Request for Quotation Integrated Library System Champaign Public Library The Urbana Free Library Contact for submission of quotation Amy Al-Shabibi Technology Manager Champaign Public Library aal-shabibi@champagin.org 217-403-2053 Timeline Issue date of RFQ: late April 2011 Due date for RFQ responses: June 1, 2011, by 5:00 p.m. CDT (Electronic submission in PDF) Review process and vendor selection: TBD, tentatively June/July 2011 Board approval of contract: July 2011 ILS implementation: go live by November/December 2011 Request for Quotation DRAFT April 2011 Page 1 of 13
Table of Contents [Section #s and pages to be re-checked again later] Page 1. Basic Information...... 3 1.1 Request for Quotation...... 3 1.2 Evaluation of Proposals. 3 1.3 Contract Negotiation. 3 1.4 Agency Contacts.. 3 2. Background Information 2.1 Agency Overview... 4 2.2 Current Automation..... 4 2.3 Internet Connectivity. 4 2.4 Statistics for Champaign Public Library. 5 2.5 Statistics for The Urbana Free Library. 5 2.6 Notes on Statistics.. 5 3. ILS Functionality 3.1 Functionality Overview. 6 3.2 System Administration.. 6 3.3 Statistics and Reporting. 3.4 PAC... 3.5 Circulation.... 3.6 Cataloging 3.7 Serials 3.8 Acquisitions. 3.9 Homebound.. 3.10 Inventory.. 3.11 Digital Collection. 4. RFQ Submissions 4.1 Software. 4.2 Hardware..... 4.3 Customer References... 4.4 Development History.. 4.5 Implementation 4.6 Quotes 4.7 Warranties. 4.8 Vendor Contacts and RFQ Certification... Request for Quotation DRAFT April 2011 Page 2 of 13
1. Basic Information 1.1 Request for Quotation The are seeking firm quotations for a new Integrated Library System (ILS) with five-year costs. Quotes should specify initial purchase price and annual maintenance costs for each contract year. Include pricing for any subsequent one-year renewals. Specify and explain if a different contract term is proposed. In the case of any specific requirements listed below that need qualification, please include all exceptions and explanations in the response to this RFQ. The libraries reserve the right to seek clarification from vendors during the evaluation process. The reserve the right to select the vendor that they deem most suitable, which may or may not be the low bidder. 1.2 Evaluation of Proposals Evaluation of functionality, customer reference checks, customer support ratings, thirdparty product integration, development history, cost, and vendor demonstrations or discussions will be included in the process. [what else might be in the criteria?] 1.3 Contract Negotiation Following review of the proposals, the Boards of the Champaign Public Library and The Urbana Free Library will authorize contract negotiation with the preferred vendor. Negotiation assumes that the terms of the RFQ and the vendor s responses will be incorporated into the contract except as amended by mutual agreement. 1.4 Agency Contacts Marsha Grove Amy Al-Shabibi Director Technology Manager Champaign Public Library Champaign Public Library mgrove@champaign.org aal-shabibi@champagin.org 217-403-2050 217-403-2053 Debra Lissak Patrick Clifford Executive Director IT Manager The Urbana Free Library The Urbana Free Library dlissak@tufl.info pclifford@tufl.info 217-367-4058 217-367-4058 Request for Quotation DRAFT April 2011 Page 3 of 13
2. Background Information 2.1 Agency Overview The Champaign Public Library is the public library for the City of Champaign, Illinois. The primary source of funding is through local property taxes (~90%). Champaign Public Library serves a population of 81,055 (2010 census). The Urbana Free Library is the public library for the City of Urbana, Illinois. The primary source of funding is through local property taxes (~90%). The Urbana Free Library serves a population of 41,250 (2010 census). The two adjacent cities, in east central Illinois, form a micro-urban community straddling the University of Illinois. Between service to each other s patrons and to surrounding communities, both libraries have reciprocal/interlibrary loan statistics in excess of twenty percent of circulation. 2.2 Current Automation Both are members of the Lincoln Trail Libraries System (LTLS). LTLS is currently using Horizon 7.5, following a recent upgrade in early April 2011. The following modules/functionality are used by both libraries: circulation, cataloging, serials, HIP (Horizon PAC), WebReporter, and debt collect. Acquisitions, homebound, and offline circulation are used by Champaign. Additionally both libraries have third-party software that utilizes SIP to authenticate against and communicate with the ILS. 2.3 Internet Connectivity Champaign s main building has a 10 Mbps fiber connection, through AT&T, to the Illinois Century Network (ICN). Champaign s Douglass Branch has a 1.5 Mbps T1, through AT&T, to ICN. Champaign s fiber connection serves their wired and wireless users (average ~200 active users). Urbana has an 8 Mbps fiber connection, provided through a City/County path, to ICN. Urbana s wireless access is separate and provided through VOLO, a local supplier. Each library has a standalone private network. Champaign has a domain server. Urbana s network is peer-to-peer with workgroups. Both libraries are allowed through the LTLS firewall by static IP numbers. Champaign s network is firewalled with a Cisco ASA 5520. Urbana currently uses software firewalls on the workstations; a hardware firewall may be implemented in the future. There are no current VPN connections between Champaign and Urbana, but that does not rule out the possibility in the future. Request for Quotation DRAFT April 2011 Page 4 of 13
