Request for Information (RFI) for an INTEGRATED LIBRARY SYSTEM RFI #2013-KLN-LAV-30

Transcription

1 Request for Information (RFI) for an INTEGRATED LIBRARY SYSTEM Issued by: Pennsylvania State System of Higher Education Office of the Chancellor Keystone Library Network Issue Date: December 18, 2013 Response Date: February 20, 2014; 2:00 p.m. EST

2 INTEGRATED LIBRARY SYSTEM Table of Contents Page Section I General Information... 1 Section II Description of the Organization... 4 Section III Project Overview Section IV Information Required From Suppliers... 18

3 Section I General Information I-1 Purpose The purpose of this Request for Information (RFI) is to conduct market research and to explore available products for an Integrated Library System solution (including product demonstrations) and to assess vendor capabilities and interest. The Pennsylvania State System of Higher Education is interested in obtaining information on library systems that exceed the traditional ILS capabilities including but not limited to, linking, web-scale discovery, electronic resource management (ERM), statistical packages, cloud computing functionality, etc. This issuance of this RFI is solely for informational, market research and planning purposes only. It does not constitute a commitment to issue a request for bids/proposals, award a contract, or pay any costs incurred in preparation of a response to this RFI. PASSHE requires that all responding suppliers abstain from providing any actual quotes or bids in response to this RFI. Any information received in response to this RFI will assist PASSHE s project team in finalizing the scope of work and requirements which may be used at a future date in the issuance of a Request for Proposals (RFP). Submitting a response to this RFI is not a guarantee in any way that a supplier will be selected for any subsequent RFP, nor does it preclude any supplier from responding to future procurement opportunities. I-2 Issuing Office This RFI is being issued for PASSHE by the issuing office listed below. The issuing office is the sole point of contact for this RFI. Please refer all inquiries to: Linda Venneri, CPSM Collaborative Contracts Manager Pennsylvania State System of Higher Education Office of the Chancellor Dixon University Center 2986 North Second Street Harrisburg, PA V: ; F: Any RFI addenda/updates will be made available at PASSHE s eprocurement Exchange. Respondents who have questions about the RFI should submit such questions to the issuing office via the eprocurement Exchange. Responses to questions will be posted at the website as well. I-3 Tentative Schedule of Events RFI Issued: December 18, 2013 Final Questions Due: February 12, 2014 Submission Deadline: February 20, 2014 Product Demonstrations: April 24-25, 2014 Page 1 of 18

4 I-4 Scope The purpose of this RFI is to gain familiarity with the Library Management System or Platform and related library services including, but not limited to: journal article linking, discovery service, electronic resource management, electronic reserves, and interlibrary loan. We are looking for a system which provides more than the traditional ILS functionality and includes or allows for seamless integration with web-discovery platforms, electronic resource management tools, statistic gathering tools and cloud computing technologies. We will gather information in a formal, structured and comparable way. The results of the RFI process may help in the decision making process by allowing us to develop a well-conceived solicitation document (RFP, RFQ) and to clarify competitive requirements. We expect to use the results of this RFI to decide if the Keystone Library Network (Network) will move to a system or systems hosted by a supplier or if the Network will maintain the current server hub using either proprietary software or open source software. Additionally, we will use the results of this RFI to determine if a single database of shared bibliographic records offers an improved work flow and work product versus the current set-up of individual databases. I-5 Information Requested from Suppliers Suppliers are to respond to the questions listed in Section III of this RFI. Suppliers are encouraged to recommend changes to the project if it is determined, based on their experience, that there is a better approach. PASSHE is seeking best practices in this area. I-6 Supplier Presentations PASSHE may request suppliers to provide a presentation of some or all of the functionality described in this RFI. All costs associated by such presentations will be borne by the supplier. Promotional items shall not be provided at these presentations. Supplier presentations will be no more than 120 minutes and must demonstrate all available features outlined in this RFI. I-7 Confidentiality and RFI Ownership This RFI is both confidential and proprietary to PASSHE and PASSHE reserves the right to recall the RFI in its entirety or in part. Suppliers agree that they will not duplicate, distribute or otherwise disseminate or make available this document or the information contained in it without the express written consent of PASSHE s issuing office. Suppliers shall not include or reference this RFI in any publicity without prior written approval from PASSHE, which, if granted, shall be granted by the issuing office. Suppliers must accept all of the foregoing terms and conditions without exception. All responses to the RFI will become the property of PASSHE and will not be returned. I-8 Submission Instructions PASSHE is utilizing an electronic procurement system for its solicitations. In order to submit a response to this RFI, suppliers must register at PASSHE s eprocurement Exchange. Page 2 of 18

