR OFFICER PROHIBITED (a) No city official or employee shall have any financial interest, direct or indirect, in any contract with the city, or be financially interested, directly or indirectly, in the sale to the city of


any land, materials, supplies or services, except on behalf of the city as a city official or employee. Any violation of this section shall constitute malfeasance in office, and any city official or employee guilty thereof shall thereby forfeit the city official’s or employee’s office or position with the city. Any violation of this section, with knowledge, express or implied, of the person or corporation contracting with the city shall render the contract involved voidable by the city manager or the city council. (b) The alleged violations of this section shall be matters to be determined either by the trial board in the case of employees who have the right to appeal to the trial board, and by the city council in the case of other employees. (c) The prohibitions of this section shall not apply to the participation by city employees in federally-funded housing programs, to the extent permitted by applicable federal or state law. (d) This section does not apply to an ownership interest in a mutual or common investment fund that holds securities or other assets unless the person owns more than 10 percent of the value of the fund. (e) This section does not apply to non-negotiated, form contracts for general city services or benefits if the city services or benefits are made available to the city official or employee on the same terms that they are made available to the general public. (f) This section does not apply to a nominee or member of a city board or commission, including a city appointee to the Dallas Area Rapid Transit Board. A nominee or member of a city board or commission, including a city appointee to the Dallas Area Rapid Transit Board, must comply with any applicable conflict of interest or ethics provisions in the state law and the Dallas City Code. (Amend. of 8-12-89, Prop. No. 1; Amend. of 8-12-89, Prop. No. 15; Amend. of 11-4-14, Prop. Nos. 2 and 9) 11HAPTER XXII.1

XXIX Indemnity The selected Proposer agrees to defend, indemnify and hold the City, its officers, agents and employees, harmless against any and all claims, lawsuits, judgments, costs, and expenses for personal injury (including death), property damage or other harm for which recovery of damages is sought, suffered by any person or persons, that may arise out of or be occasioned by the selected Proposer’s breach of any of the terms or provisions of the contract, or by any other negligent or strictly liable act or omission of the selected Proposer, its officers, agents, employees, or subcontractors, in the performance of the contract; except that the indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence or fault of the City, its officers, agents, or employees and in the event of joint and concurrent negligence or fault of the selected Proposer and City, responsibility, and indemnity, if any, shall be apportioned comparatively in accordance with the laws of the State of Texas, without waiving any governmental immunity available to the City under Texas law and without waiving any defenses of the parties under Texas law. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any other person or entity.

XXX Wage Floor Rate Requirement


1. On November 10, 2015, the Dallas City Council passed Resolution 15-2141 which requires prime contractors, awarded general service contracts valued greater than $50,000, and first-tier subcontractors on the contract to pay their employees rendering services on the contract a wage floor of not less than $12.38 per hour.

2. Pursuant to Resolution 15-2141 the wage floor requirement for all general service contracts

greater than $50,000 shall be effective immediately on all new contracts awarded after November 10, 2015. Contractors bidding/proposing on general service contracts shall take into consideration such wage floor requirements in their bid/proposal. The wage floor requirement for the City of Dallas’ general service contracts shall be derived from the most current Massachusetts Institute of Technology Living Wage publication and shall remain fixed for the term of the respective contract. The City reserves the right to audit such contracts for compliance with the wage floor requirement as mandated by Resolution 15-2141. This requirement does not apply to construction contracts in which prevailing wage of employees is governed by the Davis-Bacon Act as defined in the Texas Local Government Code 2258, purchase of goods, procurements made with grant funds or procurements made through cooperative and/or inter-local agreements.

3. The purpose of this policy is to promote an acceptable wage floor for working families in the

City of Dallas, increase the level of service delivered to the City through specific contracts and reduce turnover in such contracts thus maintaining a continuous and consistent level of service for vested parties.

4. The City Manager shall use the following definitions to administer the benefactors of the

“wage floor” for purposes of the referenced resolution: • "City" means the City of Dallas, Texas. • "General Services Contract" means any agreement between the City and any other

Person or business to provide general services through an awarded City contract valued greater than $50,000. A General Services Contract for purposes of the Resolution does not include (i) a contract between the City and another governmental entity or public utility, (ii) a contract subject to federal or state laws or regulations that would preclude the application of the application of the wage floor, (iii) or a contract with all services under the contract performed outside of the City of Dallas.

• "Subcontractor" means any Person or business that has entered into its own contract with a prime contractor to perform services, in whole or in part, as a result of an awarded City general

• "Employee" means any person who performs work on a full-time, part-time, temporary, or seasonal basis, including employees, temporary workers, contracted workers, contingent workers, and persons made available to work through services of a temporary services, staffing or employment agency or similar entity.

XXXI Wage Floor Reporting Requirements Contractors awarded City general services contracts as described in the wage floor rate requirement section of this specification shall be required to provide the buyer the residential zip


code and respective number of employees directly impacted by the wage floor requirement ten days after Council approval and on January 1st. but not later than January 31st. for the term of the contract. The Contractor shall submit the report to the contract administrator during the established period.

XXXII Wage Floor Compliance Requirements Contractors submitting a response to a solicitation for general services must comply with the wage floor requirement to be consider responsive. The City may request that Contractors, at any time during the pre- or post-award process, demonstrate compliance with the wage floor requirement. Contractors not compliant with the wage floor requirement will be deemed nonresponsive and will not be considered for award. Contractors awarded general service contracts must comply with the wage floor policy and reporting requirements for the term of the contract, failure to remain in compliance may result in breach of contract.

XXXIII Selection Process The internal team will evaluate all proposals received in response to this RFCSP. After reviewing the proposal submissions, consultants may be selected for in-person interviews/oral presentations. From those presentations and possible interviews, the proposals will be re-evaluated, and final determination will be made. The City of Dallas will pursue negotiations with the top ranked respondent with the goal of entering into a contract.

XXXIV Development Costs Neither City of Dallas nor its representatives shall be liable for any expenses incurred in connection with preparing a response to this RFCSP. Respondents are encouraged to prepare their proposals simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the RFCSP.

XXXV Contract Award Upon selection of a successful Proposer, the City and the Proposer will negotiate a final contract, based on the terms outlined in this RFCSP. A sample agreement, with the general terms for the final contract, is attached as Sample Contract for Services. By submitting a proposal, the Proposer agrees to be bound by these terms and conditions unless otherwise noted in the Submittal. The final contract is subject to City Council approval.


XXXVI Certificate of Interested Parties (Form 1295) All vendors recommended by City staff for a contract pursuant to this RFCSP will be required to comply with Section 2252.908 of the Texas Government Code. Each vendor shall complete Form 1295-Certificate of Interested Parties- for every contract for which they’re recommended. Vendor will complete the form electronically at the Texas Ethics Commission website, https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm , and submit a copy to the buyer before the contract information will be sent to the City Attorney’s Office to draft the contract. Once the terms of the contract are fully negotiated; the recommended vendor has signed the contract indicating agreement with the terms of the contract; and the Form 1295 is on file at the Texas Ethics Commission website with a copy provided to the buyer; the staff recommendation will be placed on a City Council agenda to award the contract.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm


XXXVII Attachments

XXXVII.1 Attachment 1 - Functional Requirements Matrix Instructions: Please use this page to respond to Section IV.1. Failure to use this page or to provide complete information could result in proposal disqualification.

Req# Requirement Meets? Y/N Comments

IV.1.1 Creation of a digital content strategy and identity that is based on the Library’s goals, best practices, and the desired outcomes;

IV.1.2 Creation of UX/UI that is responsive to the customer’s device, including desktop, laptop, tablet, or other mobile device with a focus on a clean, elegant, user-centric design;

IV.1.3 Provide a seamless and integrated experience of the Library’s catalog into the primary domain. Providing access to customer accounts, the catalog, and resources via a single, easy-to-use Library-branded online environment. Supporting attractive displays of library-centered content such as book lists, program marketing, and digital resources;

IV.1.4 Use of a content management system or other site management feature that allows DPL staff to make frequent site updates. Must be user-centric and easily updateable solution for providing online-help for the Library staff;

IV.1.5 Capacity to integrate various third-party platforms and blogs;

IV.1.6 Fully indexed and optimized website search capabilities with improved discovery and access of Library information, collections, resources and content via internal search and external search engine optimization;

IV.1.7 Capable of granular permissions for access;

IV.1.8 Create a UX that supports the needs of our patrons who require accessibility tools to use the site, incorporating the WCAG 2.1 (Level AA) standard adopted in February 2018.

IV.1.9 Provide guidance on industry best practices for translated content as well as various languages for translation and options for custom translation based on local needs;

IV.1.10 Provide analytics on site usage which will allow the Library to see how users access the site and it is used.

IV.1.11 Website must be able to grow / integrate / adapt to future


devices / technology as they are developed;

IV.1.12 Support a contactless “always on” Virtual Assistant (aka chatbot) to allow customer to request and/or inquire about library services 24/7. Desired functionality of the Virtual Assistant includes utilizing the overall website search engine in addition to the configurable FAQs native to the Virtual Assistant to respond to our Citizens’ requests and/or inquires.

IV.1.13 Support integration with AI-powered personal virtual assistant (ie. Amazon Alexa, Google Assistant etc.) to allow customers with these devices or mobile phones with these capabilities to request and/or inquire about library services 24/7.

IV.1.14 The selected vendor must provide training to Dallas Public Library staff on how to maintain and update the website through the CMS. Training manuals will be provided and regularly updated by vendor for Dallas Public Library staff;

IV.1.13 Digital Asset Management (DAM)

IV.1.13a Integration with ILS and website

IV.1.13b Analytics and reporting on use of digital assets

IV.1.13c DAM must organize, store, create, catalog, and share current and future digital assets, while supporting multiple digital file content types, including, but not limited to, .jpg, .tif, .mp3, .mp4, video, .pdf

IV.1.14 Mobile Application

IV.1.14a Must integrate with the Polaris ILS

IV.1.14b Available for Android and iOS devices and downloadable from the respective app stores

IV.1.14c Kindle compatibility is desired, please detail what devices are compatible, if applicable

IV.1.14d Intuitive function and design

IV.1.14e Single sign-on

IV.1.14f Impressive catalog search features and result yields

IV.1.14g Integration with databases, events calendar, room reservation, and/or marketing & communication tools

IV.1.14h Curbside service communication tools

IV.1.14i Customer self-checkout

IV.1.14j Push notifications with opt in/out capability of library events, book availability notifications, book return reminders, etc. to


be supported by the app for improved customer service

IV.1.14k Texting service, with consent capability, of library events, book availability notifications, book return reminders etc. to be supported by the app for improved customer service

IV.1.15 Public Access Catalog (PAC) Enhancement

IV.1.15a Integrate with the Polaris ILS

IV.1.15b Discovery layer

IV.1.15c Impressive catalog search and result yields

IV.1.15d Authentication – single sign-on for account and databases

IV.1.15e Cover art

IV.1.15f Patron Book Review tools

IV.1.15g Patron socialization tools

IV.1.16 Events Calendar

IV.1.16a Intuitive UI for end users (public and unit staff)

IV.1.16b Good marketing integration (social/website)

IV.1.16c Robust & variable reports/stats

IV.1.16d Flexibility (system vs. facility settings, online spaces, etc.)

IV.1.16e Allow the use of multimedia, embedded links, etc.

IV.1.16f Engaging, attractive, modern interface

IV.1.16g Platform stability

IV.1.16h Consistent language across use cases

IV.1.16i RSS feeds by location, program type, program audience

IV.1.17 Room Reservation

IV.1.17a Intuitive UI for end users (public and unit staff)

IV.1.17b Marketing & Communication Tools integration

IV.1.17c Flexibility (system vs. facility settings, online spaces, etc.)

IV.1.17d Engaging, attractive, modern interface

IV.1.17e Platform stability

IV.1.17f Consistent language across use cases

IV.1.17g Robust study rooms/short term reservation functionality

IV.1.17h Integrated payment system


IV.1.18 Marketing & Communication Tools

IV.1.18a Pro-active communication tools

IV.1.18b Relevant one-to-one and one-to-many communications including but not limited to e-Newsletters, testimonials, form submittals, surveys, etc.

IV.1.18c Analytic and/or survey data collected from such communications should be exportable to other database software (such as Excel or Access)

IV.1.18d Suggestions of materials and programs to customers based on past interest

IV.1.18e Pro-active and solution-based communication tools for card signup and renewal

IV.1.18f Easy to use tools to produce attractive marketing

IV.1.19 Staff Recommendations

IV.1.19a Robust and attractive tool to display lists

IV.1.19b Robust tool to track usage of lists

IV.1.19c Linked Data use or integration

IV.1.20 Online Help and User Guides:

IV.1.20a User-centric and easily updateable solution to providing online-help for the Library’s digital resources.

IV.1.21 Online Customer Service Chat and Knowledge Base

IV.1.21a Online and/or mobile application chat capabilities to allow customers to speak to library staff directly

IV.1.21b Integration with an “always on” virtual assistant (aka chatbot) to allow customers to request and/or inquire about library services when staff are not online

IV.1.21c Knowledge Base to support library staff as they find and provide answers quickly or resolve any issues the customer is experiencing

IV.1.22 Data Analytics and Workflow Management Tools:

IV.1.22a Easy to use tools to manage this complex workflow

IV.1.22b Easy to use tools understand how customers and staff engage with the technology

IV.1.23 Image Packages

IV.1.23a Image packages for library use in content creation

IV.1.23b Photographs

IV.1.23c Illustrations


IV.1.23d Animations


XXXVIII Appendix

XXXVIII.1 Appendix A - City of Dallas RFCSP Technology Reference Architecture

TECHNOLOGY REFERENCE ARCHITECTURE The City of Dallas Technology Reference Architecture (TRA) is a compact illustration of the current and future technology elements supporting desired business outcomes at the City of Dallas.

http://dallascityhall.com/departments/ciservices/Pages/reference-architecture.aspx

Figure 1 City of Dallas Technology Reference Architecture (TRA)

http://dallascityhall.com/departments/ciservices/Pages/reference-architecture.aspx


The TRA is constructed of six interdependent functional domains that support service delivery. The TRA elements are:

• Data Services • Application Services • Infrastructure Services • Security Services • IT Service Management • Program Management

Services and solutions deployed in support of City of Dallas operations are to be in alignment with the goals and objectives of the TRA. Proposers offering services and solutions to the City of Dallas are expected to be compliant with the TRA; responses to the TRA checklist should be provided in the excel document format provided. Proposers are expected to provide documentation that illustrates both the High Level Design (HLD), including the architecture of the solution with the main components and their interfaces, and the Low Level Design (LLD) which should include both the logical and functional detailed architectures of the solution. Any change requires updated documentation to be submitted along with the Architecture Change Request. TRA goals and objectives are supported using City adopted technology frameworks and standards. The following appendices of this document identify and communicate City technology frameworks and standards for Proposer consideration. For the requisite industry standards, proposers will be expected to provide Statements of Compliance upon request. The identified technology frameworks and standards are seen as a minimum for the delivery of service at the City of Dallas.


XXXVIII.2 Appendix B - City of Dallas RFCSP Enterprise Security Framework and Standards Enterprise Security Framework and Standards To enable a common understanding of the security needs of the City of Dallas, an enterprise security framework was constructed. The framework relies upon readily recognizable operational security principles to facilitate communication. Security Principles

The security principles upon which the Enterprise Security Framework organize basic cybersecurity activities at their highest level. The principles are Identify, Protect, Detect, Respond, and Recover. These principles were selected to aid an organization in expressing its management of cybersecurity risk by organizing information, enabling risk management decisions, and addressing threats.

