Content Management RFP

Request for Proposal
for Content Management System
September 2, 2010
Marin County Free Library

6 Hamilton Landing
Suite #140B
Novato, CA 94949
Request for Proposal Page |2
For Content Management System
Table of Contents
Confidentiality Statement ...................................................................................................................... 3
Submission Details.................................................................................................................................. 3
Submission Deadlines ............................................................................................................................. 3
Submission Delivery Address.................................................................................................................. 4
Submission Questions and Clarifications ............................................................................................... 4
Electronic Submissions ........................................................................................................................... 4
Introduction and Executive Summary .................................................................................................... 4
Business Overview & Background .......................................................................................................... 5
Detailed Specifications ........................................................................................................................... 6
Project Deadlines.................................................................................................................................. 10
Assumptions & Constraints .................................................................................................................. 10
Terms and Conditions ........................................................................................................................... 11
Selection Criteria .................................................................................................................................. 11
Appendix A – CRM Website Redesign Document URL ......................................................................... 13
Appendix B – CRM Site Map/Flowchart Document URL ...................................................................... 13
Appendix C – CRM Sample Home Page URL ......................................................................................... 13
Appendix D – CRM Sample Secondary Page URL ................................................................................. 13
Appendix E –Requirements for Contractors Document URL ............................................................... 13
Appendix F –Request for Proposal Document URL .............................................................................. 13

September 2, 2010
Confidentiality Statement
This document, and any attachments thereto, regardless of form or medium, is intended only for
use by the addressee(s) and may contain legally privileged and/or confidential, copyrighted,
trademarked, patented or otherwise restricted information viewable by the intended recipient only.
If you are not the intended recipient of this document (or the person responsible for delivering this
document to the intended recipient), you are hereby notified that any dissemination, distribution,
printing or copying of this document, and any attachment thereto, is strictly prohibited and violation
of this condition may infringe upon copyright, trademark, patent, or other laws protecting
proprietary and, or, intellectual property. In no event shall this document be delivered to anyone
other than the intended recipient or original sender and violation may be considered a breach of law
fully punishable by various domestic and international courts. If you have received this document in
error, please respond to the originator of this message or email him/her at the address below and
permanently delete and/or shred the original and any copies and any electronic form this
document, and any attachments thereto and do not disseminate further.
Thank you for your consideration, Marin County Free Library.
Please respond to teclibsupport@co.marin.ca.us with any questions or concerns.
Where no notice is given, all information contained herein is Copyright 2010 Marin County Free
Library.
Submission Details
Submission Deadlines
All submissions for responding to this request can be submitted on paper (electronic versions may
be submitted in addition to or instead of paper copies via email to teclibsupport@co.marin.ca.us or
mailed on media such as USB Flash drives, CD, or DVD – please note that media will not be returned)
and delivered to our office, as stated below, no later than:
Friday, October, 15th
No later than 5:00pm PDT

September 2, 2010
Submission Delivery Address

The delivery address to be used for all submissions is:
Jim Stephens
Supervising Technology Systems Specialist
6 Hamilton Landing
Suite #140B
Novato, CA 94949
Voice: 415-506-3157 ext. 19

Email: teclibsupport@co.marin.ca.us
Submission Questions and Clarifications

You may contact the person above if you have any questions or require clarification on any topics
covered in this Request For Proposal (RFP).
Electronic Submissions
As indicated above, you may submit electronic copies of your proposal in addition to or instead of a
paper document. An RFP will be accepted as long as the following criteria are met.
1) The RFP must be in one of the following formats:

Abode PDF
Microsoft Word 2007 – 97
Microsoft Excel 2008 – 97
2) The RFP must be emailed to teclibsupport@co.marin.ca.us or mailed to the above Submission

Delivery Address on suitable media such as:
USB Flash Drive
CD-ROM or DVD
Introduction and Executive Summary
The Marin County Free Library (MCFL) is a department of the County of Marin. The MCFL team
exists to make a broad range of culture, information and knowledge available for the needs of the
public. One method of doing this is via the Internet. Given the amount of content managed by the
MCFL team, it makes sense to have a CMS handle as much of the work as possible.
The existing CMS solution utilizes the Hannon Hill Cascade Server product. This system is currently
using two Ubuntu ver. 2.6 severs and a MySQL database that is installed on one of the Ubuntu
servers. The main reasons for seeking a new CMS solution are:

