Call for Tender: Design of the AESOP and YA Websites and Institutional Repository

Published at: 26 July 2020

The Executive Committee is seeking expressions of interest to deliver the design of the AESOP website, Young Academics website and Institutional Repository. The hired company will also need to provide a hosting service.

1. AESOP Website

The current website allows the following:

-       News announcements- of various kinds held under differing categories (http://www.aesop-planning.eu/)

-       General documentation of information about AESOP

-       Files repository that holds current and historic meeting documentations

-       Thematic Groups pages, that can be administrated by TG Coordinators

-       User and member profiles that are editable by users

-       Back end administration – creating and approving news announcements, newsletters and user information submitted by users.

The AESOP Secretary General’s office has held a wider consultation on the design of the website and the various functionalities currently existing therein in order to understand user needs of various categories of users. The list below draws on this consultation:

-       Listserve function

-       Overall improvement of visual communication of the site, i.e. graphic, navigation and structure

-       Back end administration:

  • the structure and content of the website needs to be better editable without requiring code writing;
  • the content editing functionality needs to be improved
  • creation of a Finance section wherein an invoice system can be implemented;
  • the backend user management should be improved to enable access to multiple categories of (authorized) users and support a greater number of authorized users.

-       Improvements on the stability of the site (avoid frequent crashes when administering changes).

-       Geo information (of members, events , etc)

-       Ability to host micro websites and/or blogs

-       Ability to embed videos and other media with a large file size

-       Access to social network platforms and other systems

-       High usability of personal and institutional profiles

-       Searchable database architecture

Specific and detailed information on the requirements is available with the office of the Secretary General and can be had upon request.

AESOP is seeking standard preferably open-source platforms that can easily be updated and upgraded, and modified and enriched with specific templates. The winning bidder should be able and ready to provide appropriate technical documentation, end-user documentation and training about how to use the website. AESOP should have full access to the code and content both during contract implementation and after contract termination.

 

2. Young Academics Website

In consulation with the Young Academics Coordination Team (YA CT), the Young Academics website requires redesign. Specific requirements that this website needs are available upon request to the YA CT via the Secretary General.

The possibililty of the integration of the YA website in terms of administration access via the AESOP website back end could be discussed.

 

3. Institutional repository

The platform will need to store all documents related to AESOP events, projects and other initiatives. It will also need to support AESOP Memories which is a specific project that will contain a lot of images, audio and video content in addition to text documents. The platform should:

-       Use standard repository software, preferably open-source, platform (e.g. DSpace, DSpace CRIS, Islandora, etc.);

-       Be supplied with the OAI-PMH protocol;

-       Rely on a standard metadata schema;

-       Be compliant with the latest version of the OpenAIRE repository guidelines (https://guidelines.openaire.eu/en/latest/literature/index.html);

-       Support various content types and formats (text, multimedia, datasets, etc.);

-       Support user management;

-       Enable access control (ability to limit access to particular sets of metadata and content and individual records);

-       Enable automated or semi-automated metadata and content ingestion via OAI-PMH;

-       Enable metadata export and import.


The winning bidder should be able and ready to provide appropriate technical documentation, end-user documentation and training about how to use the platform. AESOP should have full access to the code and content both during contract implementation and after contract termination.

Specific and detailed information on the requirements is available with the office of the Secretary General and can be had upon request.

Expressions of interest for the above three components – the AESOP website design, institutional repository and Young Academics website design - will be considered as a package - all three componenets together or two website designs separate from the expressions of interest for Institutional Repository. . Preference will be given to a bid that addresses all components. However, AESOP will reserve the right to cancel the contract at specific exit points to be negotiated with shortlisted bidders. 

Expressions of interest need to include:

i)                profile of the bidding firm including a documentation of relevant demonstrable experience;

ii)              details of a proposed project plan with a timeframe;

iii)             technical specifications; and

iv)             costings of distinct project phases with corresponding schedule of payments.

Expressions of interest should be sent via email to the Secretary General (secretariat@aesop-planning.eu) by 30 October