Request for Information: Consortial Library Management Service

Transcription

1 Request for Information: Consortial Library Management Service Deadline for response: 2011 March 31 The Orbis Cascade Alliance ( Alliance ) is planning a migration from 30+ stand-alone Integrated Library Systems to a single consortial solution that exceeds traditional ILS capabilities. We are issuing this RFI to identify potential partner organizations and in preparation for a procurement process in mid STRATEGIC GOALS The Orbis Cascade Alliance requests information from vendors, nonprofit organizations, library consortia, and others concerning their interest in and ability to provide library management services in a consortial environment. Alliance member libraries seek to act as a single entity wherever that approach better serves faculty and students, achieves financial savings, or enables the reallocation of resources to concentrate on the unique and local needs and services of each member. Through strategic planning, the Alliance has concluded that improved services, cost-efficiency, and prospects for collaborative approaches to technical services may be facilitated by a move from more than thirty stand-alone Integrated Library Systems to a single consortial solution. More than simply replicating legacy systems in a shared or cloud-computing environment, we are issuing this RFI with an expectation of evaluating new options that exceed traditional ILS capabilities. Having identified options, the Alliance plans to move quickly to procure and implement a new approach to managing academic library collections in a consortial setting. This RFI is intentionally broadly defined and we encourage respondents to exercise latitude and suggest new approaches to achieve the Orbis Cascade Alliance s goals. DEADLINE for response 2011 March 31: date by which written responses must be received as attachments sent to orbiscas@uoregon.edu. Late responses may not be considered. Respondents are strongly urged to follow the prescribed order and numbering provided in Appendix A. CONTACT for inquiries ( preferred): John F. Helmer Executive Director Orbis Cascade Alliance 1299 University of Oregon Eugene, Oregon jhelmer@uoregon.edu Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 1 of 7

2 PROCESS 2011 February-March 31: RFI responses received 2011 April: Evaluation of RFI s 2011 April-May: Potential on-site presentations by invited responders 2011 May +: Alliance determination of next steps REQUEST FOR INFORMATION Appendix A RFI and Format for Responses provides an outline of desired system functionality and other factors that should be addressed in each response. Respondents are strongly urged to follow the prescribed order and numbering provided in Appendix A. DISCLAIMERS AND IMPORTANT NOTES This is an RFI issued solely for information and planning purposes and does not constitute a solicitation. The Alliance plans to pursue procurement following review of RFI responses but does not intend to award a contract on the basis of this RFI or to otherwise pay for the information solicited, nor is the Alliance obligated to issue a solicitation based on responses received. The Alliance will acknowledge receipt of the information received but is not under obligation to provide evaluative feedback to respondents. Respondents are solely responsible for all expenses associated with responding to this RFI. It is the respondents' responsibility to ensure that the submitted material is approved for distribution within the Orbis Cascade Alliance and its member libraries. CURRENT ENVIRONMENT 36 academic institutions (see Appendix B) 30+ locally-hosted ILS: III, Evergreen, and ExLibris 30 million items 250,000 FTE students, faculty and staff 4.5 million items circulated annually 400,000 items delivered annually via OCLC WorldCat Navigator resource sharing system ABOUT THE ORBIS CASCADE ALLIANCE The Orbis Cascade Alliance is a consortium of 36 colleges, universities, and community colleges in Oregon and Washington. Member libraries work together to provide outstanding services to students and faculty, share information resources and expertise, manage collections, develop library staff, and efficiently allocate financial and human resources to serve the unique needs of each member. Alliance members consider their combined holdings as one collection and collaborate on services that support this vision, including Summit, a system that allows students, faculty and Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 2 of 7

3 staff to easily find and request library materials across the consortium and beyond; courier service providing delivery of library materials; operation of a Distributed Print Archive, helping preserve scholarly collections and make optimal use of space in campus buildings; Northwest Digital Archives, offering enhanced access to primary sources; conferences and workshops; cooperative purchasing for databases, ebooks and ejournals; and other digital library services. The Alliance also offers selected services to approximately 250 additional libraries, archives, museums, and historical societies in Oregon, Washington, Idaho, Montana, Alaska and Hawaii. All Orbis Cascade Alliance services are funded via membership fees, non-member administrative fees, and grants. Beyond current services, the Alliance is pursuing an ambitious Strategic Agenda featuring demand-driven ebook purchasing, shared storage, membership in WEST, collaborative technical services, digital preservation, institutional repositories, development of a special collections and archives cross-search and context utility, and next generation discovery and library management systems. Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 3 of 7