September 2, 2010
 CMS structure not a good match for public library use and overly complicated
 Cumbersome maintenance tools
 Limited support available from the current vendor and limited user support community
 Training and documentation were not as encompassing as needed
 Limited website design expertise from current vendor
 Annual maintenance from current vendor is expensive
 Additional work requested seems to come at an extremely high price
 Additional work not done by vendor in a timely manner
Any solution proposed should address the above bulleted items along with the items listed in the
Detailed Specification section of this document. One of our primary deciding factors for a new CMS
solution is that it must be easy to use for all staff. Our staff has varying levels of technical
knowledge.
Business Overview & Background
The Marin County Free Library (MCFL) is comprised of 10 different library branches spread
throughout Marin County in California, a Bookmobile to better serve those patrons in rural areas
and The Anne T. Kent California History Room (CRM) located in the Frank Lloyd Wright-designed
Marin County Civic Center.
We served more than 1,100,000 visitors last year and our visitors checked out more than 1,516,000
books and A/V materials. Approximately 180,000 unique visitors will access our website over the
course of a year viewing approximately 425,000 pages. We offer public access computers, free
wireless, special programming for children, teens and seniors and study space for students of all
ages.
We have a growing collection of electronic books that are managed via OverDrive (information on
OverDrive can be found at www.overdrive.com). Event calendars, blogs, social media and content
specific to each branch library must be maintained on a regular basis. Each branch library has one
or more individuals that maintain and add new content on a daily basis to our existing CMS. Some
information is branch specific and other information is more general.
There is also a strong desire to have content for staff access only, such as an intranet accessible
version of our website. Our current attempt at this is a combination of a wiki that never really took
off, a section of the current County of Marin Intranet and a separate Technical Support website. The
County of Marin Intranet is called The MINE and it is setup for all County of Marin employees and
departments. We are looking for something that is more pertinent to the MCFL employees. We are
also looking for something that we could change the look and feel of. The MINE has a very definite
structure and searching it includes content from other departments making it difficult to find
information specific to MCFL. It also is difficult for staff to update information on The MINE, so they
either do not update it or submit it to someone else that will update it when possible.

September 2, 2010
A group of MCFL staff has been formed to help in the selection of a new CMS solution. This group
will be referred to in the rest of this document as MCFL CMS Selectors.
Detailed Specifications
The MCFL CMS Selectors have comprised a list of items that should help to provide the desired CMS
solution. Each of the items listed below be will ranked as one of the three types:
 Must Have
o The CMS solution needs to meet all of these criteria to be considered. Your proposal
may still be considered if you cannot meet some of these items and provide a suitable
alternative solution for those items that you do not meet.
 Should Have
o These items are desirable, but not required items. The more of these items that you can
address in addition to providing solutions to the Must Have items, the more desirable
your proposal will be.
 Nice to Have
o Any item listed as this is not as important as Must Have or Should Have, but it is still
something that we are interested in.
All items of the same type appear together. The same general topic may appear in the Must Have
Items Section, the Should Have Section and again in the Nice to Have Section with a slight variation
each time. Please make sure to review all of the items in each of the three sections.
There are currently at least 5 people sharing one administrator account now and we don’t want to
repeat this practice. The CMS solution selected will also need to accommodate approximately 20
internal users for CMS management and for an Intranet solution there will be approximately 150
total staff users.
Must Have Items

 The CMS product selected will need to support multiple administrators with their own login
accounts.
 The CMS must have the ability to produce, receive and integrate into the existing website
RSS feeds
 Provide Web 2.0 services integrations for popular sites, such as Twitter, Flickr, Facebook,
Delicious, RSS, Dopplr and other social networking sites. This is needed as we continue to
incorporate more interactive features into the website.
 ADA reader compatible pages are needed to better support our visually impaired patrons.
 Compatibility with different browsers to view our website(s), or simply referred to as
browser-agnostic, is required. Such browsers currently include, but are not limited to:
Internet Explorer (Versions 6, 7 & 8), Mozilla Firefox, Apple Safari and Google Chrome.
 Adobe Flash Player must be supported, as we do produce Flash files.