To assist in communication, these principles have been defined as follows:

• Identify – Develop the organizational understanding to manage cybersecurity risk to systems, assets, data, and capabilities

• Protect – Develop and implement the appropriate safeguards to ensure delivery of critical infrastructure services

• Detect – Develop and implement the appropriate activities to identify the occurrence of a cybersecurity event

• Respond – Develop and implement the appropriate activities to take action regarding a detected cybersecurity event

• Recover – Develop and implement the appropriate activities to maintain plans for resilience and to restore any capabilities or services that were impaired due to a cybersecurity event

1. Enterprise Security Framework

The Enterprise Security Framework relies upon a generalized layered approach to focus attention to areas of concern to the City of Dallas. The four domains of the Security Framework are illustrated as follows:

Figure 2 City of Dallas Security Principles

IDENTIFY

PROTECT

DETECT

RESPOND

RECOVER


City of Dallas Enterprise Reference Architecture Security Framework | High Level Reference Diagram – V01 00

Security Management Services

DATA MANAGEMENT SERVICESData Governance

Data Standards

Structured Data

Master Data Management Data Quality

Data Security

Unstructured Data

Business Intelligence

DataAnalytics

Data Visualization

Data Distribution

Data Storage

Business Intelligence

DataAnalytics

DataVisualization

Data Distribution

Data Storage

IDENTIFY

Business Env ironment Governance

Risk Mgmt Strategy Risk Assessment

Asset Management

PROTECT

AccessControl

Awareness Training

Information Protection Process

and ProceduresMaintenance

Data Security

DETECT

Anomalies and Events

Security Monitoring

Detection Processes

RESPOND

Response Planning Communications

Analysis Mitigation

Improvements

RECOVER

Recovery Planning Communications

Improvements

BUSINESS APPLICATION SERVICESPresentation Services Presentation Platforms

Application ServicesApplication Lifecycle Integration Middleware

Customer Service Platform

Collaboration

Email

Search

End Points

Mobile Devices

Portable Devices

Fixed Devices

Enterprise Service Platform

Business to Business

Peer to Peer

Business to Mobile

Desktops

Interfaces

Smart Applications

INFRASTRUCTURE SERVICES

On-Prem/Colocation Infrastructure

Storage Virtualization

Block Based Virtualization

File-Based Virtualization

Server Virtualization

Virtual Machine (Host based)

O S Virtuali zation

TPM Virtuali zation

Sessi on Ba sed

Application VirtualizationClient Application

Streaming

Server Application Streaming

Cloud InfrastructureNetwork Services

Server Virtualization

Virtual Machine (Host based)

O S Virtuali zation

TPM Virtuali zation

Sessi on Ba sed

Network Availability

Network Segmentation

Network Build

LAN

WAN

Cloud Service

Cloud Deployment

Model

Portability and Interoperability

Cloud Provider

DataCenter Architecture

& Design

Cloud Business Continuity and

Disaster Recovery

Storage Virtualization

Block Based Virtualization

File-Based Virtualization

Network Virtualization

Network Space Virtualization

Network Virtualization

Network Space Virtualization

Desktop Virtualization

Local Remote

• Data Management Services is dedicated to focusing on and protecting organizational

data. All proposed technology solutions must map their data-centric security mechanisms to this layer as appropriate. Structured Data Untructured Data Data Governance

• Business Applciation Services is focused upon the secure and authorized delivery of data

and information to achieve desired business outcomes. All proposed technology solutions that address infrastructure elements must map their security mechanisms to this layer as appropriate. Presentation Services Presentation Platforms Application Services

• Infrastructure Services is dedicated to the protection of infrastructure elements supporting business applications. All proposed technology solutions that address infrastructure elements must map their security mechanisms to this layer as appropriate. Network Services OnPrem/Colocation Infrastructure Cloud Infrastructure


• Security Services is focused upon the governance, management and operation of security mechanisms within the City. Standards and Compliance Services performs those activities such as risk assessment and risk management, threat and vulnerability management, infrastructure protection and security monitoring. All proposed technology solutions directly impacting or complementing security activities must map their security mechanisms to this layer as appropriate. Identify Protect Detect Respond Recover

All four domains of the Enterprise Security Framework are directed to the one goal of the protection of data and information. As with most security frameworks, the primary information security goals of the framework are Confidentiality, Integrity and Availability. These terms are defined as:

• Confidentiality – preserving authorized restrictions on access and disclosure, including means for protecting privacy and proprietary information.

• Integrity – guarding against improper information modification or destruction, and includes ensuring information non-repudiation and authenticity.

• Availability – ensuring timely and reliable access to – and use of – information. When mapping security mechanisms to a domain, Proposers are encouraged to provide responses within the context of the previously identified security principles which underpin the City’s Enterprise Security Framework.

2. Enterprise Security and Privacy Standards Enterprise Security and Privacy Standards have been identified as necessary elements of any Security and Privacy Program for the City of Dallas and as such are designated as appropriate standards for use at the City of Dallas. The following enterprise security standards are categorized by major frameworks or groupings for the convenience of Proposers that provide solutions and services within known frameworks or groupings of standards. All standards noted are applicable to all solution and services deployed and operated for the benefit of the City of Dallas. FedRAMP NIST Standards

• SP 500-292: NIST Cloud Computing Reference Architecture • SP 800-34 Revision 1: Contingency Planning Guide for Federal Information Systems • SP 800-37 Revision 1: Guide for Applying the Risk Management Framework to Federal

Information Systems: Security Life Cycle Approach • SP 800-39: Managing Information Security Risk: Organization, Mission, and Information

System View


• SP 800-53 Revision 4: Security and Privacy Controls for Federal Information Systems and Organizations

• SP 800-53a Revision 4: Guide for Assessing the Security Controls in Federal Information Systems and Organizations, Building Effective Security Assessment Plans

• SP 800-60 Revision 1, Volume 1: Guide for Mapping Types of Information and Information Systems to Security Categories

• SP 800-60 Revision 1, Volume 2: Appendices to Guide for Mapping Types of Information and Information Systems to Security Categories

• SP 800-61 Revision 2: Computer Security Incident Handling Guide • SP 800-86: Guide to Integrating Forensic Techniques into Incident Response • SP 800-92: Guide to Computer Security Log Management • SP 800-94: Guide to Intrusion Detection and Prevention Systems (IDPS) • SP 800-115: Technical Guide to Information Security Testing and Assessment • SP 800-122: Guide to Protecting the Confidentiality of Personally Identifiable

Information (PII) • SP 800-128: Guide for Security-Focused Configuration Management of Information

Systems • FIPS 140-2: Federal Information Processing Standard (FIPS) 140-2: Security

Requirements for Cryptographic Modules • FIPS 199: Standards for Security Categorization of Federal Information and Information

Systems • FIPS 200: Minimum Security Requirements for Federal Information and Information

Systems • FIPS 201: Personal Identity Verification (PIV) of Federal Information and Information

Systems • OMB A-130: Office of Management and Budget (OMB) A-130

City of Dallas Extensions to FedRAMP

• SP 800-30, Revision 1: Risk Management Guide for Information Technology Systems • SP 800-31: Intrusion Detection Systems • SP 800-35: Guide to Information Technology Security Services • SP 800-50: Building an Information Technology Security Awareness and Training

Program • SP 800-55, Revision 1: Performance Measurement Guide for Information Security • SP 800-64: Security Considerations in the Information System Development Life Cycle • SP 800-82: Guide to Industrial Control Systems (ICS) Security • SP 800-83: Guide to Malware Incident Prevention and Handling for Desktops and

Laptops • NISTIR 8062 (DRAFT): Privacy Risk Management for Federal Information Systems


XXXVIII.3 Appendix C - City of Dallas RFCSP Data Management Strategy Data Management Strategy The City of Dallas requires access to its data whether stored on site, in a hosted or cloud-based solution or maintained by a third party. To this end, the City requires compliance with data management standards and requirements to facilitate continued cost-effective access to all forms of City data. Data Management Standard Framework: The City has adopted the Data Management Association’s Guide to Data Management Body of Knowledge (DM BOK) as its data management framework. Data Governance Data Governance aspects for all data managed on-site or off-site must minimally include consideration for:

• Data Operations including backup, recovery, monitoring, performance, Disaster Recovery, and Business Continuity as related to database activity.

• Data Security including access control, encryption as required, data upload, data download, HIPAA, PII, CJIS, and other possible administrative or legal requirements

• Data Quality including use of City Geo verification, City GIS districts, use of City Shape files, and overall data consistency and integrity

• Data Master Data including use of standard look up data • Data Meta Data including providing a Data Dictionary, an Entity Relation Diagram, and

relevant data descriptions • Data Availability including data reporting, extraction, inspection, review, migration, End

of Contract data resolution, and identification and agreement regarding the final disposition of City data end of contract.

• Data Architecture Database Management Systems The City requires, where needed, that the vendor provide an industry standard Relational Database Management System that meets the needs of all other requirements within this document. These include but are not limited to:

• Security • Data Integrity • Backup and recovery ability to meet provided requirements for SLA and Disaster

Recovery • Backup and Recovery to within SLA for data incidents where data recovery is required • Performance characteristics to meet the required application SLAs as provided


• The ability to provide scheduled and ad hoc data extract requests • The ability, if requested, to provide a periodically updated full copy of the database

solution for storage and full data access at a location of the City’s choosing • The data should be available at the end of the contract period as an industry standard

supported backup file type to allow the City to recover the data on a City location and have full access and use of the data within the database system.

The City understands that there is a multiplicity of database types now available that are not considered to be standard Relational Database Management Systems. These “NoSQL” or non-relational systems may be presented as part of the proposal where their function is required to provide the required City service. The City requires Proposers to provide:

• An Entity Relationship Diagram (ERD) • A Data Dictionary including table name, column name, data type, length, any constraints,

and default values, primary key/foreign key (to what tables and columns), how used in support of the solution.

Depending on data access parameters, other database technology solutions may be considered, if City data is accessible to its employees and delegates.


XXXVIII.4 Appendix D - City of Dallas RFCSP Enterprise Standards for Information Systems and Infrastructure Enterprise Standards for Information Systems and Infrastructure The following standards have been identified as necessary elements of any Networking and Infrastructure Framework and Program and as such are designated as appropriate standards for use at the City of Dallas. Cellular Communications

• 3GPP (3rd Generation Partnership Project) – LTE: Long Term Evolution – Wireless Mobility

• 3GPP (3rd Generation Partnership Project) – LTE Adv: Long Term Evolution Advanced – Wireless Mobility

• NGMNA (Next Generation Mobile Networks Alliance) – 5G: 5th Generation Wireless Mobile Network – Wireless Mobility

IEEE Communications Standards

• IEEE 802.3 Series – Ethernet Standards • IEEE 802.11 Series – Wireless networking standards – Wireless Data; including • IEEE 802.11s – Wireless Mesh • IEEE 802.15 Series – Bluetooth – Personal Area Networks

International Telecommunication Union (ITU) Standards for Wave Division Multiplexing – Optical Carrier Multiplexing (ITU spacing standards)

• ITU-T G.694.1: "Spectral grids for WDM applications: DWDM frequency grid" • ITU-T G.694.2: "WDM applications: CWDM wavelength grid • ITU-T G.651: “Characteristics of 50/125 μm Multimode Graded-index Optical Fiber” • ITU-T G.652: "Transmission media and optical systems characteristics – Optical fiber

cables” • ITU-T G.653: “Characteristics of Single-mode Dispersion Shifted Optical Fiber and

Cable” • ITU-T G.654: “Characteristics of Cut-off Shifted Single-mode Optical Fiber and Cable” • ITU-T G.655: “Characteristics of Non-zero Dispersion Shifted Single-mode Optical Fiber

and Cable” • ITU-T G.656: “Characteristics of Non-zero Dispersion Shifted Fiber for Wideband

Transport” • ITU-T G.657: “Characteristics of a Bending Loss Insensitive Single-mode Fiber for

Access Networks” Internet Engineering Task Force (IETF) and ISO Routing Protocols


• RFC 2328 Open Shortest Path First (OSPF Version 2 – applies to IPv4) • RFC 5340 Open Shortest Path First (OSPF Version 3 – applies to IPv6) • RFC 2453 RIP Version 2 (RIPv2) • RFC 7868 Cisco's Enhanced Interior Gateway Routing Protocol (EIGRP) • ISO/IEC 10589:2002 Intermediate System to Intermediate System (IS-IS)

Internet Engineering Task Force (IETF) Request for Comments (RFC)

• RFC 1883 – The Internet Protocol version 6 Specification • RFC 791 – Internet Protocol version 4 Specification


XXXVIII.5 Appendix E - City of Dallas RFCSP Enterprise Standards for Business Applications and IoT Business Applications: The following standards and reference documents have been identified as necessary elements for Business Applications deployed at the City of Dallas:

• Open Group Guide Using TOGAF to Define and Govern Service-Oriented Architectures, 1-931624-95-X, G113, The Open Group, May 2011

• Technical Standard SOA Governance Framework, 1-931624-82-8, C093, The Open Group, August 2009

• Open Group Standard SOA Reference Architecture, 1-937218-01-0, C119, The Open Group, November 2011

• Reference Architecture for Service Oriented Architecture Version 1.0 Public Review Draft 1, sao-ra-pr-01, OASIS, 23 April 2008

• Cloud Computing Service Metrics Description, Special Publication 500-307, National Institute of Standards and Technology (NIST), 2015.

Smart City & IOT Standards While the IOT and Smart City industry does not have a fully mature body of standards, there are several organizations developing standards and the City of Dallas places a strong emphasis on interoperability across our IOT and Smart City acquisitions. The Proposer should respond to the standards in the other sections of this document for all IOT and Smart City solutions the city looks to acquire, and in addition the Proposer should provide a concise statement regarding which standards and specifications the Proposed solution supports for the following including why the value provided by that standard justifies investment by the City:

• IOT Device and Data Integrity • IOT Security • Device Management • Smart Cities & IOT Framework • Data Protocols • Semantic • Identity Management & Federation

Currently, the City of Dallas prefers the following as applicable:

• Device Management - Open Mobile Alliance Device Management 1.2.1 • IOT Framework – IPSO Application Framework, IEEE P2413, and OMA

LightweightM2M v1.0. National Institute of Standards and Technology

• NIST 800-145 - The NIST Definition of Cloud Computing; National Institute of Standards and Technology, Sept 2011


• NIST 800-146 - Cloud Computing Synopsis and Recommendations; National Institute of Standards and Technology, May 2012

• NIST Cloud Computing Reference Architecture (version 1); National Institute of Standards and Technology, March 2011

• Special Publication 800-48 Rev. 1: Guide to Security Legacy IEEE 802.11 Wireless Networks, National Institute of Standards and Technology, July 2008, Gaithersburg, MD.

• NISTIR 8062 (DRAFT): Privacy Risk Management for Federal Information Systems, National Institute of Standards and Technology, May 2015, Gaithersburg, MD.


XXXVIII.6 Appendix F - City of Dallas RFCSP Enterprise Geographical Information Systems (GIS) Enterprise Geographic Information Systems (GIS) This appendix is intended to give Geographic Information System (GIS) standards that will be adhered to on all bids, Request for Proposals (RFPs), Request for Competitive Sealed Proposals (RFCSP), grant programs, volunteer non-profit efforts for the City and any other business partners solution leveraging location based GIS technology. These standards are intended for all parties submitting data and/or delivering geospatial solutions that will, or potentially could have, a reliance and/or dependency on the City of Dallas GIS. Minimum GIS Standards The City of Dallas GIS standards are a group of standards outlined for City of Dallas geospatial datasets, datasets that include spatial attributes, infrastructure, services, resources and applications. Conformance to these standards is required by all parties including vendors, business partners and contractors alike. Any and all proposed solutions will conform to the standards. Conformance to these standards will ensure that proposed spatial solutions will seamlessly integrate the City’s GIS and other business systems in a consistent and sustainable manor. GIS Metadata: The City of Dallas requires Federal Geographic Data Committee (FGDC) compliant documentation for all data to be included in the City of Dallas GIS database. The FGDC Content Standard for Digital Geospatial Metadata (CSDGM) has been adopted by the City of Dallas as the documentation or "metadata" format for all data included in the City of Dallas GIS database. Participating parties are responsible for providing documentation in FGDC compliant metadata format for geospatial data products. FGDC metadata is the required documentation of all geospatial data products produced through partnerships, vendors, grants or contracts. Departments collecting or producing geospatial data, either directly or indirectly (e.g. through grants, partnerships, vendors or contracts with other entities), are required to ensure, prior to obligating funds for such activities, that data will be collected in a manner that meets all relevant standards adopted through the FGDC process. Projection (Coordinate System) Requirement All geospatial data will be delivered in the City of Dallas standard projection (coordinate system). State Plane North American Datum 1983, North Central Texas, FIPS 4202, GRS 80 Spheroid, Units feet (SRID 2276).


Digital GIS Data Digital data submitted for inclusion in the City of Dallas GIS database will be topologically clean and free of errors. All points, lines, and polygons will have a single unique user-id number (Long Integer). Data will have:

• No overshoots • No slivers • No open polygons (e.g. undershoots) • No label errors • No unresolved node errors • No unresolved line segment intersections • Contiguous features should be edge matched or closed • Line segments (arcs) that intersect the boundaries of a coverage/layer must be accurately

edge matched with corresponding datasets • Map features should not to extend beyond prescribed dataset boundaries • Arcs must not extend beyond (overshoot) nor fall short of (undershoot) the dataset

boundary Raster (Image) Data All Geospatial image (raster) data delivered will be in the one of the following formats:

• Ortho Rectified TIFF (.TIF) with accompanying World file (.TFW) • Ortho Rectified JPEG (.JPG) with accompanying World file (.JGW) • Ortho Rectified Mr. SID (.SID) with accompanying World file (.SDW)

Attribute Coding Accuracy If data is deemed by the City of Dallas to contain errors it will be the data provider’s responsibility to correct the data attribute errors. It is the responsibility of the producing agency or City of Dallas department that has entered into a contract with the producing agency to verify that the data has been encoded within the accuracy limits set by the standards. The City GIS Services division (Enterprise GIS/ITS) will not verify attribute accuracy of the delivered data. It is the responsibility of the data provider to confirm the accuracy. Attribute Coding Requirements:

• Data and codes should be consistent and the descriptions well documented in the metadata or data dictionary

• Attribute coding schemes should be well defined and in common use


• Names of new datasets should not be the names of existing datasets in the City of Dallas GIS database unless replacing that dataset

• Begin all dataset names, item names, and attribute codes with a letter. • Eliminate punctuation, including hyphens, pound signs, and periods, from dataset names,

item names and attribute codes • Define items according to intended use, i.e. numeric data types for statistical data or for

data that will be used for calculation, characters data types where these functions are not anticipated.

