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Washington State Law Library

Integrated Library System Request for Proposals

RFP-2019

Issue Date: December 23, 2019

Due Date: March 16, 2020

Washington State Law Library – Integrated Library System RFP

Table of Contents

INTRODUCTION........................................................................................................................................1

PURPOSE.............................................................................................................................................................1ABOUT THE LIBRARY...............................................................................................................................................1

TIMELINE..................................................................................................................................................2

CONTACT..................................................................................................................................................2

CONTRACT TERMS AND CONDITIONS........................................................................................................3

Contract Amendment...........................................................................................................................3RFP Amendment...................................................................................................................................3Public Disclosure...................................................................................................................................3Other Rights Reserved..........................................................................................................................3Withdrawal of Proposal........................................................................................................................4Scoring RFP responses..........................................................................................................................4Post Evaluation.....................................................................................................................................4Grounds for Protest..............................................................................................................................5Protest Form and Content....................................................................................................................5Submitting a Protest.............................................................................................................................5Protest Process.....................................................................................................................................5Execution of the Contract.....................................................................................................................6Contractual Confidentiality Agreement................................................................................................6

TECHNICAL PROPOSAL..............................................................................................................................8

COMPANY INFORMATION....................................................................................................................................8Overview...................................................................................................................................................8Library system expertise...........................................................................................................................8References................................................................................................................................................8Demonstrations........................................................................................................................................8

FUNCTIONAL REQUIREMENTS...............................................................................................................................9System......................................................................................................................................................9

Architecture..........................................................................................................................................9Reliability and performance................................................................................................................10Security...............................................................................................................................................10Authentication and authorization.......................................................................................................11Integration and extensibility...............................................................................................................11

Discovery................................................................................................................................................11General user experience.....................................................................................................................11Integration and customization............................................................................................................12Searching............................................................................................................................................12Result lists and records.......................................................................................................................13

Access Management...............................................................................................................................14Circulation administration..................................................................................................................14Check in and check out.......................................................................................................................14Holds...................................................................................................................................................15


Billing and payments...........................................................................................................................15Notification.........................................................................................................................................16Patron management...........................................................................................................................16

Metadata Management..........................................................................................................................17Cataloging...........................................................................................................................................17Holdings management........................................................................................................................18Authority control................................................................................................................................18

Resource Management...........................................................................................................................19Acquisitions.........................................................................................................................................19

Fund management..........................................................................................................................19Vendor management......................................................................................................................19Ordering and renewing...................................................................................................................20Invoicing and receiving...................................................................................................................20Claiming..........................................................................................................................................20

Serials management...........................................................................................................................21Electronic resources management.....................................................................................................21

Reports and Analytics.............................................................................................................................22SUPPORT.......................................................................................................................................................25

Customer Support...................................................................................................................................25Implementation and training..................................................................................................................25Data Migration........................................................................................................................................25

COST PROPOSAL.....................................................................................................................................26

Pricing template......................................................................................................................................26


Introduction

Purpose

The Washington State Law Library solicits proposals from qualified and experienced vendors to provide an Integrated Library System (ILS) to manage the entire life cycle of library materials in all formats. The awarded contractor will implement the system, migrate data from the existing ILS to the new ILS, provide support and maintenance of the system, train staff in the use and management of the new ILS, and offer relevant standard reports to meet the operational needs of the library.

About the library

The Washington State Law Library is a legal research library that supports the needs of the state’s Supreme Court, Courts of Appeals, the Judiciary, other Washington State agencies, private lawyers, and the general public.

Our publicly accessible physical collection contains a large amount of superseded legal material needed for historical research and legislative history of laws. One problem with this type of material is the ability to clearly determine the true age of the volumes in the title. Although the title may have a static publication date from its initial inception we may have updated some or all volumes with interfiling, pocket parts, or supplements. Even veteran staff can have difficulty deciding when something was last updated without going to the shelves to verify.

Our physical collection also contains a small, separated special collection of books obtained by the first state Governor for a state library, some rare English and American law books obtained through the years, and published and manuscript material covering the history of the Supreme Court and the Temple of Justice building.

A large amount of our legal research material is available through databases. We subscribe to legal databases, such as Westlaw and HeinOnline, which are available to all Supreme Court and Court of Appeals staff as well as visitors via IP address access. We also have LexisNexis Advance which is only available to library staff. All of these databases have material available that we cannot adequately reflect in our catalog or search in parallel with our physical holdings.

In addition to our staffed library in the Temple of Justice we have one off-site storage facility for backup copies in case of disaster. We also oversee the small, non-circulating library collections at the three Appellate Courts in Seattle, Spokane, and Tacoma. All of those materials have records in our current ILS for statistical purposes even though they are not available for normal circulation.

