Livonia Public Library Website Redesign RFB April 21 2025.pdf

Livonia Public Library

Request for Proposal

Website Redesign April 2025

CITY OF LIVONIA – REQUEST FOR PROPOSAL

BENNETT CIVIC CENTER LIBRARY

The City of Livonia Michigan will receive sealed proposals via the MITN WEBSITE ONLY (www.mitn.info) for WEBSITE REDESIGN – LIVONIA BENETT CIVIC CENTER LIBRARY located at 32777 Five Mile Rd, Livonia, MI 48154 according to the scope of work and specifica�ons herein.

Sealed proposals will be received un�l TUESDAY, 2:00 p.m., on MAY 20, 2025. No faxed proposals will be accepted. No late proposals will be accepted. No physical proposals will be accepted. All proposals responses must be submited in Adobe Acrobat PDF format via the MITN website.

The Livonia Public Library is seeking quotes from experienced and qualified web designers to redesign the library’s current website. The goal is to have an attractive, intuitive, user friendly, flexible and ADA accessible website that functions equally well on all commonly used computers and mobile devices, and which integrates multiple third-party websites as seamlessly as possible.

This will be a concept-to-completion project, and require considerable live, real-time collaboration with the Library Website Team. Work is expected to begin in the fall of 2025.

Proposals received via the MITN website by the specified due date and �me will be publicly opened and acknowledged at the due date and �me via Zoom. Vendors may atend the bid opening virtually by using the following creden�als:

By Computer:

htps://us02web.zoom.us/j/82294127641

By Phone:

Phone (312) 626-6799 Webinar ID: 822 9412 7641

The City reserves the right to reject in whole or in part all bids received, to waive any irregulari�es or informali�es or both as it is determined to be in the best interests of the City of Livonia to do

so. The City of Livonia officially distributes bid documents through the Michigan Intergovernmental Trade Network (BidNet). Proposal documents obtained from any other source are not considered official copies. The City of Livonia cannot guarantee the accuracy of any informa�on not obtained from the MITN website and is not responsible for any errors contained by any informa�on received from alternate sources. Only those firms who obtain the RFP documents from the MITN system are guaranteed access to receive addendum informa�on, if such informa�on is issued. If you obtained this document from a source other than the source indicated, it is recommended that you register on the MITN site, www.mitn.info and obtain an official copy.

https://us02web.zoom.us/j/82294127641 http://www.mitn.info/

QUESTIONS:

Ques�ons regarding the Request for Proposals must be submited in wri�ng to the aten�on of Gus Kandah, Purchasing Manager, via email at: gkandah@livonia.gov. All ques�ons received by TUESDAY, MAY 13, by 3:00 p.m., will be responded to in wri�ng in the form of an addendum which will be posted on the MITN website. No phone calls will be accepted. All inquiries regarding this solicita�on shall be submited to the Purchasing Manager.

RESPONSIVE PROPOSALS

All pages and the informa�on requested herein shall be furnished completely in compliance with instruc�ons. The manner and format of submission is essen�al to permit prompt evalua�on of all proposals on a fair and uniform basis. Accordingly, the City reserves the right to declare it non-responsive and reject an incomplete proposal if material informa�on requested is not furnished, or where indirect or incomplete answers or informa�on is not provided. Any excep�ons to the specifica�on must be noted on the proposal form.

WEBSITE HISTORY

The Livonia Public Library is a Class VI library with a service popula�on of more than 95,000 residents. The current website, www.livoniapubliclibrary.org was created in 2019 on a WordPress pla�orm, hosted by a third party and is separate from the City of Livonia website. We are looking for an engaging, up to date website that is ADA compliant. This project is refreshing of the current design and become ADA compliant. A new CMS (content management system) and web hos�ng services may be proposed.

The Library website received 205,352 visits in 2023. We are looking to increase our search engine op�miza�on, engagement with our program calendar, eResources, and newsleter subscrip�ons.