2.4 Statistics for Champaign Public Champaign Public Library Current Champaign Public Library in 5 years # of Member Libraries/ 2 2 Branches # of Bibliographic Records 214,224??? # of Authority Records # of Item Records 398,057??? # of Serial Records 476??? # of Active Patron Cards 41,377??? # of Annual Circ Transactions 2,640,627??? # of Dedicated PAC 34 34 Workstations # of Staff Workstations 69 70 2.5 Statistics for The Urbana Free Library Urbana Free Library Current Urbana Free Library in 5 years # of Member Libraries/ 1 1 Branches # of Bibliographic Records 187,859 207,412 # of Authority Records # of Item Records 340,297 394,497 # of Serial Records 484 500 # of Patrons 13,691 15,000 or more # of Annual Circ Transactions 858,249??? # of Dedicated PAC 16 16 Workstations # of Staff Workstations 31 35 [I just realized that I need a different number for patrons. I was using non-expired cards. I assume I need to include all cards that are still in the database. Is that true for CPL as well?] 2.6 Notes on Statistics Branches: Stable over five years. Bibliographic records: Surely Champaign and Urbana have significant overlap in bib records, but LTLS could not extract this information. Request for Quotation DRAFT April 2011 Page 5 of 13
Authority records: LTLS could not supply stats on the number of authority records used by only Champaign and Urbana. Serial records: Again, there is likely to be overlap between Champaign and Urbana serials. Patrons: [Note that numbers listed represent non-expired cards; current database includes many how many? expired cards. Do we want to list both numbers?] Also, reciprocal patrons from surrounding communities are not included in these numbers; the addition of these reciprocal patrons may increase patron count by at least ten percent or more. Please configure system for patron growth. Circ transactions: It is unclear whether the separation from the LTLS automation system will lead to decreased circulation for reciprocal and interlibrary loan. Nevertheless, configure system for growth. PAC workstations: Stable over five years. Staff workstations: Figure represents the number of staff workstations in simultaneous use. To allow for infrequent users and use by part-time staff, ILS needs to be accessible from double that number of staff workstations. Growth: Please address a strategy for the potential of additional libraries joining the consortium. 3. ILS Functionality 3.1 Functionality Overview The seek to considerably advance automation capabilities with an ILS from a forward thinking company with a well developed and fully featured product. The product must be well suited for consortia and yet provide maximum flexibility and security for individual libraries. The ILS must support a modern PAC with enhanced content and Web 2.0 features, resource sharing both within the ILS and across other ILS throughout the State, enhanced reporting and accounting by individual agency, multiple methods for notices and messaging, maximum third-party product integration, and overall efficiency of staff activities. In the Subsystem sections that follow in 3.x.x, the libraries have called out selected functionalities that are important to evaluation of the proposals. Listed functions are specified as Mandatory (M) or Desired (D) [Is this M & D necessary? Omit?]. Vendors must respond to each listed function. Please note that these lists are not inclusive. Vendors should freely expand upon these lists with additional or exemplary aspects of their products. [Amy: My attempt is the preceding. I dropped them both here for now.--deb] The system is expected to provide, at a minimum, the modules and functionality listed within. Explain in detail how you will provide this. Any third party applications or subscriptions that are required should be noted. [Needs wordsmithed, but you see where I m going with it? Amy] Request for Quotation DRAFT April 2011 Page 6 of 13
3.2 System Administration.1 Independent agency control.2 Independent agency security.3 Highly customizable by each agency.4 Ability to set security on a group and/or individual user.5 Include in your description a list of routine administrative and maintenance tasks. Include recommended schedule/frequency of tasks. [Not sure if this belongs here. I think this should be in the options - amy].6 Availability of ready scripting, or custom scripting, for routine tasks..7 remote authentication with SIP2 and NCIP [Is this okay here?].8 3.3 Statistics and Reporting.1 Ability to set default report options.2 Both built-in reports and the ability to easily create custom reports.3 Ability to count add and deletes of patrons and items separately for each agency.4 3.4 PAC.1 Agency control of layout.2 Agency holds.3 Hold ranking (similar to Netflix style queuing).4 Multiple search options.5 Enhanced content please list options.6 Faceted searching.7 Relevancy ranking.8 Spellcheck/did you mean?,,.9 RSS.10 MyList.11 novelist.12 clouds/tags/reviews.13 ADA compliance Request for Quotation DRAFT April 2011 Page 7 of 13
