RFP 26-057-07 Website Redesign.docx

Metropolitan Library System of Oklahoma County

Invitation To Bid For Website Redesign

ITB # 26-057-07

Proposal Due Date/Time:

November 12, 2025 2:00pm 300 Park Avenue Oklahoma City, OK 73102 ATTN: John Rahhal

Table of Contents

Notice to Bidders

The Metropolitan Library System requesting sealed bids for Website Redesign.

Sealed bids will be accepted until November 12, 2025 at 2:00 PM. Bids may be uploaded at www.bidnetdirect.com/oklahoma/. Bids may also be dropped off at the 1st floor Security Desk at the Downtown Library or preferably uploaded to http://www.bidnetdirect.com/oklahoma/ Bids will be opened at that time.

Bids that are mailed or hand delivered shall be in a sealed envelope, clearly marked “Sealed Bid – Website Redesign – Metropolitan Library System” and shall have the solicitation number, name of the Vendor, and the time and date of the bid opening.

The bid documents may be downloaded at http://www.bidnetdirect.com/oklahoma/ or obtained from the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102 or by calling John Rahhal at 405-606-3794 or Lisa Walker at 405-606-3792 .

Following the evaluation of bids, a recommendation will be made to the Metropolitan Library Commission for approval.

Bidder Information Sheet

Solicitation #

Bidder Information:

Company Name:

Address:

City: State: Zip Code:

Contact Name:

Contact Title: Phone:

Email: Fax:

FEI/SSN:

Affidavit For Filing With A Competitive Bid

State of

County of

, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to restrain from bidding; or with any official or employee of the Metropolitan Library Commission of Oklahoma County as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between bidder and any official or employee of the Metropolitan Library Commission of Oklahoma County concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Affiant is advised that under the Oklahoma State Law:

No person, firm, or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, corruption of sales to the state or to any of it political subdivisions, may make sale of real or personal property to the state or any political subdivision thereof.

Affiant further states that (s)he has not been convicted of or pleaded guilty to any such violation

Subscribed and sworn to Before Me

This day of 2025

Signed By:

Print Name:

Notary Public

Title:

Commission Expires:

Date:

General Bidding Terms and Conditions

1. Definitions:

1.1 “Bid” or “proposal” means an offer to provide the goods and/or services by the bidder in response to a solicitation.

1.2 “Bidder” means an individual or legal entity that submits a bid in response to a solicitation.

1.3 “Solicitation” means a request or invitation by the Metropolitan Library System (MLS) for a supplier to sell goods and/or services to the MLS. A solicitation may be an Invitation to Bid, a Request for Proposal, or a Request for Quote.

1.4 “Supplier” or “vendor” means an individual or legal entity that sells or desires to sell goods and/or services to the MLS.

2. Preparation and Submission of Bids

2.1 These General Bidding Terms and Conditions, any Special Provisions, and the provisions of the Solicitation Specifications and/or attachments apply to and become a part of the terms and provisions of the Bidder's Proposal. Bidders are expected to examine these general instructions and any special instructions and conditions prior to submitting the bid proposal. Failure to comply with any of the instructions contained herein may result in rejection of the bid.

2.2 Submitted bids shall include the “Bidder Information Sheet”, a properly executed “Affidavit for Filing a Competitive Bid”, a completed W-9, and any other forms required by this solicitation.

2.3 Bids must be submitted to the MLS Business Office in a sealed envelope or package. The SOLICITATION NUMBER AND RESPONSE DUE DATE MUST APPEAR ON THE FACE OF THE ENVELOPE OR PACKAGE. The bidder name and address must also appear on the face of the envelope or package. Bid proposals must be submitted in ink or typewritten and signed by the Bidder.

2.4 Bidders are invited, prior to submitting any proposal, to visit the job site and to examine carefully all local conditions. The Bidders should inform themselves, by their independent research, of the difficulties to be encountered and the accessibility of the work. Bidders should take into all accounts the attending circumstances affecting the cost of doing the work or the time required for its completion. It is the responsibility of the Bidder to obtain all necessary information required to make an intelligent proposal. Bidders should rely exclusively upon their own measurements, estimates, investigations and other data that are necessary for full and complete information upon which the proposals are to be based.