The library currently uses third party services for mailing lists, newsleters, contact forms, and events calendars. While these services work and integrate well with our website, we would be open to moving to fully integrated solu�ons provided by the bidder. A smooth transi�on of subscribed users is our top concern.

CURRENT WEBSITE STATS

Number of pages: 50

Bandwidth Usage This Month (March 21, 2024)

60.3 GB out of 95.0 GB

Disk Usage (March 21, 2024)

4.2 GB in Files out of 40.0 GB available

mailto:gkandah@livonia.gov.

http://www.livoniapubliclibrary.info/

GENERAL INFORMATION AND PROJECT REQUIREMENTS

• Provide training for all contributor types. Contributor types should include admin, content creator, content approver, and viewer.

• Comply with WCAG 2.1 accessibility standards and strive to meet W3C guidelines for content and accessibility.

• The website design will provide an engaging and dynamic experience that is easy to navigate.

• The website design will be consistent and uniform.

• The website will integrate with the library’s hosted event calendar and signup solu�on. Or a new event calendar solu�on may be proposed as an op�onal service.

(Please see op�onal features, 3, on page 7 for further details.)

• The website will be op�mized and responsive on a wide range of devices, including desktops, tablets, and mobile phones.

• The website will adhere and adaptable to evolving ADA standards and best prac�ces for accessible design.

• The site must be accessible and usable with current versions of commonly used browsers including, but not limited to, Microso� Edge, Google Chrome, Firefox, and Safari.

• CMS must have the ability to embed code from other third-party services so that the user experience is consistent with the library brand. The current hosted library calendar is embedded with code.

• Staff members will be able to make changes to the fillable spaces.

(Please provide as op�on, ANNUAL COST to administer and update the website per library staff.)

• The website should include a prominently placed alert bar that can easily be updated for emergencies or other important community no�fica�ons.

• Maintain Security – website, plugins, scripts and other programs-- must always be secure and up to date.

• Provide Interac�vity – which should include online form submission, email no�fica�on push to appropriate staff, and viewable analy�cs.

• The site’s public content must be optimized for search engines, such as basic SEO to help improve organic search (title tag, meta description tag, image tags and optimization, text links, etc.).

• Provide links to library social media pla�orms and the ability to share programs and other website content easily to personal contacts, social media, and newsleters.

• The website will integrate with the library’s ILS.

• The website will support secure proxy access and authen�ca�on to hosted e-resources.

• The website will feature a prominent integrated search bar for both the website and library catalog.

• The website must be encrypted with an SSL cer�ficate, using current recommended standards.

• The website must feature dashboard analy�cs to capture usage sta�s�cs such as site visited, pages visited, number of downloads, and monthly reports.

• Op�mal load �me – Each page must load in less than 5 seconds.

• The website must be hosted in a secure and robust cloud environment with a minimal 99.9% up�me

Service Level Agreement.

• The hos�ng service must provide disaster recovery opera�ons with con�nuous data protec�on to prevent data loss and ensure site con�nuity.

• Twenty (20) hours training outline for the Library Website Team and other key staff, including any support documenta�on and video manual.

OPTIONAL FEATURES

Respondents may propose the following op�onal features.

1. A library staff-only intranet with staff engagement features, read and confirm op�ons, data collec�on modules for sta�s�cs and data visualiza�on.

2. Library of things catalog feature that allows patrons to search available items, reserve or book items, ability to display records for items with brief descrip�ons and pictures.

3. A new event calendar solu�on may be proposed as an op�onal service.

a. The calendar solu�on but allows for community members to request room reserva�ons for mee�ng rooms and study rooms.

b. The calendar should be able to provide a view to library events and a separate view for room reserva�on availability.

4. Mailing list subscrip�on management system with the ability to collect subscriber informa�on and email addresses, send newsleters, no�ces.

In addi�on to the above, the following requirements must also be met:

• Progress updates must be shared at regular intervals with the library’s team.

• The library’s team will have crea�ve influence on the development process of the site.

• Upon comple�on of the website, the library must own the site and be allowed to modify it as seen fit.