5 Important: Suppliers should contact the issuing office if they are unable to register correctly, or if they experience difficulty in uploading/downloading documents from the eprocurement Exchange. Click the <Solicitations> tab Select <View> next to the corresponding solicitation Click the <Bid> tab Upload your bid documents Answer any Request for Information (RFI) items Check the authorization box Click <Submit Bid> button Bidders may upload a single electronic file or if uploading multiple electronic files, they may upload one zipped folder containing those files. Once a file has been uploaded, uploading a new file will overwrite the first file. Current upload file size limit is 50MB. If your response was submitted properly, you will receive the following acknowledgement Your bid has been recorded and a bid receipt number will be provided. You may withdraw your submittal at any time up to the solicitation due date and time by simply clicking on <Withdraw Bid> located at the bottom of the Bid tab. There are several Help Guides and video tutorials available at PASSHE s eprocurement Exchange. If additional support is needed, please contact the issuing office. Page 3 of 18

6 Section II Description of the Organization II-1 PASSHE Fact Sheet Pennsylvania State System of Higher Education Fact Sheet II-2 PASSHE Strategic Direction Pennsylvania State System of Higher Education Strategic Initiatives II-3 Keystone Library Network Fact Sheet The Keystone Library Network provides centralized administration and procurement of library products and services and extends the product and service contracts to libraries in State Government and State Related Universities (currently the State Library of Pennsylvania and Lincoln University). Additionally the Network will negotiate for private colleges and universities in Pennsylvania who have entered into a partnership agreement with the Network (currently Geneva College and Harrisburg University of Science and Technology). All library services are expected to be available inside the Desire to Learn learning management system. On April 14, 1997, the Keystone Library Network purchased the Voyager Library Management System. Each member library maintains a separate database and instance of system software locally on a server hosted at Shippensburg University of Pennsylvania. Currently system upgrades involve database upgrades at the hub and new client installation at each member library. Member libraries each employ a technical service staff to add to and maintain their library databases. Most libraries use LTI for authority control, but Indiana University of Pennsylvania and West Chester University of Pennsylvania use Marcive. Baker & Taylor / YBP is the contractor providing books, ebooks, and media. Member libraries also order from a wide variety of other vendors. While most libraries use EBSCO Discovery Service with West Chester University of Pennsylvania using ProQuest Summon, these service contracts expire during the Library System RFP period. For journal linking services, about half of the libraries use ProQuest Serials Solutions 360 Link with the other half using EBSCO Link Source. These service contracts also expire during the library system RFP period. Twelve libraries are participants in the Pennsylvania Academic Library Consortium E-Borrow project which uses Relais patron initiated interlibrary loan software. All libraries are OCLC Members and use OCLC as a source of bibliographic records and interlibrary loan. Ten libraries use a shared license for OCLC CONTENTdm. The Network uses OCLC EZ Proxy software for database authentication with most libraries using LDAP for the base file and four libraries using In Common/ Shibboleth; and one library, the State Library of Pennsylvania, using the library system patron file for the base file. Most libraries use SpringShare Libguides and related products. Page 4 of 18

7 The PASSHE schools use SAP as their ERP, but other members use a variety of campus accounting systems. Open source projects for the KLN include VuFind, Archon, and Islandora (in testing stage). Next are charts which describe our database size and numbers to be used by suppliers to determine if their library system solution is robust enough for the Network s needs. (The balance of this page intentionally left blank) Page 5 of 18