• Eliminate the use of the Boolean values 0 and 1 as attribute codes • Wherever practicable utilize character attribute codes, i.e. previously defined acronyms

or abbreviations in common use. • Any physical property (street) address (Address Format) will be broken into its

component fields as follows: o Street Address Number o Street Prefix direction o Street Name (make sure they are spelled correctly) o Street Type - US Postal Service (USPS) abbreviations required. Cf. USPS

Publication 28, Section C. o Street Suffix direction o City o State o USPS ZIP Code

Address Validation Requirements Validation of addresses and geocoding, all parties will use the City of Dallas approved standard locator service(s) only, per the business requirements for the application. The URL for the locator service(s) will be provided upon request by the Purchasing Agent. City of Dallas GIS Infrastructure and Associated Technical Requirements:

• The vendor shall leverage City of Dallas Enterprise GIS infrastructure without modification (as-is). This includes the edition that the City of Dallas is leveraging at the time of the implementation.

o The City of Dallas standard for data sharing for applications is the ArcGIS REST API * or comparable technology.

o The City of Dallas public REST endpoint (catalogue URL) is: http://gis.dallascityhall.com/wwwgis/rest/services

o The configuration of City of Dallas Enterprise GIS infrastructure will not be modified to support the technical requirements of a proposed application or system. If any customization is required, an instance of GIS web application and/or database software is required separate and apart from the Enterprise GIS infrastructure. Further, the cost of a stand-alone instance for GIS application and/or database software and associated hardware must be included in the proposal as separate line items. The City of Dallas cannot supply dedicated GIS licensing or hardware to support an application.

http://gis.dallascityhall.com/wwwgis/rest/services


o If the proposed application requires the editing of data via the application, the data must be hosted on a database separate and apart from Enterprise GIS infrastructure.

o If the proposed application requires an ArcGIS Online subscription or access to ArcGIS Online * or comparable technology, the vendor must provide the subscription and adequate Names Users as part of the proposal. This cost must be included in the proposal as separate line items. The City of Dallas cannot use its ArcGIS Online Organizational account to support a third-party system.

o Under no circumstances, shall it be assumed that Enterprise GIS will make allowances to support a proposed system without prior affirmative commitment from the GIS Manager, the ITS Executive over Enterprise GIS, or the CIO.

o The publication of dedicated standard read-only REST services to support a business need may be requested for the implementation of proposed system, provided that the City has the data to support the services and the services do not require any custom functionality or non-standard configurations.

Questions from Vendors on Solutions adhering to GIS Standards If there is a question about whether a technical requirement or specification of a proposed system may not conform to City of Dallas GIS standards, the proposer should forward the question through the Purchasing Agent assigned to the bid for handling. Comparable products will be reviewed by the City of Dallas Enterprise GIS/ITS group and determination of compatibility will be made. If compatibility of given solution is not equal or above the identified City requirement the City of Dallas Enterprise GIS/ITS group has the right to exclude the solution from consideration. The City of Dallas leverages Federal Geographic Data Committees (FGDC) Geospatial Standards. These published standards can be seen at https://www.fgdc.gov/resources/download-geospatial-standards. The City of Dallas reserves the right to require adherence to FGDC Geospatial standards in the absence of internally published City of Dallas geospatial standards.

https://www.fgdc.gov/resources/download-geospatial-standards


XXXVIII.7 Appendix G - City of Dallas RFCSP Web Accessibility and Development Web Accessibility The City of Dallas makes every possible effort to make sure its websites and applications are accessible to everyone. Our goal is to make content accessible to a wide range of people with disabilities, including blindness and low vision, deafness and hearing loss, learning disabilities, cognitive limitations, limited movement, speech disabilities, photosensitivity and combinations of these. We adhere to two standards, Section 508 and WCAG 2.1 (Level AA), to ensure these requirements are met. Section 508: https://www.section508.gov/ Section 508 requires Federal departments and agencies that develop, procure, maintain, or use Information and Communication Technology to assure that these technologies provide access to information and data for people with disabilities. WCAG 2.1 (Level AA): https://www.w3.org/TR/WCAG20/ Web Content Accessibility Guidelines (WCAG) 2.1 (Level AA) covers a wide range of recommendations for making Web content more accessible. Web Development & User Experience The City focuses on the user experience of its users and strives to achieve solutions which serve their needs. We utilize industry standards to ensure that all users are able to achieve their desired goal. User Experience (UX) UX focuses on having a deep understanding of users, what they need, what they value, their abilities, and also their limitations. It also considers the business goals and objectives of the group managing the project. UX best practices promote improving the quality of the user’s interaction with and perceptions of your product and any related services. User Interface Design, Content & Language, and User Interaction are among several components that should be accounted for. HTML (Hypertext Markup Language) HTML is the language for describing the content of web pages, including heading, lists, and images. It should not include CSS and JavaScript but should instead reference external resources. Version: HTML5 CSS (Cascading Style Sheets)

https://www.section508.gov/

https://www.w3.org/TR/WCAG20/


CSS is the language for describing the presentation of Web pages, including colors, layout, and fonts. CSS Should be used to control the layout and overall style of any websites and web applications. CSS should be maintained in a separate document if possible. Version: CSS3. Frameworks: Bootstrap JavaScript JavaScript is the scripting language of web pages and is used to dynamically control elements. JavaScript should be maintained in a separate document if possible. Frameworks: Angular. Libraries: JQuery


XXXVIII.8 Appendix H - City of Dallas RFCSP ITIL Process and Project Management Standard

ITIL V3 Process Proposers are required to interoperate and be compliant with City IT Service Management Standards including but not limited to:

• Incident Management • Change Management • Release and Deployment Management

City Incident Management Framework 1.0+


Change Management Framework 1.0


Release & Deployment Framework 1.0


Project Management Methodology Project Management Methodology is the formal methodology for the management and delivery of Information Technology projects performed by ITS. PMM 2014 utilizes the Project Management Institute (PMI) Project Management Body of Knowledge (PMBOK) as its guiding framework. Developed internally by a team of ITS subject matter experts, this specific methodology is approved by ITS executive management. Design of PMM 2014 includes the following objectives:

• Easy to understand and easy to use. • Includes comprehensive documentation to assist in the user’s understanding and effective

use of the Methodology. • Agile and flexible based on the characteristics of each project. • Includes a mechanism to assist and engage the ITS Assistant Director(s) responsible for

IT project delivery to confirm / enforce its adoption and use. • Includes a mechanism to assist and engage the ITS Project Management Office in its

performance of active project management oversight of all ITS projects throughout the life cycle of each project.

• Provides a common format for all Project Status Reporting regardless of the intended audience of the report.


XXXVIII.9 Appendix I - City of Dallas RFCSP Business Continuity/Disaster Recovery Plan

Business Continuity/Disaster Recovery Plan The primary objective of the City of Dallas Disaster Recovery Program is to enable the organization to survive a Service Interruption, natural or manmade, and to reestablish normal business operations in a reasonable timeframe. ITS, as the centralized manager of IT, must assure that critical operations can resume normal processing within a reasonable time frame. To this end, the main goals of the ITS Disaster Recovery Program are: 1) Identify risk and weaknesses developing solutions to mitigate those risk and weaknesses; 2) Assist in the reduction of complexity of the recovery effort; 3) Facilitate effective coordination of IT recovery task; and 4) Minimize the duration of a disruption to business operations. The City supports operations through a mixture of On-Premise, Hosted, Hybrid, IaaS and SaaS. Regardless of delivery mechanism, the proposer must identify and propose how City Business Continuity (including data backups) and Disaster Recovery goals are to be supported by the proposed solution. The City has an annual Disaster Recovery Test requirement. Please provide content that details how the testing can be accomplished in your solution. The City has local, county, state and federal government data retention requirements, that impact business continuity, for various types of data the City captures and maintains. The Proposer should provide the Disaster Recovery Strategy. Please provide the Standard Disaster Recovery Procedures including the Response Phase, Resumption Phase, Escalation and Internal or External Dependency Recovery. Please included the proposed landscape design and or any other supporting network mapping or applicable API design. The City owns and maintains its data and all proposed solutions (including SaaS) must identify and propose how City data will be supported for Business Continuity and Disaster Recovery operations. The Proposer should identify how data retention is accomplished for a proposed solution based upon the data types and required retention schedules identified in the functional requirements for this procurement opportunity. If such information is not identified within the functional requirements of this document, the Proposer must identify data types and relevant data retention requirements and include methods of recovering this data to support business continuity and disaster recovery operations of the City. As stated, the City owns its data and at the termination of any solution shall be required to preserve data retention. Especially for externally hosted solution the proposal would need to include consideration for return of the data for the City to maintain those internal and external retention requirements. The proposal should include a detailed method and explanation of how data reclamation or migration would occur. As well, please include the timeframe and methodology the propose solution would include to support that recovery.


In addition, the City may be required by internal requirements and external regulations to audit controls and standards. The proposal should allow such for measures that may be required for all types of operations, including Hosted, Hybrid, IaaS and SaaS solutions. The Proposer should provide details of any limitations concerning the City’s ability to conduct audits or assessments.


XXXVIII.10 Appendix J - City of Dallas RFCSP Audit/Compliance Requirement Audit/Compliance Requirement Audit and Compliance is a key component in the City’s evaluation and selection process. The proposer is expected to provide audit/compliance details as pertains to the following areas (provide as much information as possible): Audit and Compliance is a key component in the City’s evaluation and selection process for proposed solution(s). The proposer is expected to provide audit/compliance details as pertains to the following areas (provide as much information as possible):

• SOC-2 Type II • SAS -70 Type II • FISMA • ISO 27001 • NIST Standard 800 -034r1 Contingency Planning • NIST Standard 800-37r2 Risk Management • NIST Standard 800-39 Security Risk • NIST Standard 800 -050 Security Awareness and Training • NIST Standard 800 -053r4 Security and Privacy Controls • NIST Standard 800 -084 IT Testing, Training, and Exercises • NIST Standard 800-181 Cybersecurity Workforce Framework

o http://www.isaca.org/Knowledge-Center/Standards/Documents/IT-Audit-Assurance-Guidance-1March2010.pdf

o https://www.ready.gov/business/implementation/IT • PCI DSS – Payment Card Industry Data Security Standard • HIPAA – Health Insurance Portability and Accountability Act • CJIS – Criminal Justice Information System • FedRAMP – Protection of information in the cloud • COPPA – Children’s Online Privacy Protection Rule


XXXVIII.11 Appendix K – City of Dallas RFCSP Service Level Agreement SLA Requirements Proposer agrees to the following SLA performance standards and associated credits for non-performance. Each month, the Proposer will submit to the City a set of reports assessing Proposer’s performance against the SLAs. Certain exceptions will be allowed for City initiated issues such as power outages in City facilities. The following will be the performance standards for the SLA:

St. Louis County Library “Drupal 9 Upgrade & Web Hosting”RFQReleased: December 2021Service Population: 860,000Library Overall Budget: $60M (2020)

What We loved about this RFQ● Clear scope of work that is both pithy and easy to respond to● Clear evaluation criteria.

St. Louis County Library gets right to it, starting on page three of their RFQ with alist of requirements for their new website. Although they do not explicitly ask for aresponse to each item, it would be easy for a vendor to provide this. Care was takento make sure that the scope requirements did not conflict or re-state otherrequirements. Although it sounds trivial, we read a lot into how “together” a publiclibrary’s organization is based on their RFQs. We see conflicting requirements inlibrary website RFQs (and sometimes, worse, restating what you’ve already said) asimplying a lack of organization internally. That means we may bid higher to coverthe cost of coordination between various departments.

The five evaluation factors on page 14 are also straightforward. Why are thesefactors useful to vendors like us? They give us a good idea of what’s important foryour library and help us both (a) organize our response along those criteria and (b)understand if we can be competitive. If cost is on the top of your evaluation criteria,that’s fine, but a company like ours might not be the best fit.

What could be better about this library website RFQ● No electronic option to submit proposals (the box of proposal submissions

we mailed weighed 40 pounds)● More background information would be helpful

Not having an electronic submission option can be a deal killer for us, especially ifwe sense that the budget will be smaller. Printing a proposal, assembling multiplecopies, and sending the proposals via courier can cost hundreds of dollars. The


labor cost of color printing a 50-page proposal with seven copies (plus separateenvelopes for seven fee proposals) is in the hundreds of dollars, and the shippingcost can add another hundred. Existing supply-chain issues and potential weatheremergencies add extra risk; if a snowstorm delayed our submission past thelibrary’s submission deadline, our money would be wasted.

While we do still submit responses to some RFPs/RFQs that require paper copies,this requirement forces us to be extremely selective, and we will often put themaside for consideration only if time and budget allows. If your procurement lawsand staff permit it, ask for bid-required component forms (like cost and legalrepresentations) to be sent via mail, with notarization and wet signatures asneeded, but for the technical package to be submitted electronically.

This RFQ gives vendors a bit of background information about the library and itsneeds, and some information like Google Analytics usage data (RFQ Exhibit B).Broad website usage data is useful because it gives vendors a size ofimpact/population served, which is correlated to budget. However, we always loveto see even deeper analytics information, including usage information on electronicresources (e.g., OverDrive, Ebsco) and how important these types of services arefor the library. Many public libraries also spend a fair amount of their budget onproducing programs and events for their community, and seeing usage informationand analytics on this type is also helpful in crafting a response.

Disclosure: This is an existing Interpersonal Frequency customer.


ST. LOUIS COUNTY LIBRARY

DRUPAL 9 UPGRADE & WEB HOSTING

REQUEST FOR QUALIFICATIONS

December 3, 2021 The Board of Trustees of the St. Louis County Library District (the “Library District”) requests the submission of responses from qualified firms to provide Drupal 9 Upgrade and Web Hosting Services to the Board of Trustees as described in this Request for Qualifications. The Response must be received no later than 4:30 p.m. C.T., on January 4, 2022 by:

Jennifer McBride, Communications Manager St. Louis County Library District

1640 South Lindbergh St. Louis, Missouri 63131

To preserve the integrity of the selection process, questions regarding this Request for Qualifications should only be directed to Ms. McBride. If you have any questions, please contact Ms. McBride at [email protected].

BACKGROUND The Library District is a political subdivision of the State of Missouri. The Board of Trustees (“Board of Trustees”) of the Library District is a body corporate with all the powers and rights of like or similar corporations serving more than 870,000 Library District residents. All management and control of the Library District is vested in a Board of Trustees consisting of five Trustees appointed by the County Executive of St. Louis County, Missouri. The Trustees serve staggered four-year terms. The Board of Trustees appoints a qualified librarian who holds that office at the Board of Trustees’ pleasure as the chief executive and administrative officer (“Director”) of the Library District. The Board of Trustees has the power to purchase grounds, erect appropriate buildings and improve existing buildings for the use of the Library District and its branches out of funds available or through the issuance of bonds or otherwise.

The Library District is seeking the professional services of a vendor to partner with us to rebuild the Library’s website and St. Louis County Library Foundation subsite on Drupal 9 with some usability enhancements. The vendor selected will also provide a hosting solution for all production, development and testing environments. In order to assure that minority-owned and women-owned professional businesses are made aware of this Request for Qualifications, the Library District will utilize the Missouri Minority/Women Business Enterprise Program Directory as a source for identification of potential professional firms.

SCOPE OF SERVICES

The Library District intends to engage vendors to provide Drupal 9 Upgrade and Web Hosting Services as described herein for the duration of the project and as directed by the Board of Trustees and the Director. The current version of the Library District’s website was launched in 2017 and is running on Drupal 7, which will reach end of life on November 28, 2022. The site was developed and is currently supported by Interpersonal Frequency and hosted by their Fulcrum solution. Exhibit A includes a comprehensive breakdown of 2020-2021 site usage. The St. Louis County Library Foundation’s website was also developed by Interpersonal Frequency and launched in 2020. It is running within the Library District’s Drupal 7 environment. Exhibit B includes a comprehensive breakdown of 2020-2021 site usage.

Goals and Objectives:

1. Upgrade the current Drupal 7 platform to Drupal 9 and bring all software modules to current standards in keeping with the successful design which reflects a dynamic and vibrant library that is exciting and inviting to visitors, as well as the mission of the Library District.

2. Address specific website technical issues such as user interface errors, problems with Drupal, upgrade/deployment bugs

3. Update and/or build any new page design templates, content types, web tools, as needed

4. Create single search functionality on the Library’s site that encompasses the online catalog (Innovative Interfaces Inc. Polaris ILS implementation planned for Spring 2022), library events and the library’s website content and render results in a clear, user-friendly display.

5. Improve the Library website’s mobile usability to work well on a variety of devices and encourage use of self-serve features.

6. Keep integration of current events and meeting room management software (Demco SignUp and Spaces).

7. Offer Search Engine Optimization techniques and strategies to improve our websites’ rankings.

8. Include web analytics tools(s) to effectively monitor and evaluate user experiences.

Required Features:

1. Vendor will maintain and support Drupal 9 core and software modules as well as be responsible for website security.

2. Vendor will need to provide at least three Drupal 9 environments: development, production, and testing for both www.slcl.org and foundation.slcl.org sites.

3. The Library’s website (www.slcl.org) and the St. Louis County Library Foundation website (foundation.slcl.org) must be treated as two separate environments with separate image/media collections, content types, users, roles and permissions, etc. with the Drupal 9 environment.