2.5 The bids filed with the Business Office will be opened immediately after the time stated in the "Notice to Bidders" and read aloud. Bids received after the response due date and time shall be considered non responsive and shall not be considered for any resulting award. Bidders are invited to attend at the time set for opening proposals.

2.6 Submitted bids are rendered a legal offer and any bid, when accepted by the Metropolitan Library System (MLS), shall constitute a legal offer.

3. Sales Tax and Incurred Expenses

3.1 The Library is qualified for exemption from State and Local Sales Tax. Bidders shall not include these taxes in price quotes.

3.2 All costs and time incurred by the Bidder in preparing the response to the bid requirements and specifications or that is required to finalize the bid award and/or contract, is at the sole expense of the Bidder. The MLS will not be held responsible or accountable for any costs incurred by the Bidder in preparing the bid proposal.

4. Insurance, Bonds, and Indemnification

Certificates of Insurance must be provided to Library as follows:

APPLICABLE TO GENERAL LIABILITY AND AUTOMOBILE LIABILITY ONLY: Company shall be named as an additional insured and policy shall waive right of subrogation against Company:

APPLICABLE TO WORKERS COMPENSATION ONLY: Policy shall waive right of subrogation against Library.

INDEMINITY:

Contractor agrees to protect, defend, indemnify, and hold harmless Library, its officers, directors, employees, or their invitees, and any customer for whom Library is performing services, from and against all claims, demands, and causes of action of every kind and character without limit and without regard to the cause or causes thereof or the negligence or fault (active or passive) of any party or parties, including the joint of concurrent negligence of Library, any theory of strict liability and defect of premises, arising in connection herewith in favor of Contractor’s employees, Contractor’s subcontractor or their employees, or Contractor’s invitees on account of bodily injury, death or damage to property.

Library agrees to protect, defend, indemnify, and hold harmless Contractor, its officers, directors, employees, or their invitees from an against all claims, demand, and causes of action of every kind and character without limit, and without regard to the cause thereof or the negligence or fault (active or passive) of any party or parties including the joint or concurrent negligence of Contractor, any theory of strict liability, and defect of premises arising in connections here with in favor of Library’s employees. Library’s subcontractors (other than Contractor herein) or their employees, or Library’s invitees on account of bodily injury, death, or damage to property.

Both Library and Contractor will carry at least the minimum insurance limits described above in support of the Indemnity agreements contained herein.

This applies to all work and/or services performed by or on behalf of Contractor for Library. This will remain in full force and effect continuously until either party cancels the agreement with a minimum of 90 days advance notice in writing to the other party.

5. Delivery and Installation Requirements

5.1 All Prices quoted shall be F.O.B destination unless otherwise stated in the solicitation.

5.2 Bid proposals must show the number of days estimated for production, delivery and installation of the product, services, work and/or project under normal conditions. Unrealistically short or long completion dates may cause bids to be rejected. The Purchasing Officer must be kept advised at all times of the commencement date and the progress of the work being performed by the successful bidder.

5.3 Final inspection and acceptance shall be at destination.

6. Quantities And Measurements: All quantities and measurements indicated in the technical specifications shall be considered on a more or less basis. Contractors must rely on their own measurements and calculations for material and supplies. Invoices and claims will be processed for payment based upon the exact quantity of material delivered and/or work performed by the contractor.

7. Manufacturers’ Name/Approved Equivalents

7.1 Unless otherwise specified, manufacturers’ names, brand names, information and/or catalog numbers listed in specifications are for information and not intended to limit competition. Bidder may offer any brand for which they are an authorized representative, and which meets or exceeds the specification for any item(s). If bids are based on equivalent products, indicate on the bid form the manufacturer’s name and number. Bidder shall submit sketches, descriptive literature, and/or complete specifications with their bid. Reference to literature submitted with a previous bid will not satisfy this requirement. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto.

8. Interpretation Of Specifications

8.1 Any exceptions to these general instructions and any deviations from the specifications must be submitted in writing, attached and made a part of the bidder’s proposal. If the bidder does not indicate any exceptions, it will be construed to mean that the bidder proposes to comply with all instructions and all terms and conditions and specification contained in the solicitation the price quoted in the proposal.