September 2, 2010
 Mobile devices such as iPods, iPhones, Droids and Blackberry devices need to be
supported.
 The CMS permissions must allow site administrators full access, and make it possible to set
permissions for other groups or individuals.
 There needs to be a reliable statistics gathering mechanism that gives at least the same
reporting capabilities of Google Analytics, but does not have to use Google Analytics.
 In our current system, it is difficult to update and locate content. Updates to existing
content need to be quick and easy to accomplish.
 Authorized staff must be able to easily add, edit and delete content to specific sections of
the website for which they have permission to do so.
 Staff must have the ability to easily upload images, .pdfs, and other files to be hosted on
the server through the admin tool.
 There must be an ability to seamlessly integrate with County of Marin calendaring system.
The calendaring system of choice is Trumba, which uses JavaScript and AJAX. More
information on Trumba can be found at http://www.trumba.com.
 All content produced must be auto-formatted to comply with agreed upon CSS. The CSS
should allow for an overall look and feel to be maintained throughout the website, but also
allow for each part of the website to have its own CSS for a different appearance if desired.
An example would be The CRM page, which has a very different look from the rest of our
existing website. Please note the current CRM page does not currently reflect how we
would like it to appear or function. There are 4 separate documents enclosed pertaining to
the design of the CRM web pages. The documents may also be downloading using the
following links:
http://marinlibrary.org/rfp/crm-website-redesign-doc.pdf
http://marinlibrary.org/rfp/crm-website-flowchart.pdf
http://marinlibrary.org/rfp/crm-website-redesign-home-page.jpg
http://marinlibrary.org/rfp/crm-website-redesign-secondary-page.jpg
 Prior to activating, or publishing, any content, auto-verification of links needs to occur for
that content.
 Authorized staff should be able to add this content without having to go through layers of
security/approval for content that they are allowed to edit/publish.
 Content updates should automatically populate relevant sections throughout the site
without the need to edit each of the web pages where that content should appear.
 Error checking needs to be performed prior to publishing, or otherwise activating, a web
page. The error messages need to be understandable and specific for a largely non-
technical based audience, so that it’s clear what needs to be corrected.
 Web pages produced must be compliant with standards listed at http://www.w3.org and
must pass validation testing using http://validator.w3.org/.

September 2, 2010
 The ability to have links, and authentication for remote databases like OverDrive, Safari
books, LearningExpressLibrary.com, etc. is needed. Other databases that we currently link
to can be found at http://www.marinlibrary.org/digital-content/index.php. Tracking of use
of these databases is also required, or at least tracking of how often the links are being
selected.
 There must be a method to archive, or make inactive, content and make it unavailable from
general access via the Internet. The following must occur:
o Saving of inactive pages must occur, and the ability for staff to search both active
and inactive content is needed. The public must only have the ability to search just
the active content.
o Archived, or inactive content, must have an edit option so archived information can
be updated and saved as new content or republished as an updated version of the
original content
o Staff should be able to access archived content, but it must be clear that the content
has been archived so they know what they are viewing is currently inactive. The
system must support our staff with easy to understand and use features for quickly
adding, updating, and publishing content in a browser-agnostic interface.
 A flexible WYSIWYG tool to setup templates for pages with click and drag capabilities is
needed. The tool should allow for copying and pasting from other sources such as
Dreamweaver, or even simply notepad.
 Good Search Engine Optimization is needed to help rank our web pages higher in all of the
major the search engines like Google, Yahoo and Bing.
 Use of metadata tags is required.
 Training from the vendor is very important and must be included. Training of all of our
staff that will use some or all of the CMS features either by vendor or our own staff as a
“train the trainer” scenario must occur.
 There must be security precautions such as editing locks in order to prevent multiple
editors from modifying the same document at the same time.
 A knowledge base or FAQ type of system needs to be implemented for both Internet access
by all and a separate system for Intranet access for staff only.
 Spell checking is a highly desired feature to help reduce the amount of errors when
creating content.
 As part of the copy and paste feature, allowing Microsoft Word formatted content to be
pasted into the text area, and correcting the formatting automatically would be quite
helpful. Stripping out the additional overhead added in the coding produced by Microsoft
Word would also be necessary.
 Having the ability to automatically resize images to a suitable size for display would save a
considerable amount of time. The resizing must also optimize the size of the file for faster
web page loading.

