Website

RFP
Maine Library Association

Lisa Shaw
MLA Secretary/Communications Committee Co-Chair

lisa.mn.shaw@gmail.com

39 Second Street
Presque Isle ME 04769
(207) 764-2571

Website Request for Proposal

Website Request for Proposal

Summary
The Maine Library Association is accepting requests for proposal for its website:

http://www.mainelibraries.org.

The MLA website was last redesigned by Telamon Technologies Inc. in 2009 and is currently hosted by
InMotion Hosting.

Proposal Guidelines and Requirements

Proposals will be accepted via e-mail and all mail courier services. Proposals must be time-stamped or
postmarked by 11:59 PM ET Thursday, October 8, 2009.

Proposals costs must be all-inclusive.

Proposals must be submitted by a duly authorized officer of your business.

Any anticipated fees or charges above and beyond the design, development and implementation of the
website, including proposed hosting costs, must be outlined and include a detailed description.

Any anticipated sub-contractor work must be detailed in your proposal. Details must include the name,
contact information, and EIN of your sub-contractors. Proposals will not necessarily be denied based
on the use of sub-contractors, but MLA retains the right to refuse any individual sub-contractors.
Contract Terms
MLA retains full rights and ownership of all member-submitted material, including images, audio,
video and text, its logo, its domain name and its URL.

Full terms of the contract will be negotiated upon selection. The projected will be awarded upon the
signing of an agreement or contract. All contracts must be approved by the MLA Board.

Project Description
Purpose

The MLA's current website is in a state of flux and needs to be updated with a friendly, professional
interface and which will incorporate a new logo. An opportunity exists to re-engineer the site to better
brand and promote the Maine Library Association and its partnering agencies. A successful web design
will allow for ease of content location, ease of updating from designated MLA members, will
implement social media functions, and will incorporate the latest web technology. Upon completion of
the development of the site, MLA will take full responsibility for website content maintenance and
administration. All content, coding and graphics will become the sole property of MLA. If there is a
requirement for future web work outside the scope of the MLA staff, the successful bidder will be
contracted on a per project basis or put on a monthly retainer, according the terms negotiated.

Description

Create a fast-to-download, attractive, flexible and informative website that is easy to maintain. MLA
requires a friendly site that can deliver large amounts of constantly changing information in an
interactive format to our key audiences. MLA staff members should be able to easily update content
without accessing source code. All applications and pages should operate at full functionality at the
discretion of the MLA administrative staff and be fully accessible by MLA administrative staff.

A sample of the types of information and interactivity the website should include follows:

Attractive splash (Flash) homepage with recent news and events

Widget sidebar (blogs, feeds, flickr, Twitter, Facebook, etc.)
“Who we are” / mission info/history of MLA
Event calendars (Google calendars)
Blog
Contact information
Board information
Membership information
Conference information
Provide current and previous newsletters in PDF format
Provide access to other types of files
Links for membership & conference management
Links to other associated websites
RSS feed
Hit counter
Ability to easily search for content
Unlimited storage capacity
Ability to grow

TimeLine
All proposals must be received by 11:59 pm on Friday, October 16, 2009. Review and selection will
take place shortly thereafter. A final decision and formal notification will be announced on or about
October 30, 2009.

The Maine Library Association expects the majority of the work to be completed on its website by
November 30, 2009. Unexpected or unforeseen delays may be negotiated with the Maine Library
Association.

Budget
The Maine Library Association requests that all interested parties submit a bid for a fair and reasonable
cost for their professional services and time. While efficient cost and affordability are important factors
in the MLA's final decision, the lowest bid is not the sole determining criterion for awarding the
contract.

Criteria for Award of Contract

The Maine Library Association will most heavily weigh the following considerations in awarding its
website contract:

1. Ability to complete the project in the time allotted

2. Overall professional and attractive look of the site
3. Overall ease of navigation
4. Accessibility of staff and members to elements of the site requiring timely updates
5. Adherence to the MLA's request for applications, functions, and intellectual property rights
6. Affordability of the project

Submission of Proposals
Proposals may be submitted electronically or in paper form to:

Lisa Shaw
MLA Secretary
39 Second Street
Presque Isle ME 04769

lisa.mn.shaw@gmail.com

Submissions will be reviewed by the MLA Communications Committee.