4. Sites display optimally in all modern browsers (Chrome, Safari, Firefox, Microsoft Edge, etc.), and current browser versions.

5. Incorporate Responsive Web Design (RWD), which optimizes viewing on all devices.

6. Work with the Library to reorganize and present information in a visually compelling way that best serves the key audiences, rather than reflecting internal organizational structure.

7. Improved search function and display to include website content as well as incorporation of catalog, emedia and events.

8. A full site search function of all content is required on the St. Louis County Library Foundation’s website.

9. Integration with online catalog and events/room reserve management system.

10. Interactive list of library locations using Google maps.

11. Ability to post site alerts regarding closures, interruption of service, etc.

http://www.slcl.org/

https://foundation.slcl.org/

http://www.slcl.org/

https://foundation.slcl.org/

CCade

Highlight

12. Site is maintained using:

a. WYSIWYG editing, with option to use HTML coding when necessary and the ability to embed scripts for a variety of third party forms.

b. Appropriate for staff with a range of technical skills; while the Library has a web coordinator responsible for overall site maintenance and technical issues, select staff will have day-to-day responsibility for individual pages or entire sections of the site.

c. Allows for (but does not require) approval of changes by supervisor prior to publishing.

d. Control access at the page level, and by function (e.g. edit, but not delete).

e. Provides staff access to past versions of content through moderation/revisioning and scheduling capabilities.

f. Robust security model utilizing role designations for management of the site and content.

13. Ability to include content generated automatically by Library software applications; for example, book covers retrieved from library catalog (Syndetics) generated outside of Drupal.

14. Ability to easily create webforms which can email submissions to selected staff members as well as contain file uploads; for example, request a purchase, contact us, etc.; ability to export submitted data and download any user submitted/uploaded files is required.

15. Ability for the Library and Library Foundation site admins to access and edit CSS files as needed.

16. Ability to create descriptive and readable URLs, aliases and redirects.

17. Ability to upload files such as images, RFQ/RFPs and publications as needed.

18. The current books module helps to organize a large variety of History & Genealogy content. Books with specialized content will need to stay accessible, searchable and provide navigation within.

19. An improved localized full-text search solution is required for History & Genealogy indexes and staff created guides. Ability for customers to search across all genealogical resources by name and records found in each source listed as well as linked to name in resource would be highly desirable. It is anticipated that the department will be incorporating a third-party digitized service in 2022.

20. The databases/websites content type provides individual descriptions and links. The databases and websites need to stay flexible so they can be used in other parts of the site such as on kids and genealogy pages. They also need to be grouped by subject as well as available alphabetically.

21. Web analytics capabilities. Currently using Google Analytics and Interpersonal Frequency’s Voice of Patron to understand user experience satisfaction.

22. Provide a website that fully meets ADA and Section 508 of the Rehabilitation Act compliance.

23. Library staff must be able to move the site, and all functionality, to another hosting site in the future.

24. Required third party integrations: 1. Demco SignUp and Spaces (events and room reservation management system) 2. Innovative Interfaces Inc. Polaris (Integrated Library System) 3. Email Marketing Services Provider (Constant Contact) 4. Subscription Services and Databases 5. Solus Mobile App 6. LibraryH3lp (chat service) 7. Abila (transitioning to Blackbaud in 2022)

Selected Vendor Will Provide:

1. Recommendation and installation of a search solution to achieve high level of efficiency and results. See #4 under Goals and Objectives.

2. User authentication solution for access controls to selected pages/sections.

3. Full compatibility with Google Analytics or vendor recommended web analytics solution.

4. Pre-launch usability testing with key audiences.

5. Launch assistance.

6. Cost for direct on-going hosting and technical support priced by time period and option for renewal.

7. All development work, planning and implementation will be the sole responsibility of the selected vendor with oversight by library staff.

8. A content migration plan involving the Library staff will be established to determine the most efficient and effective way to move content from the existing websites to the new Drupal 9 environments.

GENERAL REQUIREMENTS

1. The successful Vendor shall comply with all laws, ordinances, regulations, and orders of federal, state, county, and local governing authorities pertaining and applicable to each Library District branch location, the successful Vendor and/or the Library District. The project is subject to all applicable laws of the State of Missouri governing the Library District including but not limited to Section 285.530 RSMo., as amended. Section 285.530, RSMo., prohibits all employers from employing aliens unlawfully present in the United States to perform work within the State of Missouri, including the project and vendors must comply with the provisions relating thereto in Section 285.530 RSMo., as amended.

2. Applicable insurance coverage must be provided by the successful Vendor before any work can be started on the project.

3. The Library District will make every effort to target and utilize Minority/Women

Business Enterprises (MBE/WBE) by using the Missouri Minority/Women Business Enterprise Program Directory as a source of identification of potential proposers. MBE/WBEs will be provided an equitable and fair opportunity to submit bids and proposals.

4. These general requirements, this Request for Qualifications, the Response, and the

specifications, drawings, schedules and instructions for the project shall be incorporated in the contract and/or purchase order signed by the parties should the Vendor be awarded a contract under this Request for Qualifications.

RESPONSE REQUIREMENTS

1. REQUIREMENTS

(a) The Response must arrive not later than 4:30 p.m. C.T. on January 4, 2022. No Response will be accepted after this time and any Response arriving after this time will be returned unopened. (b) The Response must be addressed as follows and delivered in a sealed envelope to the following address:

Jennifer McBride, Communications Manager St. Louis County Library District

1640 South Lindbergh St. Louis, Missouri 63131

(c) The Response must bear the following legend:

Response to Request for Qualifications for Drupal 9 Upgrade and Web Hosting Services

for the St. Louis County Library District

(d) Each Responder must submit five (5) complete and bound copies of each Response and one unbound original, with original signatures, and one “public/press” copy of the Response in which the individual or firm should redact any information which it deems confidential or proprietary. Notwithstanding the foregoing, the Library District must comply with the Missouri Sunshine Law. Therefore, all Responses and other documentation submitted to the Library District in response to this Request for Qualifications may be subject to disclosure pursuant to Missouri law and/or Library District policy. (e) Any Responder desiring an explanation or interpretation of the Request for Qualifications must request it in writing no later than 4:30 p.m. C.T. on December 13, 2021, and such request shall be emailed only to [email protected]. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a Responder concerning a solicitation will be furnished promptly to all other Responders as an amendment of the Request for Qualifications, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective Responders.

(f) If this Request for Qualifications is amended, then all terms and conditions, which are not modified, remain unchanged. Responders shall acknowledge receipt of any amendments to this solicitation by: (i) signing and returning the amendment; and (ii) identifying the amendment number and date in the space provided for this purpose. The Library District must receive the acknowledgement by the time specified for receipt of Responses.

(g) No Response shall be withdrawn for a period of 90 days subsequent to the opening of the Responses without prior written consent of the Library District.

2. COVER LETTER (a) Cover Letter must indicate that the signer is authorized to bind the Responder contractually and must identify the title or position of the signer. The letter shall also contain the following:

(i) The name of the Responder, and address and telephone number.

(ii) A statement that the Responder is willing and able to perform the Drupal 9 Upgrade and Web Hosting services required for a successful engagement.

(iii) The name of the individual within the Responder, who will be the primary contact concerning this engagement. (iv) A statement that the Responder is submitting a response to provide the Drupal 9 Upgrade and Web Hosting services.

(b) An unsigned submission shall be rejected.

3. RESPONSE CONTENT to the Request for Qualifications will be used to measure the qualifications of the firms responding. The Response shall contain the following information at a minimum:

(a) General Information About the Firm. Please provide a brief description of the firm.

(b) Experience. The Response must clearly identify the firm’s qualifications, competence and relevant experience in providing the scope of services described in this Request for Qualifications. (c) Personnel. Please indicate the name, location, telephone number, fax number and email address of the primary contact person for the firm. Identify the individuals proposed to serve the Library District; specify their capacity and roles; and include a brief resume for each. If the firm is selected to give an oral presentation, only those individuals listed will be invited to participate. (d) References. Responses should include the name, title, organization and telephone number for no more than five references for which your firm has provided similar services. (e) Conflict of Interest. If your firm believes that a conflict of interest may arise, describe the nature of the conflict and the proposed resolution of the conflict. Further, please describe whether the firm or any of its employees has any interests or relationships which might conflict with or compromise the expectations of the Library District in providing the services set forth in this Request for Qualifications. (f) Financial Interest. Please disclose any professional or personal financial interest which could be a possible conflict of interest in representing the Library District. (g) Other Factors. Discuss any other factors which your firm believes should be considered by the Library District.

4. FEES

IN A SEPARATE SEALED ENVELOPE, provide the fee proposal for the services described in this Request for Qualifications to be provided by the firm.

SELECTION PROCEDURES

1. Responses will be reviewed by a Selection Committee composed of representatives of the Library District named by the Director. The Responses will be used to measure the qualifications of firms responding and to measure the Responders’ understanding of the scope of services required in accordance with the Evaluation Factors. The Selection Committee will make a recommendation to the Director who will make a recommendation to the Board of Trustees.

2. Upon receipt of the Response, the Selection Committee will complete a review of all qualifications to establish responsiveness to this Request for Qualifications according to the submission of the Responders. Discussions may be conducted with responsible Responders who submit Responses determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and conformance to, the Request for Qualifications requirements. Responders shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Responses and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers.

3. Upon establishment of responsiveness, the technical evaluation phase would begin. The Selection Committee will review and rank each Response. After all responding firms are evaluated, then fee envelopes will be opened. 4. Selection will be made based on Responses and subsequent interviews to determine the best qualified firm for each type of services with the lowest reasonable fee.

EVALUATION FACTORS

Responses will be evaluated using the following criteria:

(a) The specialized experience and technical competence of the firm with respect to the type of services required. (b) The capacity and capability of the firm to perform the work in question, including specialized services, within the time limitations required. (c) The past experience with references for comparable work. (d) Insurance required such as professional liability. (e) The reasonable fee for the type of work needed.

AWARD

1. The right is reserved by the Board of Trustees to cancel the Request for Qualifications or reject in whole or in part for good cause any and all Responses when in the best interests of the Library District and to waive any irregularity or informality with respect to any Responses. 2. The Library District reserves the right to split awards, make multiple awards and to reject any and all Responses. 3. An award will be made by the Board of Trustees to the Responder for each type of services that demonstrates competence, is most qualified and has fair and reasonable fees. 4. Upon the selection of a Responder by the Board of Trustees, the selected Responder will be required to negotiate an agreement that will set forth the terms and conditions of the proposed engagement and compensation determined to be fair and reasonable. If the Library District and the highest ranked Responder fail to reach an agreement, the Library District may negotiate with the next highest ranked Responder for that type of services to reach an agreement, unless the Library District determines that it is in its best interest to re-solicit a Request for Qualifications. 5. All Responders will be notified of the Library District’s selection as soon as possible. 6. The successful Responders will be issued a Notice of Award. Within 10 business days, such Responder shall provide the following minimum documentation: (a) Proof of the appropriate insurance coverage:

(i) Worker’s Compensation & Employers Liability—Statutory Amount (Mandatory) (ii) Comprehensive Automobile Liability for vehicles used—$500,000 (iii) Comprehensive General Liability—$1,000,000 (iv) Professional Liability—$1,000,000

(b) Federal Tax Payer Identification Number.

(c) Evidence that the Responder is authorized to do business in Missouri.

7. All Responders on Library District contracts for services in excess of $5000 must provide the Library District with documentation and a sworn affidavit, with respect to employees working in connection with the contracted services, affirming enrollment in a Federal Work Authorization Program (“FWAP”). The affidavit shall also provide that the Responder does not knowingly employ any person in connection with the contracted services who is an unauthorized alien. Such affidavits must be provided with a bid or response to a request for proposal. Subcontractors must provide similar affidavits to its general contractors when the general contractor hires the subcontractor. A contractor or subcontractor is not required to perform an electronic verification check on employees hired before January 1, 2009.

EXHIBIT A

[Library 2020-2021 Site Usage]

Analytics St. Louis County Library - www.slcl.org

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Language Sessions % Sessions

1. en-us

2,610,394 96.40%

2,573,136 86.55%

1.45% 11.38%

2. en

49,556 1.83%

368,258 12.39%

-86.54% -85.23%

3. zh-cn

18,274 0.67%

8,946 0.30%

104.27% 124.27%

4. en-gb

10,633 0.39%

8,834 0.30%

20.36% 32.15%

5. en-au

5,149 0.19%

1,665 0.06%

209.25% 239.53%

6. en-ca

2,935 0.11%

2,187 0.07%

34.20% 47.34%

7 c

Audience Overview

Jan 1, 2021 - Nov 30, 2021Compare to: Jan 1, 2020 - Dec 31, 2020

Overview

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

Jan 1, 2021 - Nov 30, 2021: Sessions

Jan 1, 2020 - Dec 31, 2020: Sessions

February 2021 March 2021 April 2021 May 2021 June 2021 July 2021 August 2021 September 2021 October 2021 November 2021 December 2021 Janua…

10,00010,00010,000

20,00020,00020,000

Sessions

-8.92%2,707,831 vs 2,972,940

Users

-3.35%1,316,657 vs 1,362,297

Pageviews

-11.45%6,041,023 vs 6,822,179

Pages / Session

-2.78%2.23 vs 2.29

Avg. Session Duration

-4.33%00:02:10 vs 00:02:16

Bounce Rate

3.19%35.02% vs 33.94%

% New Sessions

6.69%47.52% vs 44.54%

Returning Visitor New Visitor

47.5%52.5%

44.6%

55.4%

All Users+0.00% Sessions

https://analytics.google.com/analytics/web/?utm_source=pdfReportLink#/report/visitors-overview/a3059801w5703135p5886080/_u.date00=20210101&_u.date01=20211130&_u.date10=20200101&_u.date11=20201231

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

7. c

1,213 0.04%

265 0.01%

357.74% 402.55%

8. ko-kr

758 0.03%

511 0.02%

48.34% 62.86%

9. es-us

749 0.03%

715 0.02%

4.76% 15.01%

10. en-in

641 0.02%

267 0.01%

140.07% 163.58%

© 2021 Google

Analytics St. Louis County Library - www.slcl.org

Page

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Pages


Explorer

This data was �ltered using an advanced �lter.

Pageviews Unique Pageviews Avg. Time on Page Entrances Bounce Rate % Exit Page Value

13.29%5,661,028 vs 6,528,836

10.78%4,532,949 vs 5,080,433

0.08%00:01:44 vs 00:01:44

9.99%2,628,612 vs 2,920,391

3.74%35.26% vs 33.99%

3.84%46.30% vs 44.59%

0.00%$0.00 vs $0.00

1.

2,166,554(38.27%)

1,697,541(37.45%)

00:01:50 1,645,660(62.61%)

28.15% 51.48% $0.00(0.00%)

2,442,092(37.40%)

1,861,088(36.63%)

00:01:52 1,812,108(62.05%)

26.17% 48.92% $0.00(0.00%)

-11.28% -8.79% -1.74% -9.19% 7.55% 5.24% 0.00%

2.

154,813(2.73%)

120,101(2.65%)

00:04:06 30,578(1.16%)

8.81% 66.48% $0.00(0.00%)

234,252(3.59%)

170,518(3.36%)

00:03:38 48,103(1.65%)

12.01% 61.22% $0.00(0.00%)

-33.91% -29.57% 12.81% -36.43% -26.68% 8.58% 0.00%

3.

120,564(2.13%)

92,549(2.04%)

00:01:16 46,166(1.76%)

4.33% 31.81% $0.00(0.00%)

169,482(2.60%)

128,232(2.52%)

00:01:09 55,121(1.89%)

4.84% 27.51% $0.00(0.00%)

-28.86% -27.83% 10.60% -16.25% -10.46% 15.64% 0.00%

4.

90,487(1.60%)

77,588(1.71%)

00:01:19 31,572(1.20%)

55.70% 45.03% $0.00(0.00%)

98,155(1.50%)

81,544(1.61%)

00:01:15 36,135(1.24%)

57.76% 43.00% $0.00(0.00%)

-7.81% -4.85% 4.38% -12.63% -3.58% 4.70% 0.00%

5.

80,702(1.43%)

62,420(1.38%)

00:00:41 21,994(0.84%)

34.74% 24.85% $0.00(0.00%)

102,770(1.57%)

77,629(1.53%)

00:00:41 31,141(1.07%)

40.35% 26.82% $0.00(0.00%)

-21.47% -19.59% 0.82% -29.37% -13.90% -7.33% 0.00%

6.

68,626(1.21%)

54,791(1.21%)

00:02:48 14,173(0.54%)

9.85% 65.93% $0.00(0.00%)

57,938(0.89%)

43,514(0.86%)

00:02:06 15,318(0.52%)

9.99% 59.69% $0.00(0.00%)

18.45% 25.92% 34.14% -7.47% -1.39% 10.45% 0.00%

7.

59,591(1.05%)

46,826(1.03%)

00:00:54 17,802(0.68%)

23.52% 18.83% $0.00(0.00%)

54,869(0.84%)

43,382(0.85%)

00:00:58 15,600(0.53%)

22.17% 19.47% $0.00(0.00%)

8.61% 7.94% -7.78% 14.12% 6.09% -3.27% 0.00%

8.

