Invitation to Tender
Title: Universal Digital Platform: Concept Development and
Test
Aim:
To develop a roadmap for a single unified public OLEUDULHV¶
user interface / web presence, for use by and across Public
Libraries in England
Deadline for receipt of tender proposals: 17.00 hours on 11th December 2014
1 1.
Background
The Society of Chief Librarians (SCL) is a local government association made up
of the chief librarian of each library authority in England, Wales and Northern Ireland.
The Society of Chief Librarians takes a leading role in the development of public
libraries through sharing best practice, advocating for continuous improvement on
behalf of local people and leading the debate on the future of the public library
service. The Digital Offer is one of four Universal Offers1 developed by the Society of
Chief Librarians which cover the key areas of service which our customers and our
stakeholders see as essential to a 21st century library service. A fifth Universal Offer
focused on learning is currently in development.
The focus of the Digital Offer is on libraries' technicaODELOLW\ WR VXSSRUWWKH SXEOLF¶V
digital literacy, needs and skills, providing high quality resources consistently,
efficiently and effectively across the sector. For context, public libraries are home to
43,365 free computer terminals and provide more than 60 million hours of highspeed internet access per year, with wi-fi enabled in more than half of public
libraries. Interventions and digital mediation by a skilled workforce to support public
digital literacy can be for people from across the full spectrum of social
demographics.
The Digital Offer aims to bring leverage and cohesiveness to public library services
in achieving a shared vision for libraries digital capabilities, both in terms of hardware
and software resource and requirements, and the workforce skills required to reach
this vision. The Offer is divided into three sections, defining areas of delivery SCL
expects libraries to provide, encourages libraries to provide, and will work in
partnership with stakeholders and commissioners to provide. See Appendix 1 for
further detail. The Digital Offer has developed from partnership work between SCL,
Arts Council England and a range of stakeholders including sector professionals and
associates.
2. Specification
2.1 Project description
7KH6RFLHW\RI&KLHI/LEUDULDQV6&/DQGDUDQJHRIVWDNHKROGHUV¶RULJLQDOYLVLRQfor
a publically accessible, practical and resourceful online platform was to see the
GHYHORSPHQW RI D µVLQJOH GLJLWDO SUHVHQFH¶ 6'3 IRU OLEUDULHV LQ (QJODQG - a single
point of entry to the public library resource network. The coalescence of interested
partners which have actively engaged with this concept for several years, and who
have invested significant time and thought to the product, including Arts Council
England, The Reading Agency, The Combined Regions and the Collections Trust..
1
http://www.goscl.com/universal-­‐offers/about-­‐universal-­‐offers/ 2 These organisations share educational and cultural ambitions within digital and nondigital environments and which is reflected by this ITT, its scope and its requirement
for a partnership-focussed approach. It is expected that the context and vision for
this work will be closely aligned to:
- any relevant recommendations emerging from the anticipated Independent Report
on Public Libraries, led by William Sieghart and jointly commissioned in February
2014 by the Department for Culture Media and Sport (DCMS) and the Department
for Communities and Local Government (DCLG). (Publication of the report is
expected in late 2014/early 2015).
- recommendations for digital library services outlined LQ WKH $UWV &RXQFLO¶V
Envisioning the Library of the Future document2.
2.2 Purpose:
The Society of Chief Librarians is therefore seeking to appoint a supplier to work with
us to design a universal digital platform which will fulfil a range of relevant functions
and provide compelling user experiences, aligned to digital content produced as a
result of Universal Offer-related work or content developed by partners with library
functionality. SCL is keenly aware that digital technologies and assisted digital skills
VHWV DUH DW WKH FHQWUH RI WKHLU FXVWRPHU EDVHV¶ OLIHVW\OH FKRLFHV WKDW WHFKQRORJ\ LV
influencing and changing how customers access and engage with services and
experiences in libraries, and that a digital element in fact underpins library service
strategies in all area of focus, e.g. across the Universal Reading, Health and
Information Offers. To provide a quality assured, centralised platform of online public
library resources and information would bring into alignment the digital element of
these strategies, unify customer access at a national level to both national and local
resources, and provide a strong advocacy tool demonstrating the value and purpose
of libraries within a digital technology. It is essential that the new resource supports
existing customers to make fuller use of their public libraries and attracts new users
to their public library.