4 Appendix A RFI and Format for Responses Respondents are strongly urged to follow the following format in their responses to this RFI. 1. Executive Summary of Response 2. Qualifications of the respondent 2.1. Name of the Respondent Name of the individual to whom questions should be addressed Address: mail, , etc Number of years in businesses related to RFI 2.5. Type of Operation (e.g., Individual, Partnership, Corporation, Nonprofit corporation, Consortium, Government, etc.) Company-wide annual sales volume and number of employees Demonstrated expertise in supporting similar services Demonstrated history as a trusted partner to libraries, museums, archives, or similar cultural institutions List of subcontractors (if any) and their expected role 3. Desired Features The features listed below are intentionally defined in broad terms rather than detailed functional requirements. Responses should provide enough information to convey the capabilities of the service but are not expected to include a detailed summary of all functions. Note that the term collections is intended to include all types of materials that comprise an academic library collection, whether published, unique, digital or print. For each feature listed below, include a) date feature was released or is expected to be ready for testing, and b) date when use in a production environment is expected Robust service and customer support: evidence of mission critical operation (uptime, scalability, recovery from failure, etc.) and strong customer support functions Architecture System architecture: cloud based application, or if local servers are required, include a description of operating system, hardware requirements, etc Database architecture: distributed, shared bibliographic, holdings, patron, etc. data Core functionality and availability of management data associated with a traditional ILS, to include Analysis of the content and use of collections for the purpose of collection development Acquisitions (including integration with campus financial information systems) Cataloging and description Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 4 of 7

5 Discovery platform that integrates local, consortial, monographic, serial, owned, licensed, print and digital content Identity management: ability to interface with campus authentication/authorization systems and manage multiple roles and affiliations (e.g., patrons associated with multiple institutions) Circulation Electronic resource management Ability to provide all services to all patrons at any Alliance location Collaborative Technical Services: group functionality that facilitates collaborative collection development, acquisition, and cataloging among administratively separate organizations. How would the service described facilitate collaboration in technical services activities across member libraries? 3.5. Resource Sharing Consortial Borrowing: circulation services across member libraries Connection to global ILL services: ability to share collections beyond the Orbis Cascade Alliance Privacy of patron data in compliance with FERPA, HIIPA, and campus policies Access to data and system functions; ability to innovate via APIs, web services, etc., including compliance with standards (e.g., NCIP) and support for the development and use of applications created by the Alliance, member libraries, or third-parties Ability to sustain consortial agreements beyond the Orbis Cascade Alliance. For example, the service would ideally interface with and/or include regional consortia such as those hosted by Chemeketa Community College (CCRLS), Eastern Oregon University (Sage), Willamette University (Hatfield), and The Evergreen State College (Cals). 4. Timeline Estimated timeline for implementation, including earliest start date, duration of project, and major steps. 5. Migration Services Technical, data, and workflow migration services that include, but are not limited to, migration from Evergreen, ExLibris, and III systems. How would any needed data migration be achieved? 6. Business model This RFI is specifically not requesting pricing information but respondents are asked to provide information about 6.1. Model(s) proposed, e.g., service vs. ownership & maintenance, start-up costs, etc Potential for substantial direct savings over multiple traditional ILS Timing of fees, especially as intended to facilitate migration. 7. Role of Orbis Cascade Alliance and member libraries Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 5 of 7

6 What role might the Orbis Cascade Alliance play in migration and on a recurring basis? Please describe the commitment of time and resources expected during start-up and on a recurring basis, degree to which the Alliance would serve as a development partner, etc. 8. Roadblocks or challenges Other factors respondent wishes to make known to the Orbis Cascade Alliance that might impact the feasibility of adopting a new Consortial Library Management Service. 9. Alternate or equivalent products, services, or approaches Recognizing that the Orbis Cascade Alliance may not have considered all approaches to achieving the goals listed under STRATEGIC GOALS above, respondents are encouraged to provide alternative approaches or concepts. 10. Additional information We welcome the inclusion of additional information relevant to this RFI. Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 6 of 7

7 Appendix B Orbis Cascade Alliance Member Institutions Central Oregon Community College Central Washington University Chemeketa Community College Clark College Concordia University Eastern Oregon University Eastern Washington University George Fox University Lane Community College Lewis & Clark College Linfield College Marylhurst University Mt. Hood Community College Oregon Health & Science University Oregon Institute of Technology Oregon State University Pacific University Portland Community College Portland State University Reed College Saint Martin's University Seattle Pacific University Seattle University Southern Oregon University The Evergreen State College University of Oregon University of Portland University of Puget Sound University of Washington Walla Walla University Warner Pacific College Washington State University Western Oregon University Western Washington University Whitman College Willamette University Orbis Cascade Alliance RFI for Consortial Library Management Service 2011 Page 7 of 7