58,880(1.04%)

43,776(0.97%)

00:03:43 18,240(0.69%)

34.03% 62.62% $0.00(0.00%)

Jan 1, 2021 - Nov 30, 2021: Pageviews

Jan 1, 2020 - Dec 31, 2020: Pageviews


50,00050,00050,000

100,000100,000100,000

/home

/emedia

/books-emedia-more

/reopening

/branches

/content/employment

/events

/summer-reading

All Users+0.00% Pageviews

https://analytics.google.com/analytics/web/?utm_source=pdfReportLink#/report/content-pages/a3059801w5703135p5886080/_u.date00=20210101&_u.date01=20211130&_u.date10=20200101&_u.date11=20201231&explorer-table.plotKeys=%5B%5D&explorer-table.rowCount=50&explorer-table.advFilter=%5B%5B0,%22analytics.pagePath%22,%22PT%22,%22~2Fadmin%22,1%5D,%5B0,%22analytics.pagePath%22,%22PT%22,%22~2Fmsignup%22,1%5D%5D

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

56,969(0.87%)

41,449(0.82%)

00:03:14 20,826(0.71%)

33.17% 60.61% $0.00(0.00%)

3.35% 5.61% 14.95% -12.42% 2.60% 3.32% 0.00%

9.

54,867(0.97%)

53,447(1.18%)

00:02:14 52,251(1.99%)

94.28% 93.65% $0.00(0.00%)

54,010(0.83%)

49,729(0.98%)

00:01:18 48,362(1.66%)

92.58% 87.68% $0.00(0.00%)

1.59% 7.48% 71.87% 8.04% 1.83% 6.82% 0.00%

10.

47,497(0.84%)

35,376(0.78%)

00:00:33 3,022(0.11%)

21.67% 10.17% $0.00(0.00%)

52,724(0.81%)

38,335(0.75%)

00:00:29 1,984(0.07%)

18.08% 7.63% $0.00(0.00%)

-9.91% -7.72% 13.35% 52.32% 19.90% 33.36% 0.00%

11.

46,006(0.81%)

23,283(0.51%)

00:01:24 4,431(0.17%)

45.59% 40.46% $0.00(0.00%)

0(0.00%)

0(0.00%)

00:00:00 0(0.00%)

0.00% 0.00% $0.00(0.00%)

∞% ∞% ∞% ∞% ∞% ∞% 0.00%

12.

41,183(0.73%)

29,315(0.65%)

00:01:50 2,106(0.08%)

11.25% 29.01% $0.00(0.00%)

51,498(0.79%)

35,996(0.71%)

00:01:29 2,665(0.09%)

13.48% 22.78% $0.00(0.00%)

-20.03% -18.56% 24.04% -20.98% -16.57% 27.37% 0.00%

13.

36,949(0.65%)

29,037(0.64%)

00:02:24 6,034(0.23%)

25.83% 39.62% $0.00(0.00%)

79,185(1.21%)

60,252(1.19%)

00:02:50 16,286(0.56%)

33.67% 44.82% $0.00(0.00%)

-53.34% -51.81% -15.16% -62.95% -23.28% -11.59% 0.00%

14.

33,150(0.59%)

24,327(0.54%)

00:00:18 2,331(0.09%)

14.82% 4.87% $0.00(0.00%)

49,547(0.76%)

33,981(0.67%)

00:00:18 2,605(0.09%)

11.98% 4.18% $0.00(0.00%)

-33.09% -28.41% 1.30% -10.52% 23.70% 16.63% 0.00%

15.

31,082(0.55%)

25,260(0.56%)

00:02:33 7,372(0.28%)

59.31% 50.45% $0.00(0.00%)

40,834(0.63%)

33,508(0.66%)

00:02:39 8,959(0.31%)

62.10% 50.66% $0.00(0.00%)

-23.88% -24.62% -3.71% -17.71% -4.50% -0.41% 0.00%

16.

29,352(0.52%)

24,556(0.54%)

00:01:27 18,331(0.70%)

23.97% 46.66% $0.00(0.00%)

32,730(0.50%)

27,137(0.53%)

00:01:17 19,624(0.67%)

27.51% 43.89% $0.00(0.00%)

-10.32% -9.51% 12.95% -6.59% -12.87% 6.32% 0.00%

17.

28,959(0.51%)

23,105(0.51%)

00:03:07 7,796(0.30%)

40.85% 50.04% $0.00(0.00%)

28,563(0.44%)

22,442(0.44%)

00:03:06 7,321(0.25%)

37.52% 47.11% $0.00(0.00%)

1.39% 2.95% 0.90% 6.49% 8.88% 6.23% 0.00%

18.

25,244(0.45%)

22,644(0.50%)

00:02:09 22,189(0.84%)

81.48% 81.31% $0.00(0.00%)

14,163(0.22%)

12,813(0.25%)

00:02:08 12,565(0.43%)

82.68% 82.52% $0.00(0.00%)

78.24% 76.73% 1.23% 76.59% -1.44% -1.46% 0.00%

19.

24,962(0.44%)

20,865(0.46%)

00:02:43 6,478(0.25%)

57.50% 56.17% $0.00(0.00%)

26,947(0.41%)

22,285(0.44%)

00:03:11 7,796(0.27%)

58.21% 57.46% $0.00(0.00%)

-7.37% -6.37% -14.89% -16.91% -1.22% -2.25% 0.00%

/your-library-renewed

/resources/atoz

/using-the-library/library-visits

/research/databases?�eld_categories=79&search_api_views_fulltext=

/virtual-branch

/research

/content/contact-us

/content/daniel-boone-branch

/content/library-cards

/content/index-slave-owners-name-surname-unknown-or-illegible

/curbside

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

20.

23,748(0.42%)

17,286(0.38%)

00:00:32 6,634(0.25%)

23.33% 12.70% $0.00(0.00%)

29,754(0.46%)

20,917(0.41%)

00:00:30 5,999(0.21%)

16.68% 8.27% $0.00(0.00%)

-20.19% -17.36% 6.15% 10.59% 39.89% 53.61% 0.00%

21.

22,697(0.40%)

19,476(0.43%)

00:01:18 15,435(0.59%)

18.42% 42.36% $0.00(0.00%)

21,871(0.33%)

18,594(0.37%)

00:01:24 13,373(0.46%)

29.21% 45.13% $0.00(0.00%)

3.78% 4.74% -7.42% 15.42% -36.94% -6.15% 0.00%

22.

20,954(0.37%)

16,453(0.36%)

00:04:02 10,656(0.41%)

55.83% 60.65% $0.00(0.00%)

0(0.00%)

0(0.00%)

00:00:00 0(0.00%)

0.00% 0.00% $0.00(0.00%)

∞% ∞% ∞% ∞% ∞% ∞% 0.00%

23.

20,926(0.37%)

16,608(0.37%)

00:00:58 1,874(0.07%)

34.93% 17.44% $0.00(0.00%)

18,980(0.29%)

14,093(0.28%)

00:00:51 877(0.03%)

31.05% 13.56% $0.00(0.00%)

10.25% 17.85% 14.14% 113.68% 12.50% 28.63% 0.00%

24.

19,871(0.35%)

17,242(0.38%)

00:03:09 4,666(0.18%)

66.02% 63.93% $0.00(0.00%)

41,283(0.63%)

34,876(0.69%)

00:03:24 9,836(0.34%)

62.76% 60.64% $0.00(0.00%)

-51.87% -50.56% -7.54% -52.56% 5.20% 5.43% 0.00%

25.

19,484(0.34%)

15,144(0.33%)

00:00:39 3,648(0.14%)

14.18% 10.48% $0.00(0.00%)

25,782(0.39%)

19,148(0.38%)

00:00:40 4,749(0.16%)

11.56% 9.41% $0.00(0.00%)

-24.43% -20.91% -1.14% -23.18% 22.64% 11.42% 0.00%

26.

17,880(0.32%)

15,619(0.34%)

00:01:38 8,588(0.33%)

32.70% 49.47% $0.00(0.00%)

21,184(0.32%)

18,054(0.36%)

00:01:30 9,265(0.32%)

31.76% 44.76% $0.00(0.00%)

-15.60% -13.49% 9.14% -7.31% 2.96% 10.52% 0.00%

27.

16,614(0.29%)

12,245(0.27%)

00:04:07 2,271(0.09%)

34.42% 59.20% $0.00(0.00%)

29,237(0.45%)

21,339(0.42%)

00:03:51 8,558(0.29%)

33.50% 60.66% $0.00(0.00%)

-43.17% -42.62% 6.52% -73.46% 2.74% -2.41% 0.00%

28.

16,512(0.29%)

13,355(0.29%)

00:01:26 2,734(0.10%)

47.04% 31.38% $0.00(0.00%)

27,250(0.42%)

21,489(0.42%)

00:01:22 3,859(0.13%)

50.69% 29.72% $0.00(0.00%)

-39.41% -37.85% 4.02% -29.15% -7.21% 5.59% 0.00%

29.

14,848(0.26%)

12,771(0.28%)

00:01:36 6,506(0.25%)

37.46% 51.04% $0.00(0.00%)

19,291(0.30%)

16,223(0.32%)

00:01:31 8,657(0.30%)

34.74% 46.01% $0.00(0.00%)

-23.03% -21.28% 6.52% -24.85% 7.84% 10.95% 0.00%

30.

14,520(0.26%)

12,271(0.27%)

00:01:26 8,218(0.31%)

28.21% 44.68% $0.00(0.00%)

16,631(0.25%)

13,878(0.27%)

00:01:21 9,096(0.31%)

29.45% 41.24% $0.00(0.00%)

-12.69% -11.58% 6.10% -9.65% -4.21% 8.36% 0.00%

31.

14,239(0.25%)

11,840(0.26%)

00:01:19 8,530(0.32%)

27.50% 43.95% $0.00(0.00%)

16 422 13 705 9 088 $0 00

/genealogy

/content/mid-county-branch

/using-the-library/grandpads

/events/�lter?�eld_event_type_tid[]=4

/reopening/curbside

/databases

/content/headquarters

/content/ecourses

/borrowing

/content/grants-view-branch

/content/grand-glaize-branch

/content/samuel-c-sachs-branch

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

16,422(0.25%)

13,705(0.27%)

00:01:17 9,088(0.31%)

32.99% 43.89% $0.00(0.00%)

-13.29% -13.61% 3.01% -6.14% -16.66% 0.13% 0.00%

32.

13,958(0.25%)

10,897(0.24%)

00:00:46 916(0.03%)

24.78% 14.77% $0.00(0.00%)

18,954(0.29%)

14,560(0.29%)

00:00:46 2,197(0.08%)

17.28% 15.40% $0.00(0.00%)

-26.36% -25.16% -1.06% -58.31% 43.42% -4.12% 0.00%

33.

13,721(0.24%)

10,263(0.23%)

00:02:18 5,324(0.20%)

55.69% 45.25% $0.00(0.00%)

12,257(0.19%)

9,128(0.18%)

00:02:29 4,961(0.17%)

59.77% 45.87% $0.00(0.00%)

11.94% 12.43% -7.51% 7.32% -6.82% -1.34% 0.00%

34.

13,615(0.24%)

9,013(0.20%)

00:01:59 8,200(0.31%)

27.06% 26.18% $0.00(0.00%)

0(0.00%)

0(0.00%)

00:00:00 0(0.00%)

0.00% 0.00% $0.00(0.00%)

∞% ∞% ∞% ∞% ∞% ∞% 0.00%

35.

13,511(0.24%)

10,379(0.23%)

00:00:54 345(0.01%)

22.38% 23.88% $0.00(0.00%)

0(0.00%)

0(0.00%)

00:00:00 0(0.00%)

0.00% 0.00% $0.00(0.00%)

∞% ∞% ∞% ∞% ∞% ∞% 0.00%

36.

13,199(0.23%)

10,164(0.22%)

00:00:48 3,224(0.12%)

69.30% 27.92% $0.00(0.00%)

20,789(0.32%)

15,414(0.30%)

00:00:47 4,163(0.14%)

66.71% 24.56% $0.00(0.00%)

-36.51% -34.06% 0.87% -22.56% 3.88% 13.67% 0.00%

37.

13,137(0.23%)

10,934(0.24%)

00:01:38 7,241(0.28%)

33.06% 47.79% $0.00(0.00%)

14,647(0.22%)

11,932(0.23%)

00:01:32 7,480(0.26%)

32.47% 43.09% $0.00(0.00%)

-10.31% -8.36% 6.39% -3.20% 1.81% 10.91% 0.00%

38.

12,730(0.22%)

10,398(0.23%)

00:01:34 6,773(0.26%)

31.78% 45.29% $0.00(0.00%)

16,193(0.25%)

12,727(0.25%)

00:01:31 8,043(0.28%)

31.79% 42.60% $0.00(0.00%)

-21.39% -18.30% 3.57% -15.79% -0.03% 6.31% 0.00%

39.

12,655(0.22%)

10,233(0.23%)

00:03:14 10,206(0.39%)

31.87% 75.64% $0.00(0.00%)

16,697(0.26%)

13,399(0.26%)

00:02:59 12,383(0.42%)

24.91% 70.64% $0.00(0.00%)

-24.21% -23.63% 8.24% -17.58% 27.96% 7.07% 0.00%

40.

12,277(0.22%)

8,423(0.19%)

00:03:47 2,616(0.10%)

60.94% 52.05% $0.00(0.00%)

12,183(0.19%)

8,147(0.16%)

00:03:34 2,486(0.09%)

58.72% 49.70% $0.00(0.00%)

0.77% 3.39% 6.14% 5.23% 3.78% 4.72% 0.00%

41.

12,098(0.21%)

8,667(0.19%)

00:03:42 308(0.01%)

10.03% 43.83% $0.00(0.00%)

17,501(0.27%)

12,319(0.24%)

00:03:32 508(0.02%)

17.05% 41.93% $0.00(0.00%)

-30.87% -29.65% 4.73% -39.37% -41.18% 4.54% 0.00%

42.

10,169(0.18%)

8,692(0.19%)

00:01:30 4,408(0.17%)

30.01% 46.40% $0.00(0.00%)

13,282(0.20%)

10,734(0.21%)

00:01:40 5,810(0.20%)

27.07% 44.22% $0.00(0.00%)

-23.44% -19.02% -9.86% -24.13% 10.88% 4.93% 0.00%

43

/using-the-library

/signup/Calendar

/signup/calendar?et=33

/content/books-emedia-more

/kids

/content/thornhill-branch

/content/�orissant-valley-branch

/content/drive-thru-covid-testing-17

/content/suggest-purchase

/databases?�eld_categories=79&search_api_views_fulltext=&page=1

/content/cliff-cave-branch

/using-the-library/personalized-learning/headspace

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Rows 1 - 50 of 732904

43.

9,949(0.18%)

7,459(0.16%)

00:04:19 5,739(0.22%)

41.39% 65.33% $0.00(0.00%)

0(0.00%)

0(0.00%)

00:00:00 0(0.00%)

0.00% 0.00% $0.00(0.00%)

∞% ∞% ∞% ∞% ∞% ∞% 0.00%

44.

9,783(0.17%)

8,080(0.18%)

00:01:28 4,901(0.19%)

33.74% 43.90% $0.00(0.00%)

12,999(0.20%)

10,571(0.21%)

00:01:19 6,467(0.22%)

37.27% 42.72% $0.00(0.00%)

-24.74% -23.56% 10.54% -24.22% -9.48% 2.77% 0.00%

45.

9,676(0.17%)

6,504(0.14%)

00:03:52 385(0.01%)

10.21% 43.83% $0.00(0.00%)

15,502(0.24%)

10,324(0.20%)

00:04:16 796(0.03%)

9.03% 45.42% $0.00(0.00%)

-37.58% -37.00% -9.59% -51.63% 13.09% -3.50% 0.00%

46.

9,234(0.16%)

7,525(0.17%)

00:01:32 4,384(0.17%)

28.74% 45.27% $0.00(0.00%)

11,690(0.18%)

9,566(0.19%)

00:01:31 4,987(0.17%)

39.31% 44.82% $0.00(0.00%)

-21.01% -21.34% 1.10% -12.09% -26.89% 0.99% 0.00%

47.

9,125(0.16%)

5,343(0.12%)

00:00:12 1,970(0.07%)

14.92% 11.90% $0.00(0.00%)

5,756(0.09%)

3,140(0.06%)

00:00:11 119(0.00%)

30.51% 4.90% $0.00(0.00%)

58.53% 70.16% 11.00% 1,555.46% -51.08% 142.92% 0.00%

48.

9,087(0.16%)

7,590(0.17%)

00:01:05 4,281(0.16%)

77.78% 49.19% $0.00(0.00%)

14,405(0.22%)

11,574(0.23%)

00:01:02 6,715(0.23%)

77.71% 47.26% $0.00(0.00%)

-36.92% -34.42% 5.74% -36.25% 0.09% 4.08% 0.00%

49.

8,845(0.16%)

6,462(0.14%)

00:04:13 671(0.03%)

7.22% 50.64% $0.00(0.00%)

9,581(0.15%)

6,426(0.13%)

00:03:39 789(0.03%)

7.75% 45.80% $0.00(0.00%)

-7.68% 0.56% 15.18% -14.96% -6.83% 10.57% 0.00%

50.