At a workshop in July 2014 SCL reaffirmed that a digital presence for public libraries
needs to achieve several ambitions, as follows:
x It will reflect and represent the core library offer around reading, health,
learning, supporting the key elements of the Universal Offers (e.g. a digital
manifestation of the Books on Prescription scheme).
x The new digital presence will encourage use of physical libraries (wherever it
makes sense to do that for the customer) and, conversely, people's use of
physical libraries needs to be supported, and linked seamlessly to, a strong
online offer (in short, to act as a conduit between physical and digital library
services).
x It will be strongly focused on quality and around customer needs rather than
the way SCL member services are organised as library services.
x The digital presence will be strongly aligned with other partners' online
offerings to enable SCL to create appropriate linkages to and from our digital
offer.
2
http://www.artscouncil.org.uk/what-­‐we-­‐do/supporting-­‐libraries/library-­‐of-­‐the-­‐future/ 3 x
x
x
It will be underpinned by a commitment to interoperability and standards,
DOLJQLQJ VWURQJO\ ZLWK *R2Q¶V Digital Charter and SCL¶s own digital
commitments to stakeholders.
The digital presence will be able to incorporate both free and paid for content
created by, or purchased for, public libraries.
And it will be dynamic and reflective of rapidly changing technology and
customer QHHGDEOHWRUHIOHFW6&/DQGSXEOLFOLEUDULHV¶RZQGHYHORSHGDELOLW\
in future to horizon scan, adapt to new technologies and media, and
responding to public library sector leaders keenness to understand and
embrace new opportunities through online technologies.
SCL has now secured £30,000 from Arts Council England to commission the
scoping and architecture of the product. Actual build and development of the
product would follow in a separate stage 2 process. Stage 1 will also determine
the nature and extent of any subsequent investment which may be required ±
from a range of stakeholders ± to ensure high quality development of this
resource. The aspiration is to develop a resource that is fit for purpose, customer
oriented and appropriate for the sector. A significant amount of investment has
already been made in a variety of tools so the whole investment package to bring
these together and present them coherently need not be significant.
SCL has previously worked with OCLC and other stakeholders to develop the
Bookmark Your Library website3. In June this year, SCL decided that, given the
pace of change, the growing profile and potential value of the Universal Offers
and increasing public expectations, it had a preference for undertaking a
fundamental review of its digital presence needs and specifically the needs of
library customers rather than continuing to develop Bookmark Your Library, at
this stage.
2.3 Project aims
In practical terms, the universal platform must be able to incorporate existing national
digital library products and services, such as:
-­‐
-­‐
-­‐
-­‐
-­‐
-­‐
6&/,QIRUPDWLRQ2IIHU¶VJHR-location tool, Information for Living
Links to externally maintained / delivered information resources such as, but
not limited to, Enquire, Access to Research and Reference Online
Open to embedded content developed by third parties but with a collaborative
HOHPHQWVXFKDV7KH&RPELQHG5HJLRQ¶VZRUNRQ)LQGD/LEUDU\
Online reader development tools / resource discovery through member
authentication at local level
Ideally, and in partnership with The Reading Agency, development of Library
21, through which publishers are willing to make all their digital reading assets
available in physical library spaces, eg by tethering through internal IPs /
serve spaces
Again, in partnership with The Reading Agency, any microsites underpinning
7KH5HDGLQJ$JHQF\¶VZRUNZLWKSXEOLFOLEUDULHV
3
http://www.bookmarkyourlibrary.org.uk/ 4 -­‐
-­‐
-­‐
-­‐
-­‐
-­‐
Incorporation of national catalogue tools and functions (e.g. through
WorldCat) and potentially (future potential) for e-lending functionality
Links / APIs connecting to online heritage resources
It should be mobile compatible / device and browser agnostic
Must be fully accessible, meeting triple A standards if possible ± developed
through Share the Vision partnership work
Promote regional / national SCL activities and messages
Build in user journeys / case studies / feedback forums
2.4 Methodology
The Society of Chief Librarians and Arts Council England will work with the
appointed supplier to finalise the methodology throughout the process.