8.2 A bidder requiring an interpretation of any documents included in the solicitation may submit a written request to the Business Office twenty-four (24) hours prior to the pre-bid conference. The person submitting such a request will be responsible for its prompt delivery. An interpretation of the bid package documents will only be made by an Addendum. The Addendum will be duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving/requesting the solicitation. However, it is the responsibility of the bidder to contact the Business Office to determine if there have been any addenda to the solicitation. The MLS will not be responsible for any other explanations or interpretations of the proposed documents other than those described in official addenda to the solicitation.

9. Evaluation And Acceptance Of Proposal

9.1 All bid proposals received at the published bid opening date and time will be opened and read aloud. Unless alternate criteria are included in any specifications, the criteria used to determine best and lowest bidder will be the Bidder's compliance with all requirements and technical specifications, completion dates, experience, qualifications, history of contract relations with the MLS, references if required, and pricing.

9.2 Preferential Consideration of Local Vendors

9.2.1 The Metropolitan Library System will give preferential consideration when purchasing supplies, and/or services, through the competitive bidding process, to Oklahoma County residents, vendors and contractors whose property taxes directly support the Metropolitan Library System.

9.2.2 Preferential consideration will only be given when all other factors used in determining lowest and best bidder are equal, and when the differential between the local and non-local vendor's bid price does not exceed 5% or $1,000, whichever is less.

9.3 The MLS reserves the right to; award by item, groups of items or all items of the bid; to reject any or all bids received, in whole or in part, and to waive any technical defects, irregularities and omissions, if found to be in the best interest of the MLS.

9.4 The administration will submit to the Library Commission, a recommendation of contract award based on the evaluation of the successful Bidder's proposal.

10. Choice of Law & Venue

10.1 Any claims, disputes, or litigation relating to the solicitation, or the execution, interpretation, performance, or enforcement of the contract shall be governed by the laws of the State of Oklahoma.

10.2 Venue for any action, claim, dispute or litigation relating in any to the contract shall be in Oklahoma County, Oklahoma.

11. Termination for Cause

11.1 The MLS may terminate the contract for default or any other just cause upon notice to the supplier.

11.2 The MLS may terminate the contract immediately, without notice to the supplier, when violations are found to be an impediment to the function of the MLS and/or detrimental to its cause or when conditions preclude notice.

11.3 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

12. Termination for Convenience

12.1 The MLS may terminate the Contract, in whole or in part, for convenience if it is determined that termination is in the best interest of the MLS. The MLS will deliver a Notice of Termination for Convenience to the supplier specifying the effective date of the Contract termination. The Contract termination shall be a minimum of 60 days from the date of the Notice of Termination for Convenience.

12.2 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

13. Compliance with Applicable Laws

13.1 The products and services supplied under this contract shall comply with all applicable federal, state and local laws, ordinances, codes, and regulations including those of the MLS. The supplier shall maintain all applicable licenses and permit requirements.

14. Payment: Payment shall be made to the Contractor after products have been delivered and accepted or services have been provided and accepted.

15. Special Provisions

15.1 Any Special Provisions set forth in a solicitation apply with the same force and affect as these General Bidding Terms and Conditions. However, conflicts or inconsistencies shall be resolved in favor of the Special Provisions.

Background and Scope of Services - Website Redesign

The Metropolitan Library System of Oklahoma County (MLS) is seeking proposals for a complete redesign and development of its website, metrolibrary.org.

Background:

MLS provides library services to more than 800,000 residents through 19 branch locations and a robust digital presence. Our mission is to connect our community with resources, services, and experiences that inspire curiosity and empower learning.

The current library website was launched in 2018 and serves as a primary access point for the public to explore our catalog, manage accounts, register for programs, and engage with digital content. From January 1 through September 30, 2025, the website averaged 12,741 page views per day and 1,879 unique users per day, reflecting strong and consistent community engagement.

While the current site remains functional and well-used, it no longer fully meets the system’s needs in terms of accessibility, navigation, and integration with third-party platforms. As the library continues to expand digital services, multilingual content, and community engagement efforts, a modern and flexible website is essential to support those goals.

