Library Intranet and eLearning Platform

The vendor is required to provide library intranet and eLearning platform for include:
- Requirements
• Supply and configure all software to create a turn-key system that provides the functionality outlined
• Host the system and all content
• Provide service to staff members across the entire organization
• Train library staff in the proper and efficient use of the system
• Port over existing documents, knowledge base articles, and forms from the old provider to the new system.
• Provide ongoing operation, system, and technical support for a period not shorter than one year (with the option of four renewals) from the date of system acceptance
- The system should provide the following:
• A fully integrated platform for eLearning, eForms, project management, and intranet
• Central management hosted by vendor
• All functions available through a browser-based system
• Flexible reporting on use of the system, including premade and custom reports
• Secure platform for content and staff information
• Usage reports and analytics
• User-friendly content management system with templates and WYSIWIG editor
• Administration console with user-based roles and permissions
• Fully integrated search of all modules and content using advanced search capabilities outlined in item specifications
• Fully integrated staff training dashboard and history
• Staff directory with organization chart
• Staff profiles with contact information and responsibilities
• Document management with version control
• Sharing of documents, files, and links
• News, announcements, and blogs
• Discussion capabilities
• Customizable forms with comprehensive features mentioned in item specifications
• Calendar application
• Project management tools
• Knowledge base
• Image gallery
• Polls and surveys
• Real time notifications system
• Document versioning and control features
• Personalization features - Specifications
1. Search functionality
• Filter options: filter by date, author, department, content type, department/team, author/owner, tags and keywords, document status (draft, published, archived, in review), category/folder. 
• Ability to stack filters. 
• Sort options: options for sorting search results. includes sorting by date, relevance, alphabetical order, popularity, author, department
• Relevance search should take into consideration factors such as keyword frequency, content recency, and user engagement metrics. 
• Advanced search: enhanced search features for detailed queries.
o Implementation example:
o For a document on "data privacy policy":
o Categories:
o Main category: "policies"
o Subcategory: "IT policies"
o Subcategory: "data privacy"
o Tags:
o "Compliance"
o "Data privacy"
o "Security"
o Metadata:
o Document author: "jane doe"
o Department: "library technology"
o Published date: "2024-12-31" 2. Knowledge base
• Text styles: the ability to apply “styles” over text is desirable but not necessary (ie: adding a red “alert” effect to paragraphs that are important) 
• Printability: all knowledge base articles should be easily printable with one click. 
• They should be able to save as pdfs or other relevant file type. 
• Metadata fields: administrators should be able to define and manage custom metadata fields as per organizational needs.
• Administrators should be able to mark fields as mandatory or not. 
• For example:
o Text field: “document author”
o Dropdown field: “department” (HR, it, finance, etc.)
o Date field: “published date” 3. Document versioning and control:
• Version control: robust document versioning including version history, version comparison, the ability to not notify subscribers, and rollback capabilities 
• Automated reminders: system must automatically remind users to refresh outdated content that they authored at set increments of time (i.e.: annually, semi-annually, quarterly, etc.). 
• Change tracking: system must flag and track changes for users, indicating whether minor updates (like punctuation) or significant changes (like policy updates) have been made. 
• Users should be able to subscribe to notifications on any post and be automatically subscribed to any post they author. 
• Content out-of-date flag: any user should be able to mark content as outdated, with notifications sent to the author and intranet administrators.
• Archiving: automated or manual archiving of outdated or irrelevant content with easy retrieval if needed. 
• Audit trail: comprehensive logging of content creation and updates.
4. eForm and InfoCapture
• Responsive layout: ensure the portal is user-friendly and adapts to different screen sizes. 
• Customizable themes: allow customization of form appearance to match organizational branding and preferences. 
• Drag-and-drop interface: an intuitive, drag-and-drop form builder for creating and customizing forms without needing coding skills. 
• Pre-built templates: a library of pre-built templates for common forms (e.g., contact forms, surveys, feedback forms) to speed up form creation.
o Ability to duplicate designs
• Custom fields: support for creating custom fields such as text boxes, checkboxes, radio buttons, dropdowns, date pickers, file uploads, and more. 
• Conditional logic: ability to create dynamic forms where questions or sections appear based on previous responses.
o Ability to generate other form fields (checkboxes, questions, or text) based on user’s answers to previous form questions
• Data validation: built-in data validation rules to ensure data validity, integrity and accuracy (e.g., email format, required fields, numeric input). 
• Data export: functionality to export data in various formats (csv, excel, pdf) 
• Implement role-based access control (RBAC): to restrict access to form data and administrative functions based on user roles.
o Ability to assign permissions based on role within the intranet 
o Ability to assign permissions on an individual level
• Audit trails: maintain detailed logs of form creation, submission, and modification activities for compliance and accountability. 
• Automated notifications: trigger automatic email notifications or alerts based on form submissions or specific responses.
o Ability to toggle notifications on and off for specific steps in the workflow for specific users
• Approval workflows: create multi-step approval processes where form submissions can be reviewed and approved by designated users.
o Ability to assign multiple users to an approval process based on their user group.
• SLA/traffic light system: built in system to automatically change a traffic light when a predefined amount of time has passed. 
• This should connect to statuses that can be manipulated by SME who fulfill the tickets. 
• Field visibility: field visibility allows system administrators to define whether your form's fields should show or hide, depending on whether or not your conditions have been met. 
• Statuses: the ability to assign statuses to a ticket, either manually, or based on a set of rules. 
• Task assignment: automatically assign tasks or follow-up actions based on form data. 
• Real-time analytics: provide real-time insights into form submissions, including submission rates, response trends, and user demographics. 
• Custom reports: allow creation of custom reports to analyze specific data points or metrics. 
• Dashboards: interactive dashboards that provide a visual overview of key metrics and performance indicators. 
• Auto-save feature: enable users to save their progress and resume form filling later. 
• Form prefilling: pre-fill form fields with known user information to save time and reduce errors. 
• Scalable architecture: design the portal to handle high volumes of form submissions and concurrent users without performance degradation.
5. Content management system
• Visual markup: tools for visual markup and annotation of documents in progress.
• Content rating: users can rate articles to indicate usefulness/relevance, other users are able to see ranking reflected in search relevance
• Comments: ability to toggle comments on and off on a case-by-case basis.
• Content sharing: easy sharing of content via links
6. Org chart and user profile directory
• Automatically updates: org chart must automatically update when staff members update their profiles with new job direct reports or locations.
• Permission levels: role-based access control dictates user permissions to control access and editing rights.
- Contract Period/Term: 1 year
- Remote Pre-Proposal Conference Date: July 1, 2025
- Questions/Inquires Deadline: July 17, 2025