8,690(0.15%)

7,386(0.16%)

00:02:32 4,933(0.19%)

53.08% 60.51% $0.00(0.00%)

3,144(0.05%)

2,232(0.04%)

00:01:12 1,141(0.04%)

51.71% 38.71% $0.00(0.00%)

176.40% 230.91% 110.68% 332.34% 2.65% 56.31% 0.00%

/using the library/personalized learning/headspace

/content/meramec-valley-branch

/databases?�eld_categories=79&search_api_views_fulltext=&page=2

/content/weber-road-branch

/content/index-slave-owners-name

/teens

/research/databases/atoz/n

/content/book-buddies

© 2021 Google

EXHIBIT B

[Foundation 2020-2021 Site Usage]

Analytics

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Language Users % Users

1. en-us

7,398 88.00%

5,423 81.16%

36.42% 8.43%

2. zh-cn

421 5.01%

239 3.58%

76.15% 40.01%

3. en-gb

169 2.01%

19 0.28%

789.47% 606.97%

4. en

104 1.24%

942 14.10%

-88.96% -91.22%

5. en-au

42 0.50%

3 0.04%

1,300.00% 1,012.74%

6. fr-fr

20 0.24%

1 0.01%

1,900.00% 1,489.63%

7 es-es

Audience Overview


Overview

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

Jan 1, 2021 - Nov 30, 2021: Users

Jan 1, 2020 - Dec 31, 2020: Users


200200200

400400400

Users

26.04%8,412 vs 6,674

New Users

25.17%8,279 vs 6,614

Sessions

22.10%10,454 vs 8,562

Number of Sessions per User

-3.13%1.24 vs 1.28

Pageviews

23.86%22,381 vs 18,069

Pages / Session

1.45%2.14 vs 2.11

Avg. Session Duration

-6.55%00:01:19 vs 00:01:24

Bounce Rate

-2.67%62.17% vs 63.88%

New Visitor Returning Visitor

11%

89%

12.3%

87.7%

All Users+0.00% Users

St. Louis County Library Foundation - foundation.slcl.org

https://analytics.google.com/analytics/web/?utm_source=pdfReportLink#/report/visitors-overview/a48626724w198336392p193001293/_u.date00=20210101&_u.date01=20211130&_u.date10=20200101&_u.date11=20201231

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

7. es-es

17 0.20%

0 0.00%

100.00% 100.00%

8. id

15 0.18%

0 0.00%

100.00% 100.00%

9. it-it

15 0.18%

2 0.03%

650.00% 496.11%

10. de

12 0.14%

1 0.01%

1,100.00% 853.78%

© 2021 Google

Analytics

Page

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Jan 1, 2020 - Dec 31, 2020

% Change

Jan 1, 2021 - Nov 30, 2021

Pages


Explorer

This data was �ltered using an advanced �lter.

Pageviews Unique Pageviews Avg. Time on Page Entrances Bounce Rate % Exit Page Value

21.21%21,777 vs 17,966

18.98%15,952 vs 13,407

7.91%00:01:10 vs 00:01:16

21.71%10,411 vs 8,554

2.65%62.21% vs 63.91%

0.49%47.82% vs 47.59%

0.00%$0.00 vs $0.00

1.

6,353(29.17%)

5,134(32.18%)

00:01:19 4,501(43.23%)

73.91% 65.39% $0.00(0.00%)

3,081(17.15%)

2,435(18.16%)

00:01:15 2,045(23.91%)

66.26% 58.26% $0.00(0.00%)

106.20% 110.84% 5.62% 120.10% 11.54% 12.23% 0.00%

2.

5,814(26.70%)

4,171(26.15%)

00:00:41 3,956(38.00%)

45.63% 49.21% $0.00(0.00%)

5,285(29.42%)

3,775(28.16%)

00:01:03 3,571(41.75%)

54.16% 45.47% $0.00(0.00%)

10.01% 10.49% -34.65% 10.78% -15.75% 8.23% 0.00%

3.

1,423(6.53%)

833(5.22%)

00:01:29 221(2.12%)

47.96% 28.04% $0.00(0.00%)

768(4.27%)

352(2.63%)

00:01:38 76(0.89%)

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80.45% 76.99% 22.29% 545.45% 3.27% 22.20% 0.00%

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84.49% 61.84% -8.20% 0.00% 127.58% 7.70% 0.00%

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565(3.54%)

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385(2.14%)

321(2.39%)

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70.39% 76.01% -26.09% 366.10% -8.49% 1.24% 0.00%

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St. Louis County Library Foundation - foundation.slcl.org

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60.39% 62.83% 26.86% 179.17% 18.70% 2.02% 0.00%

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62.26% 55.86% $0.00(0.00%)

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32(0.20%)

00:01:02 0(0.00%)

0.00% 0.00% $0.00(0.00%)

27(0.15%)

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48(0.22%)

20(0.13%)

00:01:27 5(0.05%)

20.00% 12.50% $0.00(0.00%)

0(0.00%)

0(0.00%)

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48(0.22%)

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13(0.07%)

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261.54% 190.00% 247.57% ∞% ∞% 135.11% 0.00%

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00:02:13 20(0.19%)

80.00% 39.13% $0.00(0.00%)

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35(0.16%)

29(0.18%)

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100.00% 14.29% $0.00(0.00%)

12(0.07%)

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191.67% 383.33% -50.78% ∞% ∞% ∞% 0.00%

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31(0.19%)

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57.14% 26.47% $0.00(0.00%)

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/content/teen-book-festival-announced

/content/use-amazonsmile-prime-day

/content/foundation-approves-7000-alison-grants

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/content/fund-need-week

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/content/fund need week

/content/we’re-live

/about/donor-bill-rights

/content/20000-match-challenge

/content/foundation-donates-100000-covid-19-relief

/content/slcl-and-slpl-share-library-system

/content/virtual-program-protect-your-estate

/news?page=2

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Kansas City Public Library “Request for Proposal for WebDevelopment Services”

Released: September 2021Service Population: 218,000Library Overall Budget: $25M (2021)

What we loved about this RFP● Clear proposal content and format requirements (pages 3-4)● Ability to email proposal responses

We cannot stress enough how important having clear proposal submissionguidelines are. Kansas City Public Library takes it further by providing clearguidelines on how the proposal itself should be structured. This allows us to takeour responses and align them exactly in the way they expect them. We take thesetypes of guidelines seriously because we know that they are intended to make theevaluators’ job easier. Other vendors may not and may wind up rejected due to thevolume of responses received.

What could be better about this library website RFP● There seems to be an upgrade already in progress, and it’s not clear why

more help from an outside vendor is needed● Scope of work is relegated to an attachment (attachment A on page 12)● No clear evaluation criteria except vague “Method of Evaluation” on page 2

Everyone in this field knows that upgrades sometimes go awry. In Kansas City’scase, it’s fairly clear that some work has already been done (page 11, “Status of theUpgrades and Design”) and there are issues with the existing platform.


But the RFP skips from the status to “Goals for the new Website” (page 12).Further, the library discusses having completed an information architecture andevaluating current modules in their CMS (Drupal).

Why is the library seeking help now? There are some references to a partiallycompleted migration (page 11). But some added detail — even a couple ofadditional sentences — about why this is the case and what the library thinks itneeds to do (other than bring in another vendor) would be useful context. We needto know where the bodies may be buried. This lack of clarity may have turned offsome otherwise qualified vendors.

This RFP has its Scope of Work as a lengthy attachment to the main RFP (pages11-18). Although this isn’t the worst we’ve seen (that’s when it’s buried somewheremidpoint in a 100+ page RFP), we recommend most public libraries lead with whatthey are looking for earlier in their RFP and put the legal requirements in the back.

Another problem with this Scope of Work is that it spends several pages describingwhat’s in place already from a technical perspective (pages 15-18) like modules andtaxonomies, and only a couple of pages on what’s desired. Some of what is desiredis also interspersed with what exists. What we took from this is that they arelooking for more of a technical expert to unjam a stalled upgrade from theirproblem, but we can only infer.

Lastly, we are not completely clear on what the evaluation criteria are. In theabsence of clear criteria, we will often assume that price is the main driver (even ifit is not) and will pass on proposals. In this case, Interpersonal Frequency did bid onthe project, given what we believe their core needs to be.

Disclosure: we bid on this RFP.


KANSAS CITY PUBLIC LIBRARY

REQUEST FOR PROPOSALS FOR WEB DEVELOPMENT SERVICES

September 30, 2021

Kansas City Public Library 14 West 10th Street

Kansas City, Missouri 64105

Proposals will be accepted until:

11:00 a.m. (Local Time)

Thursday, October 28, 2021 ******************************************

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REQUEST FOR PROPOSALS FOR WEB DEVELOPMENT SERVICES

Instructions to Proposers

General Instructions The Kansas City Public Library (“Library”) invites qualified applicants to submit proposals for web development services for its suite of websites. Submission of Proposal Proposals may be submitted by email to [email protected], to be received no later than 11:00 a.m. (Local Time), Thursday, October 28, 2021. All correspondence should be marked “WEB DEVELOPMENT SERVICES”. Please note as you submit your proposal by email, the Library must receive the email no later than 11:00 a.m. (Local Time) on October 28, 2021.

Official Contact Any questions concerning this Request for Proposals (“RFP”) should be submitted via email to:

Reed Beebe Kansas City Public Library 14 West 10th Street Kansas City, MO 64105 816-701-3563 [email protected]

All questions concerning this RFP must be received no later than Tuesday, October 19, 2021 by 5:00 p.m. (Local Time).

Ownership of Documents Any reports, studies, conclusions and summaries prepared by the Proposer shall become the property of the Library. Confidentiality of Information Any proprietary information furnished by a Proposer to the Library that is designated confidential shall be treated as confidential to the Library to the extent allowable by law. RFP Awards The Library reserves the right to accept or reject any and all proposals, to make a partial award, or to make a multiple vendor award. The acceptance or rejection of any or all proposals and the making of an award or a partial award will be at the sole discretion of the Library. The Library reserves the right to request additional information. The

mailto:[email protected]

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contract shall be awarded to the qualified Proposer(s), whose proposal (which may include and incorporate the outcome of any subsequent negotiations), is determined to be in the best interests of the Library. The Library reserves the right to seek out additional proposals if the number and quality of submittals are not sufficient to allow for a competitive decision. Addenda/Cancellation The Library may modify or cancel the RFP at any time prior to the RFP due date by issuance of an Addendum or Cancellation to all Proposers who are participating in the process at the time the Addendum/Cancellation is issued. Addenda will be made available and Cancellations will be posted on the Library’s RFP/RFQ website (currently: https://www.kclibrary.org/public-notices). Proposers should monitor the Library’s RFP/RFQ website for updates/information/addenda/cancellations. Verbal modifications to the RFP specifications shall not be binding upon the Library. Clarification of Proposals The Library reserves the right to obtain clarification of any point in the proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in rejection of the proposal. Method of Selection Award will be made to the most responsive and responsible Proposer offering the best value and most economical proposal as defined by the Library. In general, the following criteria will be used: price, qualifications, service approach, and the experience of the Proposer. Per Library policy, a preference will be given to local vendors, minority business enterprises (MBE), and women business enterprises (WBE). Additionally, Missouri-based, service disabled veteran enterprises (SDVE) certified by the State of Missouri Office of Administration will receive a three (3) point bonus preference.

After the Library’s initial evaluation of proposals, select proposals will undergo a detailed review and evaluation. As part of this detailed review of proposals, selected Proposers may be required to make oral presentations of their proposals to the Library. These presentations provide an opportunity for the Proposers to clarify the proposals.

The Library will negotiate with the selected Proposer(s) for mutually agreeable terms for the Library’s auditing services before making an award. Negotiation could include, but not be limited to, price and the terms and conditions of the RFP.

Acceptance of RFP Terms A proposal submitted in response to this RFP shall constitute a binding offer. The Proposer shall identify clearly and thoroughly any variation between its offer and this RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance. Proposer’s authorized representative may withdraw proposals only by written request received before the proposal due date.

https://www.kclibrary.org/public-notices

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Proposal Validity Period Each proposal shall be valid for a period of sixty (60) days from the proposal due date. Non-Collusion Proposer(s) certify that this proposal had been arrived at independently and has been submitted without collusion designed to limit independent bidding or competition. Hold Harmless The Proposer shall hold harmless, defend and indemnify the Library and the Library’s officers, agents, and employees against liability that may be imposed upon them by reason of the Proposer’s failure to provide worker’s compensation coverage and liability coverage.

General Specifications

The Library is seeking proposals from a web development vendor to provide services for its suite of websites, which run on the Drupal system platform. The Library’s focus in the first year of the contract term will be an upgrade of the Library’s “KCLibrary.org” site from Drupal 7 to Drupal 9, and implementing a new font end design informed by the Library’s current ongoing rebranding project (this rebranding project is being facilitated by a contracted design firm). Other immediate needs include regular maintenance for the KCLibrary.org site, and five smaller Drupal sites that will involve installing modules, performing security updates, and troubleshooting issues. An outline of desired services, along with background and other information, is provided in Attachment A. The Library has budgeted up to $100,000 annually for these services, both maintenance and migration from Drupal 7 to Drupal 9. The Library welcomes vendors to submit their best competitive pricing to assist the Library in staying within this budget, or alternative pricing solutions and services for its consideration.

Please note that the Library is political subdivision of the State of Missouri and has a Missouri sales tax exemption certificate. A copy of this certificate can be provided to the selected vendor upon request, if applicable to any pricing.

Proposal Content & Format

To provide a degree of consistency in review of the written proposals, Proposers are required to prepare their proposals in the format described below:

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Proposal Response Form An individual having full authority to execute the proposal and to execute any resulting contract for services (“authorized representative”) must complete and submit the attached Proposal Response Form (Attachment B) or submit a signed letter of transmittal that contains the same information and statements as indicated in the proposal response form. Experience, Expertise and Capabilities Give a background of the company’s or contractor’s experience and qualifications. This should include a brief history, the date founded, ownership and any subsidiary relationships. Also list the types of services the company or contractor is qualified to perform. Give examples of experience for similar products or services to other entities, and the work efficiencies that the company is able to provide. If the company or contractor has a business location within the Library’s service area (that is, the cities of Kansas City, MO; Independence, MO; and/or Sugar Creek, MO), or if the company or contractor is a minority business enterprise or women business enterprise (MBE and/or WBE) or Missouri-certified service disabled veteran enterprise (SDVE), this should be noted in order to utilize the Library’s preference for local and MBE, WBE, and SDVE vendors. Personnel For Company proposals, provide the names of key management personnel who would be directly involved in providing services to the Library. Describe their relationship in the company, the role they would play, their experience, qualifications and years of service with the company. Use of Subcontractors The selected Proposer shall be solely responsible for all services as required by the RFP. Subcontractors, if any, will be the responsibility of the Proposer and the role of subcontractors must be clearly identified in the proposal. The Library may factor this information in the evaluation of the service approach of the Proposer. The use of a subcontractor(s) does not relieve the selected Proposer of liability under this contract (see Indemnity, Licenses & Releases in the Terms and Conditions section).

Service Approach Submit a clear, concise response to accomplish the scope of services that reflects your understanding of the Library’s requirements as described in the Scope of Service. Include information about the timeframe needed to provide the services required by the Library. This response should demonstrate an understanding of the Library’s needs as outlined in the RFP. In your response, please provide a clear outline of your anticipated process and schedule for the KCLibrary.org from Drupal 7 to Drupal 9.

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Cost/Charges Submit a detailed breakdown of all costs and charges involved in providing the desired equipment (or equivalent), with a price schedule for the Library’s desired services and any other applicable charges. Please complete and submit Attachment C. The Library relies on the Proposer to assure that all charges to provide the desired services are submitted in the proposal and that there are no hidden costs or charges that will be incurred by the Library. Authorized Representative Include the name, title and contact information of the person in your organization authorized to negotiate contract terms and render binding decisions on contract matters. References Submit information regarding three (3) comparable projects that the vendor has completed as the prime contractor within the last five (5) years. The projects shall indicate the start and completion dates, services and equipment provided, contract term, and any warranty and benefits provided to the client. Please provide contact information for each reference.

Terms and Conditions Contract Term The term of this contract will begin from the date of award and run through June 30, 2022, with an option for up to two annual (12 month) renewals as mutually agreed by both parties. Contract Components This RFP, the successful proposal’s response thereto, and any additional written modifications and/or stipulations mutually agreed upon by the Library and the successful proposal will constitute the final contract. During the contractual period, any changes to the conditions outlined in these materials must be approved in writing with the signatures of representatives from each selected proposal(s) and the Library Disclosure of Confidential Information Proposer acknowledges that, in and as a result of the consulting hereunder, Contractor will be making use of, acquiring and/or adding to confidential information of a special and unique nature and value relating to such matters as Library’s systems, procedures, manuals, confidential reports, or other similar data, as well as the nature and type of processes and/or other services rendered by Library, hereinafter collectively referred to as the “Confidential Information”. As a material inducement to Library to enter into this Contract, and to continue to engage Contractor hereunder and to pay to Contractor the compensation referred to herein, Contractor covenants and agrees that Contractor shall not, at any time during or following the cessation of his engagement hereunder, for

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whatever reason, directly or indirectly, divulge or disclose, for any purpose whatsoever, any of such Confidential Information which has been obtained by or disclosed to Contractor. Upon cessation of this Contract for whatever reason, all Confidential Information, whether in the form of documents, records, notebooks, invoices, statements or correspondence, including copies thereof, relating to the business of the Library then in Contractor’s possession or control, whether prepared by Contractor or others, shall remain Library’s exclusive property and will be delivered to and left with the Library. Indemnity, Licenses & Releases Contractor agrees to indemnify, defend, and hold harmless Library, its representatives and customers from and against any and all suits, demands, liabilities, claims, actions, expenses, losses, and damages of any kind or nature whatsoever arising out of any negligent acts or omissions in connection with the Contract, caused by Contractor, its employees, agents, subcontractors, or caused by others for whom Contractor is liable, in the performance of the Services under this Contract.

