calendarBidRequest2026.pdf
PDF 72 KB Posted
- Attached to
- Webkit Calendar FY2027 State and local contract opportunity
- Solicitation number
- SRC0000036553
- Issued by
- Ohio
About this file
This Request for Proposal (RFP) is issued by the Ohio Public Library Information Network (OPLIN) to solicit proposals for a hosted or integrated Online Event Calendar System for library websites. OPLIN currently hosts websites for over 120 library organizations in Ohio and estimates that 60 to 100 library systems, comprising 1 to 8 buildings each, will adopt the proposed calendar solution. The system must support distinct tenants for each library with tiered user privileges, feature a mobile-responsive public interface with list, grid, and monthly calendar views, enable patron registration and event management with waitlist capabilities and automated reminders, provide staff dashboards for event creation and attendance reporting, and include RSS feed functionality and custom CSS branding integration with Drupal-based websites. Optional features include integrated room booking modules for patrons to reserve study rooms and community spaces, and patron authentication via Integrated Library System platforms such as Polaris, Sierra, or Koha. The system must be WCAG 2.1 Level AA compliant and include built-in analytics for reporting on event popularity, registration trends, and room utilization. Proposals must be submitted through OhioBuys and should include company profile information, product demonstrations, implementation timelines, pricing structures, and technical support descriptions.
The RFP requires vendors to specify annual subscription fees, one-time implementation costs, and any tiered pricing based on usage, with separate pricing preferred for optional modules such as room booking functionality. Vendors should clearly delineate which features are included in base pricing and which are available as separate add-ons. The proposal submission must detail technical support availability hours, training resources, and the estimated timeline from contract execution to system go-live. No specific response deadline, award date, contract term, or renewal options are provided in the documentation.
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Text version
Request for Proposal (RFP): Online Event Calendar for Library Websites
Project Overview The Ohio Public Library Information Network (OPLIN) hosts the websites of over 120 library organizations in Ohio. Each website features an integrated event calendar. OPLIN seeks proposals from qualified vendors to provide a robust, user-friendly Online Event Calendar System that integrates seamlessly into existing website templates, enhances the discovery of library programs, and can flexibly meet a range of individual library preferences.
1. Scope of Work
The selected vendor will provide a hosted (SaaS) or integrated solution that allows staff of different library systems to manage, promote, and track attendance for events across their branches. Currently, OPLIN hosts the websites of over 120 library systems of varying sizes. It is estimated that between 60 and 100 systems, comprising 1 to 8 buildings each, will elect to use the OPLIN-provided calendar solution on their site.
Key Requirements:
● Distinct Tenants with Multiple Locations: Must support separate tenants for each library, and user accounts with tiered privileges within each tenant.
● Public Interface: A mobile-responsive calendar with list, grid, and monthly views. Must include robust filtering (e.g., age group, event type, location).
● Registration Management: Library patrons can browse and search for, view, and register for programs. Platform must have the ability to handle waitlists, send automated email/SMS reminders, and cap attendance numbers.
● Staff Dashboard: Intuitive backend for staff to create recurring events, manage registrations, and run attendance reports.
● Branding & Integration: RSS feed for events required. Custom CSS to match a library’s current website desired. Optionally embeddable via API or widget. (OPLIN hosts library websites on Drupal.)
● Room Booking: (Optional; separate pricing preferred) Integrated module for patrons to reserve study rooms or community spaces based on library policies.
2. Technical Specifications
● Accessibility: Must be WCAG 2.1 Level AA compliant.
● Mobile Reponsive: Display must scale for different screen size.
● ILS Integration: (Optional) Ability to authenticate patrons via Integrated Library System (e.g., Polaris, Sierra, Koha).
● Analytics: Built-in reporting for event popularity, registration trends, and room utilization.
3. Submission Requirements
Proposals must be submitted through OhioBuys. Please include the following in your proposal:
1. Company Profile: Experience with public libraries or non-profits.
2. Product Demo: Link to a live site or a recorded walkthrough of the interface.
3. Implementation Timeline: Estimated time from contract signing to "Go-Live."
4. Pricing Structure: Annual subscription fees, one-time implementation costs, and any tiered pricing based on usage. Note if extra modules can be priced and billed separately.
5. Support: Description of technical support hours and training resources.
| Request for Proposal (RFP): Online Event Calendar for Library Websites |
| 1. Scope of Work |
| 2. Technical Specifications |
| 3. Submission Requirements |
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