8 Chart 1. Bib, MFHD, Item, Patron, Authority Record Counts by Library BIB RECORDS MFHD RECORDS ITEM RECORDS PATRON RECORDS AUTHORITY RECORDS Bloomsburg University of Pennsylvania 771, , ,150 26, ,099 California University of Pennsylvania 341, , ,275 16, ,164 Cheyney University of Pennsylvania 95,397 95, ,216 3, ,913 Clarion University of Pennsylvania 565, , ,324 33, ,470 East Stroudsburg University of Pennsylvania 379, , ,365 14, ,134 Edinboro University of Pennsylvania 430, , ,555 14, ,484 Geneva College 230, , ,785 11, ,395 Indiana University of Pennsylvania 963, ,588 1,018,915 26, ,468 Kutztown University of Pennsylvania 748, , ,499 23, ,116 Lancaster County Historical Society 19,514 19,509 14,572 1,846 6,543 Lock Haven University of Pennsylvania 300, , ,023 21, ,356 Mansfield University of Pennsylvania 314, , ,226 11, ,927 Millersville University of Pennsylvania 367, , ,937 48, ,747 Millersville University of Pennsylvania Index Database 88,575 24,970 24, ,371 Shippensburg University of Pennsylvania 305, , ,631 13, ,720 Slippery Rock University of Pennsylvania 724, , ,159 14, ,001 State Library of Pennsylvania 1,411,294 1,494,355 1,172,878 25,430 9,201,489 The Lincoln University 129, , ,862 6, ,442 West Chester University of Pennsylvania 1,082,542 1,105, ,675 51, ,293 Totals 9,272,647 9,470,028 8,537, ,852 15,561,132 Page 6 of 18

9 Chart 2. E-Journal title count and E-Book count by Library EJOURNALS EBOOKS Bloomsburg University of Pennsylvania 96, ,614 California University of Pennsylvania 27,470 12,843 Cheyney University of Pennsylvania 30,288 12,873 Clarion University of Pennsylvania 66, ,146 East Stroudsburg University of Pennsylvania 68,357 24,696 Edinboro University of Pennsylvania 57,453 33,901 Geneva College 65,620 14,951 Harrisburg University of Science and Technology Indiana University of Pennsylvania 87, ,998 Kutztown University of Pennsylvania 69, ,637 Lancaster County Historical Society None None Lincoln University 99, ,937 Lock Haven University of Pennsylvania 46,699 16,527 Mansfield University of Pennsylvania 67,625 30,306 Millersville University of Pennsylvania 51,039 21,101 Shippensburg University of Pennsylvania 73, ,591 Slippery Rock University of Pennsylvania 43,105 14,200 State Library of Pennsylvania 37,369 26,373 West Chester University of Pennsylvania 109, ,893 Totals 1,098,013 1,939,242 Page 7 of 18

10 Chart 3. Annualized Student FTE, Annualized Library Back Office and Circulation FTE University U G Total Library Back Office and Circulation FTE Employees Bloomsburg 8, , California 6,254 1,844 8, Cheyney 1, , Clarion 5, , East Stroudsburg 5, , Edinboro 5,676 1,070 6, Indiana 12,653 1,599 14, Kutztown 8, , Lock Haven 4, , Mansfield 2, , Millersville 7, , Shippensburg 6, , Slippery Rock 7, , West Chester 13,049 1,442 14, System Total 96,094 10, , U (Undergraduate) FTE = 30 credits; 1 G (Graduate) FTE = 24 credits Source: Data Warehouse, Student Data Submission; Official Reporting Date: End of the 15 th day of classes Note: 2012/13 data updated to include Summer for California, East Stroudsburg and Millersville Universities (11/8/13) Affiliate Member U G Total Geneva College 1, , Harrisburg University of Science and Technology The Lincoln University 2, State Library of Pennsylvania* 20, Affiliate Total 24, *Library Card Holders Page 8 of 18