Contractor will obtain and pay for all permits and licenses required by law that are associated with the Contractor’s performance of Services. Termination Either party may terminate this Contract without cause upon sixty (60) days prior written notice to the other party. Library reserves the right to cancel, for cause, this Contract without prior written notification. Cause for termination shall include the following: (1) violation by Contractor of any applicable federal, state, or local law, regulation or ethical code; (2) Contractor’s substantial under performance, as determined by Library; or (3) failure to comply with the provisions of this Contract. Library shall, where permitted by law, have the right to terminate the Contract immediately and without other cause or prior notice to Contractor in the event that Contractor does any of the following: (1) makes written admission of its inability to pay its debts or obligations as they become due; (2) files a voluntary petition in bankruptcy; (3) is adjudicated as bankrupt or insolvent; (4) seeks, consents to or acquiesces in the appointment of any trustee, receiver or liquidator of all or any substantial part of its business assets; (5) fails to actively operate its business for a period of more than seven (7) consecutive days without the prior written consent of Library; or (6) fails to maintain the insurance coverage required in this Contract. The Contract shall terminate immediately if it is no longer permitted by applicable laws, rules or regulations, or if Library decides to limit or discontinue their operation for any reason.

Modification of Contract No waiver or modification of this Contract or of any covenant, condition, or limitation herein contained shall be valid unless in writing and duly executed by the party to be charged therewith and no evidence of any waiver or modification shall be offered or received in evidence of any proceeding, arbitration, or litigation between the parties hereto arising out of or affecting this Contract, or the rights or obligations of the parties

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hereunder, unless such waiver or modification is in writing, duly executed as aforesaid, and the parties further agree that the provisions of this Section may not be waived except as herein set forth. Codes, Laws and Regulations Contractor will comply with all applicable codes, laws, regulations, standards, and ordinances in force during the term of this Contract. Adjustment of Services The Library reserves the right to eliminate, reduce or otherwise adjust the scope of services provided by the Contractor. Assignability Neither this Contract nor any rights hereunder may be assigned by the Contractor without Library’s prior written consent. Governing Law It is understood and agreed that the construction and interpretation of this Contract shall at all times and in all respects be governed by the laws of the State of Missouri. The parties agree that any legal action brought in connection with this Contract is to be maintained only in the Circuit Court of Jackson County, Missouri. Insurance Contractor shall purchase and maintain, at its own expense, for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the work by the Contractor, its agents, representatives, or employees.

Coverage Required Limits per Occurrence General Liability $1 million minimum coverage per occurrence

and $2 million aggregate, written on an occurrence basis.

Automobile Liability $1 million per occurrence, covering owned, hired and non-owned automobiles

Worker’s Compensation Statutory

Contractor understands and agrees that the Library cannot save and hold harmless and/or indemnify the Contractor or its employees against any liability incurred or arising as a result of any activity of the Contractor or any activity of the Contractor’s employees related to the Contractor’s services under this Agreement. Therefore, the Contractor must acquire and maintain adequate liability insurance in the form(s) and amount(s) sufficient to protect the Library, its employees, its clients and the general public against any such loss, damage and/or expense related to the services performed under this Agreement. The insurance coverage shall include general liability insurance in an

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amount of at least $1,000,000 per occurrence and $2,000,000 in the aggregate with endorsements including but not limited to risks of false imprisonment, malicious prosecution, libel, slander and violation of right of privacy as well as the Missouri statutory requirements for works compensation insurance. Written evidence of the insurance shall be provided by the Contractor to the Library, the initial written evidence being attached hereto and marked as Exhibit A. The evidence of insurance shall include, but not necessarily be limited to: effective dates of coverage, limits of liability, insurer’s names, policy numbers and endorsement by representatives of the insurance company. Evidence of self-insurance coverage or of another alternative risk financing mechanism is not permitted. Insurance policies required of Contractor by the Agreement shall:

• Be issued by insurance companies licensed to do business in the state of Missouri with general policyholder’s ratings of at least A and a financial rating of at least XI in the most current Best’s Insurance Reports available on the date the Contractor obtains or renews the insurance policies. If Best’s ratings are changed or discontinued, the parties shall agree to an equivalent method of rating insurance companies;

• Name the Library as an additional insured as its interest may appear on the policy;

• Provide that the insurance not be cancelled or materially changed in the scope or amount of coverage unless thirty (30) days’ advance notice is given to the Library;

• Be primary policies;

• Be permitted to be carried through a “blanket policy” or “umbrella” coverage;

• Have deductibles not greater than $1,000;

• Be written on an “occurrence” basis; and

• Be maintained during the entire Term and any extension Terms. By the date of award and upon each renewal of its insurance policies, Contractor shall give such certificates of insurance to the Library.

Independent Contractor. It is specifically agreed by the parties that the relationship of Contractor to Library is that of an independent contractor and that Contractor is not an agent, partner, or employee of the Library. Contractor acknowledges that Contractor is not entitled to receive from Library any tax withholding, workers’ compensation, unemployment compensation, or any employee benefits, statutory or otherwise.

Access to Records. Contractor shall maintain all fiscal records and any other records relating to this Contract in such a manner as to clearly document the Contractor’s performance hereunder. Library or any of its duly authorized representatives shall have access to any

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books, documents, papers and records of the Contractor which are directly pertinent to this Contract for the purpose of making audits, examinations, excerpts and transcriptions. Federal, State, and Local Taxes, Licenses, and Permits The Contractor will comply with all laws and regulations on taxes, licenses, and permits.

Other Considerations Disputes Should any doubt or difference of opinion arise between the Library and the successful proposal awarded this Contract as to the items to be furnished hereunder or the interpretation of the provisions of this RFP, the decision of the Library shall be final and binding upon all parties.

Prohibition of Public Benefits to Illegal Aliens Pursuant to State of Missouri’s RSMO 285.530 (1), No business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the state of Missouri. Selected vendors shall comply with the provisions of Section 285.525 through 285.550 of the State of Missouri statutes and execute the notarized affidavit attached hereto as Attachment D, Affidavit of Work Authorization before the Agreement can be finalized

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Attachment A

OUTLINE OF DESIRED SERVICES, ALONG WITH BACKGROUND AND OTHER

INFORMATION

NOTE: Firms may request a Word format copy of Attachment A (“Outline of Desired

Services, Along with Background and Other Information”) by emailing

[email protected].

KCLIBRARY.ORG UPGRADE AND REDESIGN

BACKGROUND

KCLIBRARY.ORG CURRENTLY

The current website has been running Drupal since 2008 with several upgrades since then. As a result,

much of the configurations and content are no longer necessary and can create confusion among staff

contributors. The site is plagued with inconsistent and sometimes inaccurate naming of views,

taxonomies, content types and fields. Different developers and editors employed their own strategies for

creating sections of the site, and they often differ. Many pages contain inline CSS and other

unrecommended practices for wrangling designs and layouts of pages.

In addition, significant changes to Library services have occurred in recent years which necessitates an

update to the information architecture, and a fuller integration of the Library’s digital resources and

events.

STATUS OF THE UPGRADE AND REDESIGN

The Library has accomplished some of the work necessary to complete the Drupal upgrade and redesign.

1. We have surveyed patrons and staff about their use and opinions of the current site.

2. We have revised and refined the information architecture, labeling and menus for all major areas

of the site.

3. We have determined which content should migrate to the upgraded site and which should be

recreated from scratch.

4. We have evaluated the current custom modules in use.

5. We have undertaken a rebranding process with an external design firm. They will provide a suite

of logos, colors and other elements to inform the design of the website.

6. A Drupal 8 migration was partially completed in 2019. The site can be reviewed by the selected

vendor.

The Library is prepared to assist in the redesign process, with oversight and guidance provided by the

selected vendor. Library staff are able to do the following:

1. Create new pages and populate content

2. Create Drupal Views, Rules and forms to help build out the site


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3. Create and maintain menus, taxonomies, users, roles, and permissions

4. Provide image and other design assets as needed by vendor

5. Provide access to data and library information that will inform the redesign process

GOALS FOR THE NEW WEBSITE

1. Create an impactful, modern design to reflect the new Library branding

2. Streamline the process of updating and managing content on the Library site

3. Establish consistency in layout and design across various areas of the site

4. Take advantage of the efficiencies and improvements that come with Drupal 9

HIGH LEVEL REQUIREMENTS FOR THE NEW SITE

1. Site should leverage responsive design to adapt seamlessly to screens of various sizes.

2. The vendor should configure the platform so that content can be easily created and updated by

Library staff via the Drupal administrative interface.

3. Site should meet WCAG 2.1 requirements for accessibility purposes.

4. Site should not rely on dependencies or technologies that are not publicly documented and

openly available.

5. End users should not be required to create accounts to use the site.

6. Site should adhere to security best practices. Effective spam mediation measures should be in

place to stave off bots and malicious actors.

KEY FEATURE REQUIREMENTS

Home Page

The Library home page should feature attractive and immersive graphical content designed in

consultation with the Library. We will also rely on the home page to provide timely updates and to

highlight specific services featured on the site. This can be accomplished via cards, slideshows, longer

home pages or any other mechanism recommended by the selected vendor.

Search

An existing custom module for the abandoned Drupal 8 site provides results from the Library catalog

inside the site alongside Drupal results. While not a requirement, this should be evaluated for feasibility

and advisability.

Barring the above solution, a single search box with options to search either the Drupal site or the online

catalog should be available. The default selection should be the catalog. This can be accomplished with a

dropdown, radio buttons, tabs or other mechanism.

Access to search should be provided on every page of the website, for instance, in the header.

Examples:

- https://tinyurl.com/ygmhmogd

- https://services.slcpl.org/

- https://www.jocolibrary.org/

Events Calendar

The Library offers both large scale “Signature Events” and smaller “Activities.” We would like to offer a list

view of Signature Events as well as lists of various Activity types determined by taxonomy values. A

https://tinyurl.com/ygmhmogd

https://services.slcpl.org/

https://www.jocolibrary.org/

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master calendar view should present the user with all events and activities combined, filterable by event

type, audience and location.

Current example URLs:

- https://kclibrary.org/events-activities-calendar

- https://kclibrary.org/signature-events

- https://codepen.io/just_monk/pen/ZavoQq

Signature Events RSVPs

We currently use the Registration module and several custom modules that enhance its functionality.

Registration has not been ported to Drupal 8/9 so we will need to consider alternatives. The RSVP process

should incorporate custom questions on the signup page and a post-submission page with directions,

attendance instructions and other information. Registrants should receive immediate confirmation emails

as well as reminder emails.


- https://kclibrary.org/node/30132/register

- https://tinyurl.com/ye5bbdhr

Activity RSVPs

Some Activities also require registration, which should be toggleable when creating the node. Activity

RSVPs require name, email address, and number of attendees at minimum. While we can leverage the

same solution for both Signature events and Activities, staff access and permissions for these needs to be

separate.


- https://kclibrary.org/node/30335/register

Repeating Activities

Library activities often take place on a recurring schedule, i.e. weekly, daily or monthly. We currently use

the Date Repeat API bundled with the Date module which is not available for Drupal 9. We will need to

leverage the Recurring Events or similar module to recreate this functionality.

Email Notifications

The current site makes extensive use of Entityforms and the Rules module to send emails to users.

1. Basic contact forms for staff persons and key contacts for specific pages

2. Staff email notifications when certain forms are submitted

3. Automated confirmation and reminder emails for Signature Event and Activity registrants

4. Automated reminder emails for registrants with access/attendance information

Digital Resource Directory

This is a list of both subscription and freely available websites that provide value for readers, researchers

and learners. These are generally available through an A to Z list and in category lists, driven by Drupal

Views.


1. https://kclibrary.org/alphabetical-list-of-resources/

https://kclibrary.org/events-activities-calendar

https://kclibrary.org/signature-events

https://codepen.io/just_monk/pen/ZavoQq

https://kclibrary.org/node/30132/register

https://tinyurl.com/ye5bbdhr

https://kclibrary.org/node/30335/register

https://kclibrary.org/alphabetical-list-of-resources/

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Site Alerts

The Library makes extensive use of sitewide alerts to inform users about holiday hours, unexpected

closures or other important announcements, which can be enabled or disabled at will. These should be

highly visible, but not disrupt the content or layout of the pages on which they appear.

WHAT EXISTING CONTENT SHOULD BE MIGRATED TO DRUPAL 9

Content types that reference other entities have been accounted for. Taxonomies and content types that

are referenced by nodes being migrated are included in the lists below.

Nodes of Content Type

1. Signature Event (approx. 2,500)

2. Blog post (approx. 2,200)

3. Art Object (approx. 500)

4. Board Meeting Minutes (approx. 150)

5. Board of Directors Documents (approx. 150)

6. Book (approx. 475)

7. Exhibit (approx. 90)

8. Basic page (approx. 40)

9. YFE (approx. 10)

10. YFE Games (approx. 70)

11. Library Location (approx. 15)

12. All other pages will be manually recreated

Taxonomy

1. Event status

2. Event Type

3. Art Inventory – Artist

4. Art Inventory - Building

5. Art Inventory – Object Type

6. Blog tags

7. Book genre

8. YFE Game Type

9. YFE Game Skills

Users

- All current active users will need to be migrated over to the new site.

- LDAP is no longer in use in favor of native Drupal accounts.

URLs

- URL aliases and URL Redirects for existing pages should be migrated to the new site.

Rules

- All Rules will be rebuilt by the Library with assistance from vendor.

Roles and Permissions

1. All roles and permissions will be rebuilt by the Library with assistance from vendor.

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Views

1. Existing Drupal Views will not need to be migrated. Views will be recreated on the new site in

cooperation with the vendor.

Media and Files

KClibrary.org uses the Drupal file system for images, documents and other files. It does not utilize a digital

asset management system. All files and subfolders in /sites/default/files will need to be moved over to

the new site.

Forms

Entityform is not currently compatible with Drupal 9 in its current state so we will rely on the vendor for

recommended path forward. All current Entityforms should be recreated/migrated to the new site.

NEW CONTENT

Entities that are not slated for direct migration generally need substantial revision or rebuilding in the

interest of clarity. If the vendor identifies such content that would be better to migrate than to recreate,

the Library is amenable.

Content that is not migrated from the existing site will be recreated by Library staff. The vendor will

provide a base level of design, as well as layout options and interface elements that can be employed in

page building. Such elements would include:

1. Image formatting and display options

2. Button styles

3. Layout options such as lists, columns and/or and grids

4. Callout boxes or other ways to highlight content

These elements can be made available to staff as a list of available CSS classes, as options inside a

WYSIWYG editor, as automatic displays for each content type, or other mechanisms to be determined.

EXTERNAL CONTENT

Integrations

1. The Library will need to leverage the Converge payment gateway for processing payments for Library

services. There is an existing module for Drupal 7 that allows staff to generate a URL that is encoded

with the dollar amount and some other values which the patron can use to submit payment. This

should be evaluated for porting or improvement.

2. An existing module for the abandoned Drupal 8 site provides results from the Library catalog inside

the site alongside Drupal results. While not a requirement, this should be evaluated as a single-

option search solution.

Linkages – These are external sites that provide specific functionality relative to library operations. These

do not need to be integrated fully into KCLibrary.org but they are considered part of our web presence

and are reachable via menus and other links.

1. BiblioCommons catalog discovery layer

2. LibAnswers knowledge base and virtual reference platform

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3. Communico Room Reservation System

4. Tipasa (Interlibrary Loan service)

Embeds & Widgets

1. BiblioCommons login (see ‘User Navigation Widget’ at

https://kclibrary.bibliocommons.com/info/integration)

2. BiblioCommons book lists and search

(see https://kclibrary.org/blog/youth-short-ghost-story-contest)

3. Niche Academy tutorials

(Click ‘How to Use Pressreader’ at https://kclibrary.org/research-resources/research-

databases/pressreader)

4. LibAnswers chat widget, FAQs and flyout

(see https://kclibrary.org/contact-us)

5. Raiser’s Edge donation form

(see https://kclibrary.org/support/give)

6. Orangeboy e-newsletter signup

(see https://kclibrary.org/connect)

7. Orangeboy account management portal (forthcoming)

8. YouTube

9. Internet Archive audio and video player embeds

MODULES

CONTRIBUTED MODULES

Modules currently in use will need to be evaluated for their portability to Drupal 9. Inactive modules will

not need to be migrated. Some key modules in use that are not fully compatible with Drupal 9 as of this

writing:

1. Entityform

2. Registration

3. Date Repeat API

CUSTOM MODULES

The following modules were developed over the life of KCLibrary.org to serve various functions. Only the

modules that need to be ported or evaluated are listed here. All others can be discontinued.