PROPOSAL CONTENT MUST CONTAIN

1. Profile of the Agency: Provide informa�on about the ownership, size, loca�on of office(s), nature of work performed and years in business. Please highlight any experience you have working with non-profit and/or public organiza�ons designing new websites. Experience working with public libraries is a plus.

2. List of personnel who will work on this project, including their educa�on, experience and qualifica�ons.

3. Proposed approach, workplan, and �meline describing how you will implement the design and development process for this project. Please also include what informa�on, services, and assistance you will require from library staff to enable you to successfully complete the proposed work.

4. Cost quota�on for the website refresh and offsite hos�ng, with the requirements listed in project goals.

5. Itemized cost quota�on for all op�onal services proposed from the requirements listed.

6. Three examples of work, preferably in the form of other library websites. Briefly describe the scope of your work for these references, the year completed, and a contact name and telephone/email for each one.

DELIVERABLE PRODUCTS

Produce a complete and usable library website, implemented with responsive design and a web content management system, which can then be maintained, updated and altered by the City of Livonia Library staff.

All content, coding, and graphics will become the sole property of the Cit of Livonia Library. The Library will maintain ul�mate control of all content.

SELECTION CRITERIA

The overall goal of our selec�on process is to choose a web design agency that possesses a balance of technological and design exper�se, along with an abiding commitment to customer service. The agency’s ability to collaborate effec�vely with the City of Livonia Public Library Website Team is essen�al to this project; we require excellent communica�on and responsiveness. A qualifying proposal for this project will meet the following criteria:

• Demonstrated understanding of the project and familiarity with library websites.

• Compliance with the RFP requirements.

• Demonstrated experience with similar projects (vendor profile, references, and por�olio); and,

• Compe��ve project costs. The City of Livonia Public Library reserves the right to reject nonconforming, condi�onal, or otherwise unqualifying proposals.

Cost Incurred

The City of Livonia will not be liable for any cost incurred by the Consultant for any work performed through and including the execu�on of a contract for professional services, prior to the execu�on of a contract for professional services.

Addenda to the RFP

In the event it becomes necessary to revise any part of the RFP or provide clarifica�on regarding the requirements s�pulated herein an addendum shall be issued. Vendors should not assume changes have been made to the requirements unless changes are documented in the form of an addenda posted to the MITN website. Firms shall acknowledge receipt of each addendum with their proposal response.

Completeness of the Proposal Submital

The submited RFP shall address all items completely and thoroughly in accordance with the format provided and shall be signed by an officer of the firm authorized to bind the proponent to its provisions.

The contents and commitments in the proposal shall remain firm for one hundred twenty (120) calendar days from the submital due date. If the Consultant team is composed of a prime consultant with sub-consultants, the sub-consultants shall remain exclusive to the prime described in the proposal un�l the end of the specific RFP proposal period. The total “remain exclusive" �me will be one hundred and twenty (120) days from the proposal due date.

Exclusivity of sub-consultants is intended to allow sub-consultants to affiliate ini�ally with as many primes as may be prudent. However, if none of the primes with which they have affiliated are shortlisted; they are not to atempt to affiliate with a prime who has been shortlisted. Sub-consultants will not be reviewed out of context with their original affilia�ons.

Insurance AND Bonding Requirements

See Exhibit A.

Evalua�on Commitee

All proposals will be evaluated by an Evalua�on Commitee made up of members of the City/Library Leadership. the Evalua�on Commitee will select the top candidates for interviews. The evalua�on will be based on predetermined criteria as enumerated below, and all candidates will be ranked accordingly. The Evalua�on Commitee will submit its findings and recommenda�ons to the Livonia City Council. The City Council makes the final decision as to the hiring of the professional design consultant a�er reviewing the Evalua�on Commitee's recommenda�ons, evalua�on of the proposal, interviews of the consultants or obtaining such other informa�on that the City Council may desire.

