REQUEST FOR PROPOSALS (RFP)
Website Redesign and Development for Regional Public Library System
1. Introduction
The Northeast Georgia Regional Library System invites qualified web development firms to submit proposals for redesigning, developing, and hosting our regional website. Currently, The Northeast Georgia Regional Library System and the six affiliated libraries have their own individual websites (links below). Our primary goal is to consolidate these existing websites of our six affiliated libraries into a single, modern digital presence, while preserving each library’s unique identity. This comprehensive project aims to significantly enhance usability and accessibility, ensuring full compliance with ADA (Americans with Disabilities Act) standards.
Existing Library Websites:
- Regional System: https://negeorgialibraries.org
- Rabun County Library: https://www.rabuncountylibrary.org
- Clarkesville Library: https://clarkesvillelibrary.org
- Cornelia Library: https://cornelialibrary.org
- White County Public Libraries: https://whitecountypubliclibraries.org/ (Helen and Cleveland locations)
- Toccoa Stephens Library: https://toccoastephenslibrary.org/
2. Project Overview
- Website Type: Public library system website
- Structure:
- Central homepage featuring shared services and regional news, and event Calender
- Individual subpages/sites for each of the seven affiliated libraries that contain information about each individual library as well as its policies.
- Accessibility: Must comply with the New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments under the Americans with Disabilities Act (Title II), including adherence to WCAG 2.1 Level AA standards.
- Link to our ILS for catalog and account access
- Mobile Responsiveness: Fully responsive for desktop, tablet, and mobile access
- CMS Preference: Open-source CMS (e.g., WordPress, Drupal), but other options may be considered
3. Scope of Work
Key Deliverables:
- Redesign of the existing website with a modern, user-friendly interface
- Development of a shared home page for the regional system
- Creation of seven distinct but cohesive subpages or microsites
- Calendar that allows users to filter events by library location, that can be updated frequently by staff.
- Integration of shared services (catalog search, account access, digital resources)
- ADA and WCAG 2.1 Level AA accessibility compliance and commitment to resolve issues if legal action arises
- Staff training on website management
- Migration to a new hosting platform
- Ongoing maintenance/support options
4. Functional Requirements
- User-friendly navigation and search
- Online catalog integration and search capabilities (similar to our current site, rotating banner, and catalog search bar)
- Events calendar with filtering by location/library
- News/announcements feature
- Contact forms and feedback tools
- Performance optimization and SEO best practices
- Ability to collect website traffic data
5. Accessibility Requirements
The website must:
- Meet or exceed WCAG 2.1 Level AA standards
- Be fully navigable by keyboard
- Include alternate text for all images
- Offer alternatives for time-based media, including captions for videos and transcripts for audio.
- Use high contrast color schemes and readable fonts
- Ensure all interactive elements are labeled and accessible
- Be tested using screen readers and accessibility tools
- Provide accessible PDFs or alternative formats for downloadable content
Vendors must detail their accessibility testing methods and tools and demonstrate experience with ADA-compliant design.
6. Proposal Submission Requirements
Please include:
- Company overview and relevant experience
- Examples of similar projects (preferably for libraries, public institutions, government, or ADA compliant sites)
- Approach to accessibility and compliance
- Project team and roles
- Proposed timeline
- Detailed cost breakdown (design, development, training, optional ongoing support)
- References from past clients
- Maintenance and support options
7. Timeline
| Milestone | Date |
|---|---|
| RFP Issue Date | 06/10/2025 |
| Questions Due | 06/27/2025 |
| Proposal Submission Deadline | 07/18/2025 |
| Vendor Selection/Notification | 07/25/2025 |
| Project Kickoff | 08/01/2025 |
| Estimated Completion | Fall/Winter 2025 |
8. Evaluation Criteria
Proposals will be evaluated based on:
- Demonstrated experience with similar websites
- Understanding of library and public sector needs
- Compliance with accessibility requirements
- Project approach and timeline
- Cost effectiveness
- References and past client satisfaction
9. Submission Instructions
Send complete proposals in PDF format to:
Michael Metzger
IT Librarian
Northeast Georgia Regional Library System
mmetzger@negeorgialibraries.org
P.O. Box 2020, Clarkesville, GA 30523
Subject line: RFP Submission – Library Website Rebuild
10. Questions
Submit all questions regarding this RFP to mmetzger@negeorgialibraries.org by 6/27/2025. Responses will be shared with all prospective vendors.
Proposals due 07/18/2025
Received Questions and Answers
- Approximately how many pages will the consolidated site consist of? We believe we can have all the information we need in 15-20 pages
- Are you interested in including a “staff picks” or “new books” carousel on the home page or multiple pages of the new website? We would like it on each of the libraries’ individual page, if that is something that can be done at a price that is within our budget.
- Do you have a need for language translation on the new site? No, But we would be interested to hear pricing options for this service
- Would you like to include the ability to post emergency alert notifications? No
- Along with the calendar of events, do you have a need for patrons to register for an event? If so, will there be a cost to register for some events? No
- Do you have a need for the new site to include a room reservation system? No
- Do you have a not to exceed budget for this project? $10,000.