CoSponsor Signup Fix – Automatically adds Co-Sponsor Name to RSVP process to prompt user to agree to

share email address with them. Need to incorporate this feature into new registration process.

Date Repeat Fix – Investigate whether this is still needed given the uncertain status of the Date Repeat

module. Fixes display of date for repeating events.

KCLib RSVP Related Functions – Need to evaluate. Passes registrants through to custom post-submission

page

Register Cron – Need to evaluate. Purpose is unclear.

https://kclibrary.bibliocommons.com/info/integration

https://kclibrary.org/blog/youth-short-ghost-story-contest

https://kclibrary.org/research-resources/research-databases/pressreader

https://kclibrary.org/research-resources/research-databases/pressreader

https://kclibrary.org/contact-us

https://kclibrary.org/support/give

https://kclibrary.org/connect

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KCPay URL Generator - staff mediated invoice generator which creates a custom payment link processed

by the KCPay module. See https://tinyurl.com/ygyx9uj7

KCPay – Payment form leveraging new Converge gateway. Needs values passed from KCPay URL

Generator above ($ amount, reason for payment, email addresses to notify)

SECONDARY SITES

These secondary sites are completely independent of one another and were built at separate times by

different developers. As a result, most of them do not share much functionality or rely on the same

contributed modules.

Until the KCLibrary.org upgrade and redesign is complete, we do not require work on these sites beyond

regular maintenance.

PENDERGASTKC.ORG (DRUPAL 7)

This site is not slated for immediate upgrade and doesn’t require any development currently but will need

to migrate to Drupal 9 next year.

Notable features:

1. Solr/Search API is being used, though we use an external service to host the Solr Instance and can

continue to do so (https://hostedapachesolr.com/)

2. Deep Zoom module: Open Seadragon viewer is used for collection images. The Gallery Formatter

module has been hacked to generate the image files for the viewer.

3. 6 custom modules are used: 1 is no longer needed, 1 handles the deep zoom image generation, 1

creates a modal window for site search, 1 handles sorting by date on search results, 1 adds a field to

the Solr index, 1 generates an A-Z list of taxonomy terms.

KC1940.ORG (DRUPAL 7)

This site is not currently live as it was never completed. Since the site currently runs on Drupal 7, we

would like to take a step back and deploy it on Drupal 9 instead of developing any further on the current

site. This would be approached after the kclibrary.org upgrade.

1. A number of custom modules handle crowdsourced information for item records on the site. These

will need to be evaluated for Drupal 9

2. Payment Gateway integration (Converge) will need to be developed to facilitate image orders by the

public.

3. Solr/Search API is being used, though we use an external service to host the Solr Instance

(https://hostedapachesolr.com/)

4. Deep Zoom module: Open Seadragon viewer is used for collection images. The Gallery Formatter

module has been hacked to generate the image files for the viewer.

https://tinyurl.com/ygyx9uj7

https://hostedapachesolr.com/

https://hostedapachesolr.com/

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DIGITALINCLUSIONKC.ORG (DRUPAL 9)

This is a straightforward, informational website. It uses several contributed modules that are widely

adopted such as Google Analytics, Recaptcha, Calendar and Field Group.

INCIDENT DATABASE (DRUPAL 7)

This site is not accessible from outside the Library’s network and is hosted on premises. The Library is

investigating migrating this staff site to a service managed by an outside vendor, so it does not require

any development at this time. If we choose not to migrate this data, the site will require a Drupal upgrade

and development of some new features.

CHARLIEPARKERSKC.ORG (DRUPAL 9)

It is unlikely that this new site will require any development work in the near term, unless the theme

needs some small adjustments. It runs a custom child theme of Bootstrap4 and common contributed

modules such as Geolocation, Geocoder, Colorbox and VBO.

18

Attachment B

PROPOSAL RESPONSE FORM

NOTE: Firms may request a Word format copy of Attachment B (“Proposal Response

Form”) by emailing [email protected].

DATE __________________________________

Proposal of : _______________________________________________, (herein after

called Vendor), a Corporation/Partnership/an Individual doing business as

___________________________________________________________________.

TO: The Kansas City Public Library (hereinafter called the Library).

The Proposer, in compliance with your Request for Proposal for Web Development

Services and having examined the RFP and Scope of Services with related documents

and being familiar with all of the conditions surrounding the work, hereby agrees to

perform the work required by the project in accordance with the contract documents,

within the time set forth in the Instructions to Proposers, and at the price stated therein.

These prices are to cover all expenses incurred in performing the work required by the

contract documents, of which this proposal is a part.

Proposer acknowledges receipt of the following addenda in the event subsequently

issued.

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Submitted by authorized representative:

__________________________________ _______________________________

Firm FEI/SSN

__________________________________ __________________________________

Signature Typed Name & Title

__________________________________ __________________________________

Address City, State, Zip Code

__________________________________ ___________________________________

Telephone Fax Number


19

Attachment C

COST/CHARGES

NOTE: Firms may request a Word format copy of Attachment C (“Cost/Charges”) by

emailing [email protected].

Please provide a total annual estimate for the costs associated with providing the desired services outlined in this RFP, in the format below. In addition to this total annual cost estimate for the respective services, your proposal should provide pricing details regarding your proposed solution in terms of all phases of service (for example, applicable maintenance charges, specific aspects of the migration services like planning and implementation, etc.) If your proposed costs include a specific estimate of hours or other allocated resources, this should be noted, along with a breakdown of costs that might accrue should service needs exceed those estimates, if applicable. The Library relies on the Proposer to assure that all charges to provide desired services are submitted in the proposal and that there are no hidden costs or charges that will be incurred by the Library.

1. Total annual estimate (12 months) for regular maintenance of the KCLibrary.org

site, and five smaller Drupal sites: $________________________________

2. Total estimate for migration of KCLibrary.org site from Drupal 7 to Drupal 9: $________________________________________________________________

3. Any other applicable costs, not included in estimates above, that may impact annual pricing (please provide details on such costs): $________________


20

AFFIDAVIT OF WORK AUTHORIZATION

I. , of lawful age and being first duly sworn my oath, state

as follows to the Kansas City Urban Public Library District, a political subdivision of the State of

Missouri:

1. In accordance with R.S.Mo. § 285.530(2) __ ________________

(“Contractor”) is enrolled and will continue to participate in a federal work authorization program

in respect to employees that will work in connection with the contracted service “Web

Development Services” (the “Project”) for the duration of the contract.

2. I also affirm that Contractor does not and will not knowingly employ any person

who is an unauthorized alien in connection with the contracted services related to the Project for

the duration of the contract, if awarded.

3. Furthermore, I also affirm that all subcontractors working on this contract for

services to the Kansas City Urban Public Library District shall affirmatively state in writing in

their contracts with Contractor that they are not in violation of R.S.Mo. § 285.530(1), and shall

not thereafter be in violation. Alternatively, the subcontractor shall submit to the Contractor a

sworn affidavit under penalty of perjury attesting that all employees are lawfully present in the

United States.

FURTHER AFFIANT SAYETH NAUGHT.

__________________________________________

(Signature)

Dated:

STATE OF )

) ss.

COUNTY OF )

Subscribed and sworn to before me this ____ day of __________, 20__.

Howard County Public Library “Website Discovery, Design &Development” RFPReleased: September 2021Service Population: 328,000 (Howard County).Library Overall Budget: $18M (2020)

What we loved about this RFP● It’s refreshingly short: just eight pages● Electronic submission to an individual (who also answers questions)● Examples of other library websites they like and why

Getting a short RFP with pithy requirements is delightful. It allows us to be concisein our response, eliminating significant verbosity and redundancy. Plus, we enjoyresponding to shorter RFPs when we’re qualified to do so. Since we process dozensof RFPs each month and wish to respond to many more than we have the capacityto handle, creating a shorter RFP over a longer one might mean the difference inhaving a company like ours spend the time to respond. Since it’s easier for vendorslike us to respond to something short, we often will prioritize these RFPs.

We’ve said this before, but being able to email or upload a proposal is important.We reject many RFPs simply because providing a response requires dedicatingsomeone in our office to printing and binding and shipping, which can often take afull work day. The costs of printing and shipping alone can be hundreds of dollars,and that factors into our decision to respond (or not) to many RFPs.

Finally, Howard County Public Library provides a list of other library websites theyfind inspiring. They also went so far as to point out why each of these examples isappealing to them, which gives us even more useful information to structure a goodresponse. For example, we can provide examples of our own work that reflectsthese qualities or priorities.

What could be better about this library website RFP● Missing evaluation criteria● Unclear on where the public library thinks digital investments need to be

made● No clear statement on which technology platforms are useful

Evaluation criteria, even if they are broad, help us organize our response in a waythat would be most appealing to proposal readers. Although Howard CountyLibrary’s requirements are written clearly and separated by phase


(discovery/design vs. development), it's not clear how each will be evaluated. Thismeans we cannot best prioritize our responses to suit their needs.

Although there is some information on website usage metrics (page 7) andtechnical information like integrations and modules (pages 5-7), we would love tosee more clarity as to the problems the Library faces in terms of communityconnection. For example, on page 5 of the RFP, the library lists their currentaudiences:

We want to know your “relationship status” with these audiences, including whatproblems you may face in connecting with these audiences and, perhaps moreimportantly, how you are increasing equity of access. Help us understand not onlywho you serve but also which audiences in your community you may have difficultyreaching (the unhoused and recent immigrants are two examples provided by othercontemporary public RFPs we’ve received).

Last, the library makes it clear that they are using Wordpress as their CMS, andeven goes as far as listing all the plugins (page 5). What isn’t clear is if the librarydesires to continue using Wordpress or wants another platform. The best publiclibrary website RFPs in our experience give an indication of preference, even if thatpreference is open. Even if you’re not sure which platform is the best, givingvendors an idea of which technology frameworks are more readily supportedwithin your organizational structure (e.g., .NET versus PHP) is helpful.

Disclosure: Although Interpersonal Frequency bid on this opportunity, we did not win.


Request for Proposal

Website Discovery, Design & Development

Introduction

Howard County Library System (HCLS) invites proposals from qualified firms to conduct

a discovery phase and/or website design and development. The resulting product will be

a user-friendly website that enables customers to easily find what they are looking for while

also discovering how else the Library can meet their needs. The new site will reflect the

Library’s brand, engage users, be visually appealing, function intuitively, and work seamlessly

on desktops, tablets and mobile devices. It will include a content management system that

enables HCLS staff to update the site as needed.

Scope/Purpose

This project has two phases: discovery and design/development. Vendors are encouraged

to bid on either or both parts.

• The discovery portion of the project will include communicating with stakeholders

(internal and external) to better understand pain points and desired features

and functions. • The design and development portion of the project will provide a customer-focused

experience comparable to in-person services. The finished product will integrate all

library services into an intuitive, community focused and educational experience.

Timeline

Date(s) Item

Sep 13 Submissions due

Sep 15 - 22 Internal proposals review

Sep 23 Interview invitations issued

Sep 27 - Oct 1 Interviews by invitation

Oct 4 Vendor selection

Instructions

Questions about the RFP

All questions should be directed to Addison Landers at [email protected].

Howard County Library System reserves the right to share answers with other proposers if

such information is necessary to proposers in submitting responses or if the lack of such

information would be prejudicial to uninformed proposers.

All questions must be submitted by September 6.

Bid submission

To be considered, proposals should be emailed to [email protected],

by with the subject line of Proposal for Website Project.

PROPOSALS MUST BE SUBMITTED BY SEPTEMBER 13, 2021.

Submissions received late may not be considered, at HCLS’ discretion. Howard County Library

System reserves the right to extend the date of submission and will provide due notice of such

an extension.

Required information

• Proposal narrative, including the vendor’s understanding of the scope of work.

• Firm overview, background and qualifications, experience reaching diverse

populations, and portfolio

• Staffing information (names, roles, experience, and anticipated hours on project)

• Detailed timeline

• A document detailing project costs • Any additional services and the rate for providing those services

• List of references with their contact information

Part 1: Discovery

Objectives/Goals

• Conduct market demographic research

• Conduct user studies to better understand pain points, desired features, SWOT • Identify customer segments • Analyze website analytics

• Identify underserved demographics

• Inform website information architecture, site map, naming, marketing, SEO,

and wayfinding

Deliverables

• User experience (UX) and feature recommendations

• User persona development including current and underserved user types • Site map and information architecture (IA) recommendations

• User research documentation, including interview transcripts/recordings

Requirements

Once completed and accepted by HCLS, all work, discovery documentation, files, and data

become property of HCLS.

Wishlist

• Design thinking sessions

• Documentation and training sessions with development vendor(s)

• Documentation on new target demographics

• Documentation on how to reach diverse populations and non-English speakers

Part 2: Website Development

Deliverables

• A website that delivers exceptional experience regardless of device or screen size. • Integrations to various third-party applications (listed below).

• Content management system. (events, blogs, podcasts, record sets, new pages).

• Provide training, documentation, and manuals.

Requirements

• Website maintenance will be managed by HCLS staff after project completion.

• Once the web site has been completed and accepted by HCLS, the web site design

and all its contents, software, and architecture become property of HCLS

(excluding third-party and open-source software).

Objectives/Goals

• Integrate many parts into one easy to use/navigate product

• Put all of HCLS’ services at customers’ fingertips

• Reach new demographics – utilize discovery process • 508 compliant

• Secure website

• Easy for small team to manage

• Easy for wider team to add/edit content

• Allow select staff easy access to add and/or edit content using tiered permissions • Increased site and catalogue search functionality

Wishlist Items

• Multiple languages (specifically Spanish and Korean)

• Single search for both site and catalogue

• User-restricted content (committee members, event staff, volunteers) • Micro-sites/ co-branded webpages with unique navigation

• Automated notification for page authors to review

• Integrate all digital apps/services through API

Current Website Metrics/Audience

Howard County Library System’s current website, hclibrary.org, launched in 2013 using

WordPress CMS. The expansion of services and technical limitations have resulted in a

suboptimal user experience.

Audience

HCLS' diverse audience is educationally minded. Customer segments include…

• Library users and event participants

• Community members in need of assistance

• HCLS staff, volunteers, and prospective employees

• Donors, prospective donors, board members, elected officials, and traditional media

• Educators, authors, and instructors

Current Integrations / Plug-ins

Library Market librarymarket.com Calendar of classes and events

Polaris version 6.3.2292

iii.com/products/polaris-ils/ Catalogue management, integrated library system (ILS)

Advanced Slider wordpress.org/plugins/advanced-post-slider/

Sliders

issuu issuu.com Online publication distribution

Resources hclibrary.org/research/online-resources-alphabetically/

Online/Digital Services available to customers

Eventbrite eventbrite.com Event subscription

Soundcloud soundcloud.com Podcast distribution

Gravity forms gravityforms.com WordPress forms

Page Builder wpbakery.com WYSIWYG editor

Announcer aakashweb.com Status bar

LibraryAware EBSCO

hclibrary.org/research/nextreads/ Automated book recommendation newsletter

READsquared readsquared.com Year-round reading program

Google Maps API www.google.com/maps Locations and hours

Google Translate translate.google.com Language translator

Survey Monkey surveymonkey.com Surveys

Paylocity paylocity.com HR management, job applications, volunteer applications

Remote Patron Authentication

N/A login to online library accounts and remote sites that require a library barcode and PIN

eTapestry blackbaud.com Donor management

External Websites

The following HCLS websites/blogs were developed outside of HCLibrary.org due to current website

constraints.

Chapter Chats chapterchats.org Incorporate into new site

Created While Isolated createdwhileisolated.org Incorporate into new site

or sunset

Evening in the Stacks [and capability for related sites for future]

ww2.eventrebels.com/er/EventHomePage/CustomPage.jsp?ActivityID=35618&ItemID=119335

Incorporate into our site; unique branding related to theme of annual fundraiser

Friends & Foundation of HCLS

friendshcls.org Link from site

Technical Components

Web Server Nginx: Version 1.12.2 (not apache)

PHP Version 5.5.38

MySQL 14.14

CMS WordPress

Current Customer metrics

HOCO population 330,000

Card holders* 238,275

Items borrowed* 1,193,180

Branch visits* 1,413,471

Website visits* 1,736,091

Class attendance* 188,850

Most viewed pages books-movies-music, summer, locations, research

Web pages 600+

Digital products 130 vetted databases

Classes 19 program types

*FY2020

Inspirational Websites

Multnomah County Library multcolib.org

The search functionality integrates all components (catalogue, events, database, etc.)

San Francisco Public Library

sfpl.org Navigation and home page content

Seattle Public Library spl.org Prominent collection and staff picks

Austin Public Library

library.austintexas.gov/aplplus

Winner of Urban Libraries Council Top Innovator Award for Customer Experience https://www.urbanlibraries.org/innovations/apl)

Carroll County Public Library

library.carr.org Navigation expands on hover

Enoch Pratt Free Library prattlibrary.org Navigation, mobile experience, design

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