Project goals:

· Prioritize user-friendly navigation for primary tasks such as catalog searches, account management, and event registrations.

· Maintain consistency with visual identity guidelines.

· Implement enhanced site content management features.

· Ensure compliance with accessibility and responsiveness standards.

The chosen vendor will collaborate closely with Metro Library to bring this vision to life, ensuring the website meets the diverse needs of all users.

Scope of Work:

· Design the website's visual, navigational, and content structure.

· Create a master design using the library's branding and develop different looks for various page types.

· Build a detailed navigation structure.

· Assist in migrating content as guided by Metro Library.

· Provide a test site for staff to track progress.

· Conduct usability testing across all major systems and devices, using Metro Library users selected by the team.

· Incorporate necessary revisions from testing.

· Train and support staff in maintenance and management.

· Aid staff in populating the site with both existing and new content.

· Transfer website templates and content ownership to the Metropolitan Library System.

· Offer ongoing support as required.

Product Requirements:

· It will be a fully responsive library site, easy for staff to manage and update.

· The design will be sleek and reflect the library’s community mission.

· Users will find it engaging, adaptable, and clear.

· Navigation will be intuitive, making it simple to find information fast.

· Every page will load quickly and work well across devices, particularly on mobile.

· The site will link smoothly with the catalog, event calendar, and staff contacts.

· Press releases and news will be easy to post.

· Social media integration will be seamless at various site levels.

· The site will feature a dedicated section for Special Collections and related content.

· Web content management will enable Metro Library to assign specific access levels like author, editor, or publisher.

· Changes to page content and metadata must be tracked by date, time, and user, with options for email notifications and reverting to previous versions.

· Content editing should be intuitive via a web-based WYSIWYG editor, with direct code editing available.

· Staff will easily upload various file types and create photo galleries.

· The site must be responsive, compatible with major browsers, and accommodate legacy ones.

· It will comply with Section 508 and ADA standards for accessibility, targeting at least AA level, WCAG 2.

· Integration with Google Analytics will help track traffic and user behavior across the site.

Evaluation Considerations

1. Experience & Qualifications Demonstrated success with library/public sector sites; familiarity with ILS, catalog, event systems; strong references.

2. Understanding of Project Goals Proposal reflects understanding of library mission, priorities (access, equity, multilingual needs, digital inclusion), and specific objectives.

3. Technical Capabilities Strength of CMS recommendation, integrations, mobile-first design, security, search functionality, scalability.

4. Accessibility & Usability Proven track record with WCAG 2.1 AA or higher; usability testing plan; inclusive/multilingual support.

5. Design & User Experience UX research plan, intuitive navigation, information architecture, design creativity, alignment with library brand.

6. Project Management Approach Clear timeline, milestones, communication plan, staff training, knowledge transfer, collaboration style.

7. Cost & Value Transparent cost breakdown; competitive pricing; long-term sustainability; clear delineation of recurring vs. one-time fees. Payment schedule for implementation will be based on demonstrable milestones.

8. Maintenance & Support Post-launch support, SLA, response times, ability for in-house staff to manage content, flexibility for growth.

9. Innovation & Added Value Creative solutions, new approaches to user engagement, analytics, staff workflow improvements.

Responses should include adequate information and detail to facilitate the evaluation criteria listed.

References

COMPANY NAME

ADDRESS

CONTACT PHONE EMAIL

COMMENTS

COMPANY NAME

ADDRESS

CONTACT PHONE EMAIL

COMMENTS

COMPANY NAME

ADDRESS

CONTACT PHONE EMAIL

COMMENTS

Bid Checklist

ITB# 26-999-02

1. Bid is in a sealed envelope or package with solicitation number, bid due date, the name and address of the bidder.

2. Includes completed Bidder Information Sheet.

3. Includes an executed Affidavit for Filing With a Competitive Bid.

4. Includes proof of insurance.

5. Includes a W-9.

6. Includes executed Bid Proposal.

7. Includes all experience and reference information required section 1) h of the Solicitation Specifications.

MLS ITB#26-999-02 Page 12 of image1.jpeg