In their response to this invitation to quote, suppliers will be expected to advise on
the most effective ways of delivery of the package.
The Stage 1 outputs must be able to demonstrate:
x
x
x
x
x
x
A responsiveness to user need and user journeys (relevance of and
justification for the platform) based on engagement with existing library users
and non-users
Engagement with key stakeholders (e.g. The British Library, The Combined
Regions, The Reading Agency, OCLC) to ensure buy-in and an openly
collaborative approach to the shaping of WKHSURGXFWHVWDEOLVKLQJWKHVHFWRU¶V
current context, needs and areas of focus.
An approach to the design which enables an integrated national platform,
integrating multiple resources hosted in different locations, and furthermore, to
support the work-streams and priorities of SCLs Universal Offers,
demonstrating the ability of the platform to provide physical to digital journeys,
and vice versa, providing likely structures and paths through the information
Demonstrate responsiveness to the digital developments highlighted by the
Sieghart Review (when published) and Envisioning the Library of the Future.
Demonstrating interoperability with other resources, services and databases
that the platform would be making use of.
A clear rationale for the digital presence, which demonstrates how it would be
a tool to attract individuals to use their local library, as well as encourage
H[LVWLQJFXVWRPHUVWRPDNHEHWWHUXVHRIWKHLUOLEUDU\¶VGLJLWDORIIHULQJ
Outputs from Stage 1 must include a report which sets out clear and costed
recommendations on how best SCL (along with its partners) should design, develop
and deliver a single unified digital interface. Specifically, the report should:
x
x
x
Set out the results of stakeholder and customer feedback gained during the
project
Recommend how the resource can deliver a compelling digital offering of
6&/¶VILYH8QLYHUVDO2IIHUV
Identify any constraints, which need to be resolved by SCL and its partners
before proceeding to Stage 2.
5 x
x
x
x
x
x
x
x
x
x
Include set of initial design options with appropriate costings, which would
provide for a compelling and accessible web interface which responds to
identified user/customer demand
Recommend a shortlist of names for the new digital resource
Demonstrate how the new digital presence would deliver on the aspirations of
:LOOLDP6LHJKDUW¶V,QGHSHQGHQW5HSRUWRQ3XEOLF/LEUDULHV
Recommend how the digital presence should incorporate all existing digital
assets as identified in 2.3 and should articulate a clear methodology for the
incorporation of free and paid for content, which would resolve the concerns
of publishers and other stakeholders
Recommend how a new national resource should best link to and from the
library websites of the 151 different public library services across England as
well as the content of key complementary providers and partners (eg NHS
Choices, .GOV, The Reading Agency, etc)
Highlight any skills development likely to be needed within SCL to support the
development of the new resource and recommend any links to the pilot Digital
Leadership programme which is currently in development4
Recommend how a new national resource should best incorporate Library21
Recommend a governance model for Stage 2 which most appropriately
secures the buy-in of all key stakeholders
Recommend how best to move digital resources (as appropriate) from
Bookmark Your Library to the new digital platform
Recommend potential funders, sponsors and/or income models which could
enable SCL and its partners to deliver the new digital presence
In addition, SCL would expect a high level plan for Stage 2 with anticipated costs,
which would act as a route map to the delivery of the interface.
For Stage 2 (outside of the scope of this ITT, subject to a separate procurement
exercise and for context only) post concept design, the next development steps are
expected to be (timescales are estimates):
x Development of integrated Library21 roadmap and funding bids (April ±
September 2015, with bids developed by September 2015 for Library21
development work to commence in October 2015
x Establishment of governance model for leadership and advocacy of the
resource (April 2015)
x Actual building of the site based on Stage 1 research and initial design work
(commissioned from September ± October 2015 and aligned to Library21
work)
x Soft Launch (Q3 2015)
x Beta-testing period, user-testing, feedback supply - 3 months (Q3-Q4 201516)
x Full Launch (March 2016)
We would expect that there would be a need for additional investment for this phase
(Stage 2). At this stage, it is difficult to quantify the level of investment that may be
required, as this will develop as the model is worked on in Stage 1, in response to
the ITT.