11 Chart 4. Student Management Systems by University CAMPUS/STUDENT MANAGEMENT SYSTEM Vendor Software Version Bloomsburg University of Pennsylvania PeopleSoft California University of Pennsylvania SunGard Banner/Oracle Cheyney University of Pennsylvania Ellucian PowerCampus Clarion University of Pennsylvania PeopleSoft 9.0 East Stroudsburg University of Pennsylvania Edinboro University of Pennsylvania Geneva College SunGard Banner/Oracle SunGard Banner/Oracle Jenzabar Indiana University of Pennsylvania SunGard Banner/Oracle Kutztown University of Pennsylvania PeopleSoft Tools Application 9.0 Lancaster County Historical Society The Lincoln University None Datatel Lock Haven University of Pennsylvania Jenzabar CX 8.1 /JICS 7.5 Mansfield University of Pennsylvania Datatel Millersville University of Pennsylvania SunGard Banner/Oracle 8.4 Shippensburg University of Pennsylvania SunGard Banner/Oracle Slippery Rock University of Pennsylvania SunGard Banner/Oracle Banner Student 8.x Banner Student XE State Library of Pennsylvania West Chester University of Pennsylvania None PeopleSoft HRMS and CS , Portal 9.1, PeopleTools 8.52 Page 9 of 18

12 II-4 Keystone Library Network Strategic Direction Two years ago the Pennsylvania State System of Higher Education (PASSHE) recognized that fundamental changes in technology and scholarly communication were taking place. Our university system adopted the strategic initiative to transform its learning environment. During the first year of the strategic initiative, PASSHE adopted Desire to Learn as its learning management system, and reviewed library network practices. This year, as PASSHE enters the global education and scholarship marketplace, the Keystone Library Network s strategy to support this transformation is twofold: 1. To use digital and network technologies to provide quality and current academic information which will also support interuniversity collaboration. 2. To provide evidence that student learning is taking place when students use the library and that librarians are helping students achieve their academic goals. Our primary focus with this strategy is on the students and their academic achievements. The Keystone Library Network is top-rated as a consolidated university operation by our Chief Financial Officers. This is a rating that the Network would like to maintain as it makes the transition to being a catalyst for student study and research. To attain a top ranking by University Presidents and Provosts, the Keystone Library Network must adopt library technologies that help students achieve their academic goals. (The balance of this page intentionally left blank) Page 10 of 18

13 Section III Project Overview III-1 General Supplier Information PASSHE is asking interested suppliers to submit a response containing, at a minimum, the following information: 1. Description of the reason for your interest in possibly providing the Keystone Library Network Library System and related services. 2. Brief history of your firm. 3. Brief description of past experience providing similar services/supplies. 4. Your best estimated time frame for completing the project. 5. Company brochure/literature if available. III-2 Project Overview The Keystone Library Network Strategy stated simply is: To adopt library technologies that ensure that students achieve their academic goals. Goal 1. Provide a student-centered library system. The system will provide collection expenditure data for the reporting period and collection counts for The National Center for Educational Statistics Academic Library Survey Objective 1A. To adopt a system that works with other university systems: Desire to Learn Learning Management System, Campus Student Management Systems (see Chart 4 above), SAP and other ERPs. Objective 1B. To adopt a system that presents e-book content with all other library content and streamlines the backend for library staff. We call this an e- book knowledge base where vendor relationship builds access to e-books rather than the library staff. Goal 2. Build a modern system of library services which streamlines both student experience and library back office processes. Objective 2A. To retire the Voyager Library Management System (purchased 15 years ago and is no longer sold by the vendor). Objective 2B. To explore a system(s) which embraces library standards and is committed to change as the standards for the industry change (for example: moving from US MARC to Bibframe). Objective 2C. To explore a system(s) that uses cloud computing and hosted solutions or open source solutions to improve service and to drive costs down. Page 11 of 18

14 Objective 2D. To explore a system(s) that incorporates electronic license management into the library platform. Objective 2E. To explore a system(s) that supports multiple collection description formats; especially US MARC, Dublin Core, and Encoded Archival Description. Objective 2F. To have all acquisition and use data available in a central reporting tool including a link to student tracking system. We want to track spending on academic departments and program levels and are interested in tracking how that spending relates to student use. Objective 2G. To have interoperability with various campus systems including SAP and other ERPs. We would like a way to connect with SAP from the Library Management System and to receive fund information from SAP in order to avoid the need to enter acquisitions in both SAP (and future campus accounting systems) and the library management system. Objective 2H. To have interoperability with the Bursars system (several different systems are listed in the above Chart 4) so as to avoid manual transfer of outstanding costs to and from the Bursar s office. Objective 2I. To explore options for authentication into the library system for students and faculty. For example: are there opportunities for Shibboleth with LDAP linking rather than having student data inside the library system? Objective 2J. To explore opportunities to streamline workflows and share expertise across the Network and beyond. Examples could include, but are not limited to: automatic detection and retrieval of changes to national authority files, the ability to share responsibility for complex authority work with peer institutions, the ability to share a common bibliographic record while retaining local bibliographic information including locally important access points and notes A. High Level Library System Requirements: A system that is open to other systems. A system that elegantly interfaces with our Desire to Learn learning management system and incorporates tools that make library use easy for students. A system that will provide core library processes and either provide solutions or incorporate strong business relationships with linking, discovery services, archives, interlibrary loan, and institutional repositories. A system that is easy to configure and maintain. A system that provides flexible and easy statistical reporting for required statistics such as ACRL. Page 12 of 18