A firm will be selected by the City Council for the purpose of nego�a�ng a contract. If a sa�sfactory contract cannot be nego�ated with that firm, the City shall formally end nego�a�ons with that firm and select the next most favored provider and atempt to nego�ate with that firm.

Criteria for Selec�on The criteria for selec�on of the design consultant will include, but not be limited to the following:

1. The firm’s specific approach to the project. Although the City has iden�fied the general nature of services required, the consultant is encouraged to provide an innova�ve approach and methodology to provide the requested services.

2. Capabili�es and previous experience in comparable projects of this type and the specialized experience and technical competence of the consultant.

3. Past record of performance on contracts with other governmental agencies, including such factors as quality of work, control of costs, and ability to meet established schedules.

4. Capacity of the personnel to perform the work in a �mely manner.

5. Qualifica�ons of individuals who will have direct involvement in tasks on this project.

6. Work plan and �meline addressing all components of the project.

7.Schedule and cost iden�fying �me allocated to all major components of the project.

The following general criteria will be used by the Evalua�on Commitee and City Council in the selec�on of a consultant:

CRITERIA MAXIMUM

POINTS

1 Demonstrated knowledge, skills and experience in crea�ng web designs for public libraries and other non-profits.

2 Work plan and �meline addressing all components of the project. 25 3 Cost 20 4 Methodology for carrying out tasks in the scope of work 15 5 References 10

FORM OF PROPOSAL

LIVONIA PUBLIC LIBRARY WEBSITE REDESIGN

SECHEDULE OF PRICING

Bid of hereina�er called

Bidder, organized and exis�ng under the laws of or a resident of the State of Michigan, doing business as

* Insert as applicable: “a corpora�on”, “a partnership” or “an individual”

TO THE CITY OF LIVONIA, MICHIGAN, hereina�er called OWNER:

The undersigned as Bidder hereby declares: that this Bid is made in good faith without fraud or collusion with any person or persons bidding on the same Contract; that the Bidder has read and examined the No�ce to Bidders, Instruc�ons to Bidders, Bid, General Condi�ons, Supplementary Condi�ons, Agreement, Forms of Proposal, Bond, Specifica�ons and Drawings, as prepared by the City of Livonia, and understands all of the same; that the Bidder or its representa�ve has made personal inves�ga�on at the site and has become fully familiar with regard to the condi�ons to be met in the execu�on of this Contract, and the undersigned proposes to furnish all labor, materials, tools, power, transporta�on, and construc�on equipment necessary for the construc�on of the Project and performing related work in full accordance with the aforesaid Contract Documents, including any and all Addenda officially issued, their receipt of which is hereby acknowledged:

Addendum No. Addendum Date

The work may be awarded by the item.

FEE SCHEDULE

LIBRARY WEBSITE REDESIGN

Production hours/cost $

Maintenance and support cost, if required $

Training and style guide cost $

Optional services outlined cost $ Grand Total $

In submi�ng this sealed bid, it is understood that the City of Livonia reserves the right to reject or accept any or all proposals in whole or in part and waive any irregulari�es and informali�es therein. It is agreed that this bid may not be withdrawn for 120 days from the opening thereof.

Number of days it will take to complete the project upon being given no�ce to proceed

DAYS

The contractor and their sub-contractors agree that they will not discriminate against any employee or applicant for employment, to be employed in the performance of this contact with respect to their hire, tenure, terms, condi�ons or privileges of employment, or any mater directly or indirectly related to employment, because of their sex or age, except when based on a bona fide occupa�onal qualifica�on, or because of their race, color, religion, na�onal origin or ancestry. (Act 453 P.A. 1976 As Amended) The contractor further agrees that they will take affirma�ve ac�on to ensure that applicants are employed and that employees are treated during employment without regard to age, sex, race, creed, color or na�onal origin. Breach of this contract may be regarded as a material breach of contract.

Bidder will iden�fy business en�ty as individual, or if doing business under assumed name, indicate assumed name, partnership, (naming partners), corpora�on, foreign or domes�c (naming principal officers), and indicate official capacity of person execu�ng proposal and bid.