4
http://www.goscl.com/universal-­‐offers/digital-­‐offer/digital-­‐leadership-­‐skills/ 6 It is expected that a range of funders and sponsors could be approached to help
support the Stage 2 commissioning.
2.5 Requirements
The successful supplier should be able to demonstrate evidence of:
x
x
x
x
x
x
x
x
x
x
8QGHUVWDQGLQJWKHLVVXHVIDFLQJSXEOLFOLEUDULHVDQGXQGHUVWDQGLQJRI6&/¶V
full range of Universal Offers
Proven experience of developing concepts and specifications for web content
which have been used to then inform website architecture and builds.
Proven experience of incorporating user and stakeholder feedback to help
shape web-based content and services.
Clear demonstration of / experience of delivering high quality websites and
platforms able to dynamically host a range of different types of content.
Knowledge and experience of working with the public library or wider cultural
sector.
Knowledge and understanding of ICT within a public library / local government
environment
Clear understanding of government and national policy directives and
initiatives in relation to digital supply and skills in public libraries
Experience of developing packages, platforms and solutions for organisations
(whether public or private sector)
Ability to work under pressure and to challenging timescales.
Knowledge of licensing issues and other constraints as they may apply to this
piece of work
2.6 Project Timetable
(to be confirmed at Project Initiation meeting)
Date
December 2014
Early Jan 2015
January/February
2015
2.3.15
25.3.15
Activity
Supplier appointed (interviews expected in central London on
16th December)
Project initiation meeting
Stakeholder and user involvement
Other activities in support of the project
Draft report and presentation to the steering group
SCL Exec: Final report and recommendations signed off.
2.7 Duration of contract
The contract to the successful supplier will be awarded from January 2015 to end of
March 2015.
7 3. Account Management
The supplier will report to a small project group, including the lead for the Digital
Offer who will act as a contact point for the contract.
The Society of Chief Librarians will assist in supplying relevant background
information, including relevant strategies, plans and background papers, contact
details, feedback, progress to date and local data collection as required, and contact
details for other stakeholders.
4. Management Reporting/review meetings
The successful supplier will be required to attend:
x
x
Two meetings with the Project Team (0.5 days) consisting of a project
initiation meeting and end of project meeting to present the final learning
outcomes.
March 2015: A presentation to Society of Chief Librarians and Arts Council
England, outlining report findings and recommendations for Stage 2.
The supplier will be required to provide brief progress updates by email at intervals
during the project to be agreed at the project initiation meeting.
5. Pricing/Budget
The budget allocated for this project is up to £30, 000 (inclusive of VAT).
6. Payment Structure and billing requirements
Payment will be made in two stages, on completion of key deliverables.
x
x
Stage 1: Payment on delivery of initial set of user and stakeholder
engagement (date to be mutually agreed).
Stage 2: Completion of final report at end of March 2015.
7. Tender Response Requirements
In responding to this tender, please include:
x
Understanding of the objectives of the Invitation to Tender
8 x
x
x
x
x
Overall design and proposed methodology
Outputs
Provisional timetable
Personnel and responsibilities
o Staff nominated to work on the project (including brief CVs and
detailing their suitability/experience)
o Any subcontracted work
o Details of the lead contact
Costs (excluding VAT, with VAT shown separately and clearly)
In your tender response, clearly indicate the names, addresses and references /
competencies of any sub-contractors you intend to use to provide the services, and
the scope of work you will employ them for.
8. Evaluation Criteria
The Project Team will assess and shortlist tenders. Overall assessment will be
concerned with relevant skills and experience, taking account of the quality and cost
of tenderers' proposals. The tender will be assessed according to the following
criteria and weighting:
Criteria
Weighting
Experience and delivery of creating concept map / design for websites and 20%
content used by public sector organisations.
Knowledge of and relevant skills and experience in incorporating / shaping
design based on user needs and stakeholder feedback.