15 B. Overview of Functional Requirements for Supplier Response Function 1: A brief description of overall system design including database architecture. Function 2: Describe options, including the advantages/disadvantages of local (Network hub) system installation versus supplier hosted services. Function 3: Briefly describe the following features and how the system will function in a consortium environment: 1. Acquisitions and fund accounting. 2. Public Interface / Discovery / Stable links to records and pre-configured searches. 3. Cataloging including, but not limited to: ability of cataloging reports to query all text within the bibliographic, holdings and item records; the ability to execute global change on bibliographic, holdings and item records; capability of bulk deletions and movement of groups of records (e.g., multiple item records to a different holdings record); ability to view and roll back records to previous version and see when they were altered and by whom; ability to suppress records and fields from public view; ability to validate web links; ability to print all records without the use of external screen-capture software. 4. Authority control. 5. Serials and Electronic Resource management (including licensing). 6. Circulation: Patron management, patron authorization/authentication and inventory control/circulation management. 7. Reserves (both print and electronic materials). 8. Management of digital items (Special Collections/Archives). 9. System administration. 10. Statistical reporting. 11. The ability to provide reports that assist with collection management using age, class range coverage and circulation statistics. 12. Data loading capabilities (vendor, bibliographic, patron, holdings, etc.). Function 4: Briefly describe the system s ability to manage electronic resources (e-books, streaming video, databases, electronic journal packages, etc.) Function 5: Describe the main features of the public interface: 1. Patron self-service 2. Local branding and interface design 3. Ability to limit to a particular library or collections within a library 4. Ability to search for and request materials from across the KLN member libraries 5. Separate interfaces depending on patron type 6. Options for using the public interfaces with mobile devices 7. The ability to support sufficient simultaneous users. 8. The ability to search using fuzzy logic (e.g. type in a singular and also receive plural and vice versa, or eliot also retrieves Elliot etc.) Page 13 of 18

16 Function 6: Briefly describe the underlying system security architecture including encryption of patron and staff passwords. Discuss the advantages and disadvantages of using secure (https) search sessions Function 7: Provide a brief description of server and client requirements (if any). Discuss the bandwidth needed for system operation. Discuss the advantages and disadvantages of a client/server model vs. a web-based staff interface Function 8: List and describe the APIs available to third-party applications Function 9: List and describe any modules and/or services that will be remotely hosted Function 10: Describe your product support model during implementation and after implementation Function 11: Briefly describe the implementation process including: 1. Data migration of all types (Bibliographic, Patron, Item, Financial, etc.) 2. Migration to a union catalog including maintaining the ability to retrieve local bibliographic, holdings and item information for future purposes 3. Data clean-up 4. Preservation of local information 5. IT staff training 6. System administration training 7. Staff training Function 12: Describe the software development and testing cycle Function 13: Describe the process for implementing customer requested system enhancements Function 14: Describe how software bugs are identified and fixed, including the process and frequency of patches and minor upgrades between major software releases Function 15: Briefly describe system functionality during upgrades including continuous public interface access and logging of circulation transactions Function 16: Briefly describe methods of communication between customers (user groups, listservs, etc.) Function 17: Briefly describe the types of available documentation Function 18: Describe any perceived or anticipated limitations and/or constraints on future expansion of the database, especially those related to a consortium environment Page 14 of 18