.14 URL link checking.15 Mobile PAC, children s PAC, international language options.16 3.5 Circulation.1 Agency control over wording (eg, statuses, notices, etc.).2 Link family cards.3 Photo ID option.4 Ability to process rental items and/or other fees.5 Dynamic update of all transactions.6 Patron control of notices (similar to Library ELF).7 Track receipts owed between agencies and generate reconciling reports.8 Staff override ability.9 Ability to institute agency hold policies and limits.10 Must handle both RFID tags and barcodes..11 Offline circulation.12 Multiple means for notices and messaging, including paper, email, text.13 Interlibrary loan within system.14 Interlibrary loan across other systems.15 Debt collection through collection agency interface.16 Ability to validate patron accounts and interact with third-party applications.17 Ability to interface with multiple vendors for RFID/self-checkout functions..18 Ecommerce and/or the ability work with a third-party ecommerce product.19 Global rule changes.20 3.6 Cataloging.1 Global change.2 Authority control to OCLC or Library of Congress.3 Holding updates to OCLC.4 Wysisyg editing Request for Quotation DRAFT April 2011 Page 8 of 13
.5 Ability to import records from outside sources.6 Searchable authority file.7 Adaptability to RDA.8 Import/export/batch load (See RFP Sample7.2.8).9 Ability to import vendor on-order records automatically to the PAC (without the acquisitions subsystem).10 Customizable label program.11 Ability to count adds and deletes by specified categories.12 show diacritics.13 Automatically change items from new item circ rules to standard circ rules after specified period of time.14 Z39.50 compliant.15 3.7 Serials.1 Serials check-in.2 Prediction patterns.3 Electronic claiming.4 Ability to globally set individual magazine price.5 Automatic magazine discard.6 3.8 Acquisitions.1 Electronic orders.2 Electronic invoicing.3 Reports of outstanding orders.4 Ability to add on-order items automatically to the PAC.5 Ability to set up budgets for fund accounting.6 EDI support.7 Ability to set up vendor records.8 Request for Quotation DRAFT April 2011 Page 9 of 13
3.9 Homebound.1 Please describe your homebound module.2 3.10 Inventory.1 The ability to easily do inventory Please describe how your product facilitates inventory, and list valid input devices, and acceptable file formats if we choose to upload data..2 3.11 Digital Collection.1.2 4. RFQ Submissions Vendor responses to this RFQ should include the following information. Responses should reference requirements by the complete section numbers for all items in sections 3 and 4. Example: Reference 4.1.2 when listing available operating systems. 4.1 Software.1 Provide a brief summary of functionality for each subsystem. Respond specifically to the functions listed in 3.2 through 3.9. For these responses, please use reference numbering 3.x.x instead of 4.1.1..2 Provide operating systems supported..3 Provide a list of all functions that require system-wide settings; agency-specific settings will be assumed for all other functions..4 Call out any unusually strong features relative to industry standards..5 Call out any industry standards that are still in development phase..6 Specify all ILS functionality that is dependent upon third-party vendors..7 Provide a list of third-party vendors that are supported for PAC discovery, downloadable circ, acquisitions, ecommerce, self-check, public computer control, meeting room scheduling and registration, debt collection, etc. Request for Quotation DRAFT April 2011 Page 10 of 13
4.2 Hardware.1 List servers by function; include minimum and recommended specs. Include a test database server..2 List minimum and recommended specs for client workstations..3 List ancillary recommended hardware..4 List supported peripherals, especially where limited..5 Allow for possibility that libraries purchase hardware independent of this contract. 4.3 Customer References.1 Summarize number and type of library customers. Or, list entire customer base..2 Identify select public library customer references, preferably with similar population, circulation, and holdings..3 For customer references, list contact info, years with vendor, and identify as either consortia of independent libraries or standalone libraries with or without branches. 