September 2, 2010
Should Have Items

 The Administrative module should be designed to accommodate at least 32 simultaneous
active users that are working with content.
 Printable page options should be easy to setup where applicable.
 Web pages should have expiration date & time, or a “Never Expire” option so that pages
that should be removed after a certain date & time will automatically be archived.
 Web pages should have an option to be made available immediately, as a default, or an
option to schedule them to appear on a user specified date & time.
 Currently, larger changes or additions to the site are too complex to be made by library
staff and require contracting of web developers and additional payment to Hannon Hill for
integration into the site. Ideally it should be possible to make reasonable changes and
additions to the site in the future without having to incur additional costs.
 Experience in working with digital archives is highly desired as our CRM has an ever
growing collection of digitally archived information.
 Experience in working with CONTENTdm is recommended. CONTENTdm is used for
managing the digital archived data for the CRM. More information about CONTENTdm can
be found at http://www.contentdm.org/.
 A large user support community for the CMS package is desired.
 The ability to easily integrate third-party scripts, templates, applications, etc. is desired.
 3rd party vendors that can support the CMS package is desired.
 Social media linking and sharing and being able to populate content to-and-from Facebook,
Twitter, Flickr, etc. from-and-to our website is requested.
 Provide a way to more easily produce web content in multiple languages. We currently
produce both English and Spanish versions of most of our content.
 The ability to have Unicode characters available in our content would be helpful.
 A simple process to highlight certain items would be helpful. Examples include new book
lists, book reviews, hot topics and new information in general.
 Provide an option for patrons to submit book reviews which should have the options of:
1) Allow reviews to be approved by staff and then be viewable by anyone on the
Internet
2) Automatically be viewable by anyone on the Internet without needing approval
 Supporting an internal intranet, website is something we are very interested in. Supporting
an intranet website for staff only where documents can be posted and shared, staff specific
information is listed and that is searchable would solve several concerns and issues.
Nice to Have Items

 While e-commerce capability is not necessary, as all payment transactions are handled
through a separate site, having the option might serve a purpose at some point in the
future.

September 2, 2010
Request for Proposal P a g e | 10
 Simplified publishing of web content to where it takes no more than two mouse clicks
would be helpful.
 We would like to have the option to display graphical site maps in site sections.
 The ability to suggest appropriate branch web pages for patrons would be nice. This could
be based upon location of their IP address or the like.
 The migration may include a redesign of the existing website, which will be detailed
through the course of the selection process based upon input from MCFL staff and vendor
capabilities.
Project Deadlines
As indicated early in this document, vendors should submit proposals no later than October
15th, 2010 by 5:00 PM PST. A vendor will be selected for this project no later than December
30th, 2010 by 5:00 PM PST. A vendor may be selected sooner.
The vendor of choice must be prepared to begin work on or around January 4th, 2011. The
migration of the existing website needs to be complete no later than May 4th, 2011 by 5:00 PM
PDT.
A user acceptance testing period will be agreed upon by both MFCL CMS Selectors and the CMS
vendor prior to February 1st, 2011 and must be at least 14 calendar days long and begin on or
before April 20th, 2011.
An additional website for the CRM may need to be specified if it cannot be part of the existing
website migration. If that is the case, then this website must also be completed no later than
May 4th, 2011 by 5:00 PM PDT.
Development of a staff only accessible Intranet will be discussed as part of the selection process.
An implementation deadline agreeable to both MCFL CMS Selectors and the CMS vendor will be
decided upon prior to January 4th, 2011.
Assumptions & Constraints
Vendor bids may not exceed $40,000 for the total implementation of the new CMS solution.
This should include all costs to develop, implement and launch the new CMS solution along
with any training, software licensing, and hardware expenses.
ALL task/job/policy data will be current and approved as such by MCFL management.
Training course materials loaned to the vendor and produced by the vendor will be in
standard American English.
MCFL management will appoint one person to serve as a project coordinator/manager.