Delivery of similar projects in the public sector or with similar sized
organisations, demonstrating ability to design web environment which can
handle multiple types of content in a clear and seamless way.
20%
20%
A clear and robust methodological approach which shows clear
DZDUHQHVVRI6&/¶VUHTXLUHPHQWVDQXQGHUVWDQGLQJRIWKHSRWHQWLDORIWKH
Universal Offers and an initial and high level understanding of any
potential practical or technical constraints and opportunities
Awareness of current issues facing public library services and broader
10%
awareness of publishing trends and issues
Assurances of quality and accessibility in design
15%
Value for money
10%
Clarity of writing, including strength of narrative and avoidance of
5%
unnecessary jargon - a plain English approach to the narrative.
9 It is anticipated that an interview and presentation will be required as part of the
assessment process. This is likely to take place on 16th December in central London.
Appointment of the preferred tenderer will be one working week after interview.
A Project Initiation Meeting will take place early in the New Year.
Please submit your quotation in accordance with all of the instructions, requirements
and specifications set out in the invitation to quote.
9. Instructions to Tenderers
Return bids by 11th December 2014 at 5.00p.m. A hard copy should be sent for
receipt by 5pm on 12th December to:
Ciara Eastell, President ± Society of Chief Librarians (SCL), Great Moor House,
Bittern Road, Sowton, Exeter EX2 7NL.
Please submit your quotation in accordance with all of the instructions, requirements
and specifications set out in the Invitation to Tender.
You must treat this document and any further information provided by the Society of
Chief Librarians as confidential at all times and only disclose them if necessary to
prepare a compliant quotations.
Nothing in the enclosed documentation or appendixes, or any other communication
made between, the Society of Chief Librarians and any other party, can be
considered a contract or agreement at this stage.
All correspondence in relation to this quotation should be addressed to: Ciara Eastell
9.1. Compliance
The Society of Chief Librarians reserves the right to disqualify or reduce the
evaluation score of any prospective supplier who do not fully comply with the
requirements in the ITT; in particular in relation to the closing time and date.
The Society of Chief Librarians reserves the right to evaluate proposals on a variety
of criteria. The quotation with the lowest price will not automatically be accepted
unless stated in our evaluation criteria section.
9.2 Prices
10 The approximate value of the proposed work will be up to £30,000 inclusive of VAT.
Please note that, while not the only criteria, value for money is a key element of our
evaluation criteria. Prices should be fixed and firm for the duration of the contract.
9.3 Validity of offer
You must offer your quotation for acceptance for 30 days from the deadline for
receipt of quotations.
Please note that by submitting a quotation for consideration you are confirming that,
as an officer for the company/organisation that you represent, you have read and
understood the ITT document and that your offer to the Society of Chief Librarians is
open for acceptance for 30 days from the quotation closing date.
9.4 Invitation to Tender
If we need to amend any information in this ITT document before the closing date,
we will write to you with any changes. If we extend the deadline for receipt of
quotations, we will advise you.
The Society of Chief Librarians reserves the right, in their absolute discretion, to
cancel or suspend this ITT process at any time and for any reason. If we need to do
this we will notify you in writing as soon as is reasonably practical.
The Society of Chief Librarians is not responsible, and will not pay for any expenses
or losses you incur during, but not limited to, the preparation of your quotation, site
visits, post-ITT negotiations or interviews.
9.5 Information and questions
If you need us to clarify the documentation or if you have further questions regarding
the ITT process, please email ciara.eastell@devon.gov.uk
The Society of Chief Librarians will aim to respond to reasonable requests for further
information within the timescale of the ITT.
The Society of Chief Librarians reserves the right to advise all other prospective
suppliers included in this ITT of any material questions and the answers supplied
without disclosing the source of the enquiry.
9.6 Return of Quotation
Please send an electronic copy marked µFRPPHUFLDOLQFRQILGHQFH¶ to:
ciara.eastell@devon.gov.uk
nick.stopforth@doncaster.gov.uk
11 chris.fardon@artscouncil.org.uk
peter.barker@readingagency.org.uk
All quotations should be received no later than 5pm on 11th December. A hard copy
to be received by 5pm on 12th December to Ciara Eastell at address in section 9.