4.4 Development History.1 Describe last major upgrade (number, release date, and list of enhancements)..2 List minor upgrades within the past year (numbers, release dates, and lists of enhancements)..3 Describe next scheduled major upgrade (number, projected release date, and list of enhancements)..4 Provide current list of enhancements requested by user group. Provide link for user group website if access is available to non-customers..5 Describe process and pricing for custom programming; include stability/reinstall of custom programming after upgrades. 4.5 Implementation.1 Provide a timeline of implementation activities..2 Describe data extraction and migration process, including pre-testing..3 Provide detail on training options during and after the implementation. List ongoing training. Describe training options provided after major upgrades..4 Describe included post-migration support services..5 List the product documentation that is available to customers..6 Describe scripting services. [Is this now in system admin section? Omit here?] Request for Quotation DRAFT April 2011 Page 11 of 13
4.6 Quotes.1 Provide cost for a basic ILS package that includes system administration, statistics and reporting, PAC, circulation, cataloging, and serials. Do not include optional features of these subsystems; separate optional features as indicated in 4.6.3 below..2 Provide additional cost, each separately, for acquisitions, homebound, inventory, and digital collection subsystems..3 Provide additional cost, each separately, for optional features such as enhanced content, mobile PAC, children s PAC, international language options, offline circulation, RFID/self-checkout, ecommerce, URL checking, NCIP, authority control updates, scripting for administrative/maintenance routines, etc. [Need to make clear in subsystem sections that some of these features are add-on options?].4 Specify timeframe in which libraries can delay/add functionality at quoted cost..5 List hardware and hardware installation costs separately..6 List data pulls and migration costs separately..7 List training costs separately..8 List hourly rate for any programming that may be desired for customized PAC..9 Identify cost structure for licensing any additional libraries incorporated into the consortium in the future..10 Provide annual maintenance costs for each year of the five-year contract, and then for any subsequent one-year renewal contracts..11 Provide three cost options: shared Champaign and Urbana system, Champaign standalone system, Urbana standalone system. 4.7 Warranties.1 Specify maximum size of patron and item databases, and maximum transaction load, managed under the quoted server specs..2 Specify system response time guarantees that will be incorporated into the contract..3 Warrant that all quoted functionality is available at install date. Detail any exceptions..4 Warrant that upgrades are included in the cost of the annual maintenance..5 Specify hardware warranties if purchased through vendor..6 Describe post-implementation testing and remedies available for failed functionality or performance..7 Describe the vendor s problem resolution procedure. List the hours of tech support availability. Provide the typical response times for technical support and problem Request for Quotation DRAFT April 2011 Page 12 of 13
resolution. List inclusions and exclusions of technical support for problem resolution during the life of the contract. [Does this belong elsewhere? It s more customer support than warranty? New section?] 4.8 Vendor Contacts and RFQ Certification.1 Please supply contact information for the person(s) who can res pond to questions about the vendor s proposal..2 Please indicate whether specific named individuals will be assigned to the migration process and to this ILS account..3 RFQ proposal must be electronically signed by a company official authorized to commit quotes..4 The proposal must be submitted electronically in PDF to Amy Al-Shabibi no later than 5:00 p.m. CDT on Wednesday, June 1, 2011. Late submissions will not be accepted or reviewed. What did I miss from Shawnee/LTLS proposals? Do we need to specifically mention? relational database with full and unrestricted access, VMware environment, hosted solution, course reserves, site licenses, duplicate detection, online help, NISO standards, WorldCatLocal, wireless access management, community resource module, training on own data, PAC customization to library website, equipment management, client and web-based staff interface Are these important to work in somewhere, or will vendors end of having and including them anyway? [I think they are, I ll get back to you with more next week.-amy] Do we need any of these sections that I found in reviewing other samples? Confidentiality and availability in public record (ie, can FOIA the RFQ response?), contract with second vendor if negotiation fails, modifying or withdrawing early submissions, proposals will not be returned, info on FTE dedicated to sales vs R&D vs tech support, hosting option, character set as full UNICODE, what happens if vendor goes out of business, invalidating contract and having money returned(!) Request for Quotation DRAFT April 2011 Page 13 of 13