September 2, 2010
MCFL CMS Selectors will provide appropriate support documentation for the successful
completion of the project.
There will be no significant changes to the task/job/policy data during the project.
The vendor will provide technical support to the MCFL support staff once the CMS is in use.
The vendor shall warrant that on delivery, all media containing the content of the CMS and
training material for the CMS to be free of material faults and processing errors.
At the conclusion of the project, all materials developed by the vendor specifically for MCFL
will become the exclusive property of MCFL. In addition, any and all work sheets and other
working documentation will also become the property of MCFL.
When applicable, travel and lodging will be billed at cost. Ground travel will be billed at the
standard rate used by MCFL. Air travel will be by coach with a major U.S. airline. Lodging and
meals will not exceed $43.75 per day.
When applicable, postage, UPS ground, overnight delivery, and shipping charges will be
billed at cost
All telephone and data transmission charges will not be billable.
Billing for travel, lodging, meals, postage, shipping, communications, et cetera, will be
invoiced separately at the end of each month and must be approved in advance by MCFL
management.
Terms and Conditions
Please see enclosed document titled “Requirements For Contractors”. This document can be
downloaded using the following link:
http://marinlibrary.org/rfp/requirements-for-contractors-4-2010.pdf
Selection Criteria
The selection of a vendor will be based upon the following criteria:
How many of the items can be met in the Detailed Specifications section above. Points will be
tabulated based upon the following for each of the items listed under the Detailed Specification
section:
o Must Have items = 5 points
o Should Have items = 3 points
o Nice to Have items = 1 point
Ease of system use
Total cost to implement solution and reoccurring annual costs
Ability to integrate with Trumba, which uses JavaScript and AJAX

September 2, 2010
Ability for vendor to assist in some or all of the implementation including migration from
existing CMS solution with Hannon Hill, which uses two Ubuntu ver. 2.6 severs and a MySQL
database.
Website redesign possibilities and suggestions on how to improve our existing website.
Knowledge of Hannon Hill Cascade Server product to aid in migration
Thoroughness of training material
Effective and concise communications both written and oral from prospective vendor
Included software updates as part of annual maintenance
Proven project management skills for delivery within agreed upon deadlines
Three or more years of experience in
o Content management implementations, migrations, and integrations with third party
applications via API
o Dealing with digital archiving
o Working with fast/optimized databases

September 2, 2010
Appendix A – CRM Website Redesign Document URL
CRM Website Redesign Document:

http://marinlibrary.org/rfp/crm-website-redesign-doc.pdf
Appendix B – CRM Site Map/Flowchart Document URL
CRM Site Map/Flowchart Document:

http://marinlibrary.org/rfp/crm-website-flowchart.pdf
Appendix C – CRM Sample Home Page URL
CRM Sample Home Page:

http://marinlibrary.org/rfp/crm-website-redesign-home-page.jpg
Appendix D – CRM Sample Secondary Page URL
CRM Sample Secondary Page:

http://marinlibrary.org/rfp/crm-website-redesign-secondary-page.jpg
Appendix E –Requirements for Contractors Document URL
County of Marin Requirements for Contractors Document:

http://marinlibrary.org/rfp/requirements-for-contractors-4-2010.pdf
Appendix F –Request for Proposal Document URL
Request for Proposal for Content Management Document:

http://marinlibrary.org/rfp/content-management-rfp.pdf

September 2, 2010

Content Management RFP

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Content Management RFP

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Request for Proposal

for Content Management System

Marin County Free Library

Marin County Free Library

Thank you for your consideration, Marin County Free Library.

Please respond to teclibsupport@co.marin.ca.us with any questions or concerns.

Friday, October, 15th

No later than 5:00pm PDT

Marin County Free Library

Submission Delivery Address

Voice: 415-506-3157 ext. 19

Submission Questions and Clarifications

1) The RFP must be in one of the following formats:

2) The RFP must be emailed to teclibsupport@co.marin.ca.us or mailed to the above Submission

Introduction and Executive Summary

Marin County Free Library

Business Overview & Background

Marin County Free Library

Must Have Items

Marin County Free Library

Marin County Free Library

Marin County Free Library

Should Have Items

Nice to Have Items

Marin County Free Library

Assumptions & Constraints

Marin County Free Library

Terms and Conditions

The selection of a vendor will be based upon the following criteria:

Marin County Free Library

Marin County Free Library

Appendix A – CRM Website Redesign Document URL

CRM Website Redesign Document:

Appendix B – CRM Site Map/Flowchart Document URL

CRM Site Map/Flowchart Document:

Appendix C – CRM Sample Home Page URL

CRM Sample Home Page:

Appendix D – CRM Sample Secondary Page URL

CRM Sample Secondary Page:

Appendix E –Requirements for Contractors Document URL

County of Marin Requirements for Contractors Document:

Appendix F –Request for Proposal Document URL

Request for Proposal for Content Management Document:

Marin County Free Library

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