17 C. Overview of Security Requirements Confidentiality as described in the federal law FERPA Granularity of security options for library faculty and staff Encryption options for all data Social media options, including the ability to turn on and off by media type D. Overview of Performance Requirements Fast response time Reliability Immediate indexing with links to a central repository for metadata which links to remote repositories E. Overview of Availability Requirements Student interface and library tools for teaching faculty available 24 x 7 Permanent / stable links to resource items and searches F. Overview of Technical Requirements We require a summer migration and an easy migration Some PASSHE / KLN records exceed US MARC standards for record length and some records do not follow the national standard for holding and locations due to national level decisions for example, the National Newspaper Project. We would like these records to move to the new system Adherence to national and international standards G. Key Performance Indicators 1. Output Indicators Export records to various recipients including OCLC Export records to a Discovery Service or incorporate a discovery service in the product Export in standards-based formats Export by institution 2. Quantitative Indicators Provide the number of consortia systems in operation Provide the number of customers using the system and who have purchased the system and are in the queue to implement We require a 99.9% up time 3. Qualitative Indicators Provide user testimonials Provide current customer contacts for the student interface and the back office interface Page 15 of 18

18 4. Leading Indicators We want a system which maintains data integrity both by institution and across the system as a whole We want a system which interoperates with other systems with a minimum of fuss and staff-attention 5. Practical Indicators Adherence to relevant existing and developing national standards, e.g. MARC. The network has business relationships with the following vendors and expects a high level of interoperability with the solution you propose. (The balance of this page intentionally left blank) Page 16 of 18

19 Chart 5. Current Vendors Current Vendors Alexander Street Press CQ Press Credo Datamonitor EBrary EBSCO Infobase Pub - Facts on File Infobase Pub - Films Media Group Lyrasis Morningstar OCLC (Cataloging, Interlibrary Loan,CONTENTdm, EZProxy) Oxford University Press PALCI EZBorrow (Relais Software) PALCI RapidILL Pod ProQuest Serials Solutions Springer SpringShare LibGuides Swets Information Services Taylor and Francis The Gale Group Thomson Reuters Wert Bookbinding YBP Library Services Web Scale Discovery - EBSCO Voyager Library Management System Contract Expiration Date Renewed Annually Renewed Annually Renewed Annually Renewed Annually 30-Jun Nov Dec Jun-17 Open Source Projects ARCHON Islandora VuFind Crowd source wiki for Civil War Diary Note: The vendors listed above hold system-wide contracts with the Keystone Library Network and were strategically sourced by the Office of the Chancellor. Each library works with their purchasing office for other procurements. Page 17 of 18

20 Section IV Information Required from Suppliers IV-1 Questions PASSHE requests that suppliers answer the following questions in their response to this RFI: 1. What sets your system apart from other systems? 2. What does your system do which is considered innovative? 3. What features do you have in test now that we would be interested in knowing about? 4. Our staffing is decreasing. What are you doing to make it easier to manage both electronic and physical collections? 5. Explore and describe how a single catalog (rather than the existing individual catalogs) would work and its advantages and disadvantages to students and to library operations. Include a discussion of data migration and/or merge options and their advantages and disadvantages. 6. What is your experience with implementation on a consortium basis? 7. From your experience, has PASSHE identified all the major components necessary to complete this project? If not, please list other components or technologies and provide information on those. 8. What are the potential problems/risks that PASSHE may encounter during this project? Discuss options for minimizing or remediating these problems. Please provide a list. 9. Provide any ideas or suggestions about how such problems/risks should be addressed in a procurement solicitation. IV-2 Response Format Responses are to be straightforward, clear, concise and specific to the information requested. In order for submissions to be considered complete, suppliers must provide the following information: 1. Transmittal Letter (Include a statement of any proprietary information if applicable) 2. Response to Section III-1 General Supplier Information 3. Response to Section III-2 Project Overview 4. Response to Section IV-1 Questions 5. Other: any comments, observations or suggestions which may assist PASSHE in drafting a procurement solicitation. IV-3 Instructions for Proposal Submissions PASSHE is utilizing an electronic procurement system for its solicitations. In order to submit a response to this solicitation, suppliers must register at PASSHE s eprocurement Exchange. Suppliers should contact the issuing office if they experience difficulty in uploading/downloading documents. Page 18 of 18