Any electronic quotation delivered after 5pm on 11th December for any reason will be
discounted.
The Society of Chief Librarians is not responsible if all or part of your quotation is not
received. You should use a traceable dispatch system. In the event of a dispute, you
are responsible to prove the quotation was delivered.
9.7 Interviews / Presentations
The Society of Chief Librarians reserves the right to ask you to attend an interview or
present your proposals. Interviews will take place on 16th December in central
London at a venue to be confirmed.
You are responsible for all your expenses when attending such interviews.
12 Appendix 1
Digital Promise for Public Libraries 2012 Public libraries were founded as a way to bring education to those without access to it. In
keeping with this tradition, libraries should offer everyone access to the digital world.
Most public libraries already do offer digital access, many for free, and have done so for
more than a decade.
It is essential that all public library authorities deliver digital services alongside traditional
ones. These services should be accessible to all regardless of ability. The Society of Chief
Librarians has set out to define the minimum that these services should provide, as well as
what public libraries should be aiming to offer individually and collectively.
SCL Expects Every Public Library Service Should Provide: ·
·
·
·
·
·
·
Free access to the Internet for every customer (for a minimum period of time)
Clear and accessible online information about library services
Staff trained to help customers access digital information
Ability for customers to join online
Ability to be contacted online/via email for answers to customer enquiries
24/7 access to services through a virtual library presence
Ability to reserve & renew items remotely via an online catalogue
SCL Encourages Every Public Library Service to Provide: ·
·
·
·
·
·
·
·
·
Free Internet access for all wanting to use it, including Wi-Fi
A library APP to allow full access to all library digital services from mobile devices
Digital services that work with a range of assistive technology
A range of assistive technology to ensure digital services are accessible to all
Tailored digital information for each customer
Training in digital information literacy and access for its customers and staff both
locally and remotely
Time-relevant, quality checked digital content for the communities it serves and
support for communities to create their own content
Opportunity for e-lending of digital books, audio and video with remote access
Loan of digital devices for those without other access
13 ·
·
·
·
Access to digitised local archive and local history resources
Social networking interaction/ engagement opportunities
Federated searching of locally held online resources
Access to online learning opportunities (citizenship & theory driving tests or language
learning etc.)
SCL will Work in Partnership with other parties to help deliver: ·
·
·
·
·
A single point of digital contact for all public libraries in the UK
A portal or landing page for common access to national digital services
A national catalogue of resources for loan, referring to online or to be accessed in a
designated location
Single standard of library customer authentication adopted nationally to allow
collaborative access to digital resources
Local delivery of resources to the customer including via remote lending of digital
titles.
14 The work done by libraries in the digital arena supports many key Government outcomes:
Outcome Impact of Libraries Digital Work Educational Attainment & Informal
Learning
·
Prosperity, Skills & Employability
·
Supporting job seekers and SME
Health & Wellbeing
·
Quality of Life, Enjoyment, Happiness
·
·
Providing access to trusted information and
support, as well as means of escape and
relaxation
Helping to reduce isolation
Providing access to stimulation through
reading and activities for all ages
Community Cohesion, Safer
Communities
·
Providing a neutral space for communities
to come together and access information
about each other and about how to keep
themselves safer
Environment & Sustainability
·
Access to trusted information to support
sustainable activity and raised awareness of
environmental impact
·
Supporting many people to access ICT for
the first time, develop confidence and skills
Supporting students of all ages engaged in
formal and informal learning
Citizenship & Participation in Community ·
Life
Access to local information about
communities including local history
Access to opportunities for participation in
local activity and volunteering
Value For Money
Providing support and opportunity for
UHVLGHQWVWRWDNHSDUWLQµFKDQQHOVKLIW¶ZKHQ
LQWHUDFWLQJZLWKµWKHDXWKRULWLHV¶
Providing space &/or staff for other service
providers working to support communities
Helping to minimise expenditure
·
·
·
·
15