Date Firm Name

(If corpora�on, partnership, or assumed name)

Address Signature

(Person execu�ng bid and official capacity)

Print Name

City State Zip Code

Email

Phone FAX

(Names of Principal Officers and designate (If partnership or assumed name, indicate official capacity) names of owners)

CONTACT PERSON TO WHOM QUESTIONS REGARDING PROPOSAL RESPONSE SHOULD BE DIRECTED:

NAME: TITLE:

PHONE:

EMAIL:

To be considered for this project, the following forms must be uploaded to the MITN website (www.mitn.info) in a PDF format. Proposal responses shall include in the following order:

http://www.mitn.info/

1. Company Overview

2. Qualifica�ons Statement

3. Sample Contract

LIBRARY DESIGN PLAN

REFERENCE FORM

COMPANY NAME:______________________________________________________

Reference Company Name:

City/State:

Summary of Work Performed:

Dates of Work:

Company Contact Person: Title:

Phone Number: Email:

Reference Company Name:

City/State:

Summary of Work Performed:

Dates of Work:

Company Contact Person: Title:

Phone Number: Email:

Reference Company Name:

City/State:

Summary of Work Performed:

Dates of Work:

Company Contact Person: Title:

Phone Number: Email:

STATEMENT OF QUALIFICATIONS

LIBRARY DESIGN PLAN

Respondents must answer all ques�ons. If more space is needed to complete a ques�on, atach a separate sheet.

Company:

Name:

Address

Contact Person: Title ______________________

Phone No. Email _____________________________

1. Number of years opera�ng under your present name:_

2. Number of years present owners have owned the company: _

3. How many years of experience does your company have providing the services specified in the bid documents? years

4. List municipali�es/public libraries who the bidder has serviced in the past five (5) years to present:

C-1

Name of Municipality Term of Service

5. General nature of work performed by your company:

6. Have you performed work for the City of Livonia in the last ten (10) years? If so, please specify:

Year of Service Department Serviced Description of Services

Provided

7. List the members of the team who will oversee the contract and the roles they will perform.

Name Title Role Years of Experience

C-2

8. What challenges to you foresee?

9. What is included in your base price for services? What services will incur addi�onal fees:

COMPANY NAME:

C-3

CONTRACT

THIS CONTRACT, entered into this 1st day of June, A.D. 20 , between the CITY OF LIVONIA, hereina�er referred to as the Owner, party of the first part, and hereina�er referred to as the Contractor, party of the second part.

WITNESSETH, that the said Contractor, for the considera�on men�oned in the various items set forth below, by these presents does agree that he will furnish all labor, materials, machinery, tools and equipment and do all things necessary for and incidental to the Redesign Website for City of Livonia Public Library system.

CITY OF LIVONIA LIBRARY WEBSITE REDESIGN together with appurtenances thereto, as set forth in certain Instruc�ons to Bidders, Proposal, General

Condi�ons, Specifica�ons, Bonds, Plans, Drawings, and the following documents, all of which are atached hereto and made a part of this agreement:

Per Livonia City Council Resolu�on #

IN CONSIDERATION, WHEREOF, said Owner does agree to pay to said Contractor the sum of AND 00/100 Dollars ($ ), based upon the amounts and sum listed in the Proposal; which is subject, however, to adjustment by reason of any change in, addi�on to, or deduc�on from the work, as provided in the

General Condi�ons.

For the faithful performance of all and singular terms and s�pula�ons contained in this agreement, said par�es respec�vely bind themselves, their heirs, executors, administrators, successors and assigns.

IN WITNESS WHEREOF, said par�es have this day hereunto set their hands and seals, in triplicate.

C-4

CITY OF LIVONIA, Owner

By

Maureen Miller Brosnan, Mayor

Lori L. Miller, City Clerk

Witness

Contractor

Approved:

Director of the Library

Director of Finance

Approved as to form:

Department of Law

Pursuant to Resolu�on #

Adopted by City Council on