Statistical InformationPhysical collection: titles held 51,000Physical collection: volumes of books, serials, audio/visual, and microforms 250,200FTE membership 3,000Annual circulation 6,000 itemsNumber of physical/geographic locations/branches 5 Employees 8

Washington State Law Library – Integrated Library System RFP 1

Associated SystemsCurrent ILS Sierra 4.3Government financial system for Washington State AFRS (Agency Financial Reporting System)Interlibrary loan software OCLC WorldshareDatabases using IP address recognition for on-site use only

WestlawHein OnlineCasemaker Libra

Databases for staff only, login/password required LexisNexis AdvanceDiscovery solution None currentlyLink resolver None currentlySelf-check machine provider None currentlyPC reservation software provider None currentlyPrint management software provider None currently

Timeline

The following key dates will be used for the solicitation of bids, evaluation, selection and eventual implementation of the new ILS.

Submission of RFP to vendors December 23, 2019Clarifying questions from vendors by January 27, 2020Answers to clarifying questions from WSLL by February 24, 2020Due date for proposal responses from vendors by March 16, 2020Vendor presentations by April 13, 2020Notice of award to vendors by June 22, 2020Contract execution by August 3, 2020Implementation start date August 10, 2020Go-live date January 5, 2021

Contact

Please submit RFP response and any clarifying questions via email in a format that can be printed onto 8 ½ x 11 paper to the following RFP Coordinator:

Contact name Larisa JohnContact title Deputy Law LibrarianContact email [email protected] address Temple of Justice, 415 12th Ave SW, Olympia, WA 98501Contact phone number 360-357-2140

Please submit any Protests for non-selection as the successful vendor to the RFP Protest Coordinator:Contact name Jennifer LaineContact title Administrative CoordinatorContact email [email protected] address Temple of Justice, 415 12th Ave SW, Olympia, WA 98501Contact phone number 360-357-2133


Contract Terms and Conditions

All Proposals, accompanying documentation and other materials submitted in response to this RFP shall become the property of the Washington State Law Library and will not be returned.

A Proposal submitted in response to this RFP shall be considered a binding offer. Acknowledgement of this condition shall be indicated in a letter of submittal. A Vendor must clearly identify and thoroughly explain any variations between its Proposal and this RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

Contract Amendment

Additional services or third party solutions that are appropriate and related to the scope of this RFP, as determined by the Washington State Law Library, may be added to the resulting contract by a written amendment mutually agreed to and executed by both parties.

RFP Amendment

The Washington State Law Library reserves the right, at any time before execution of a contract, to amend all or a portion of this RFP. Amendments will be posted on the Department of Enterprise Services Procurement Website. If there is any conflict between amendments, or between an amendment and the RFP, whichever document was issued last in time shall be controlling.

Public Disclosure

Any information contained in the Proposal that is considered proprietary and exempt from disclosure by the Vendor (under the Washington State Public Disclosure Act, 42.56 RCW) must be clearly designated. Each page must be identified by the word “confidential” printed in the lower right hand corner of the page and the particular exception from disclosure upon which the Vendor is making the claim shall be referenced below the word “confidential.” Marking of the entire Proposal as proprietary will be neither accepted nor honored. If a request is made to view or obtain a copy of a Vendor’s Proposal, the Washington State Law Library will comply with applicable public disclosure requirements. If any information in the Proposal is marked as proprietary, the affected Vendor will be given an opportunity to seek an injunction or restraining order against the requested disclosure.

Other Rights Reserved

The Washington State Law Library reserves the right to change the RFP Schedule or issue amendments to this RFP at any time. The Washington State Law Library also reserves the right to cancel or reissue the RFP.

The Washington State Law Library reserves the right to waive minor administrative irregularities contained in any response.

The release of this RFP does not compel the Washington State Law Library to enter into any contract.

The Washington State Law Library reserves the right to refrain from contracting with any Vendor that has responded to this RFP, whether or not the Vendor’s Proposal has been evaluated and whether or not the


Vendor has been determined to be qualified. Exercise of this reserved right does not affect the Library’s right to contract with any other Vendor.

The Washington State Law Library reserves the right to request an interview with any Vendor who is a prospective contractor prior to entering a contract with that Vendor. If a Vendor declines the request for an interview for any reason, the Vendor will be eliminated from further consideration.

The Washington State Law Library will disqualify any proposal and withdraw it from consideration if it is received after the proposal submission due date and time. All proposals and any accompanying documentation become the property of the Library and will not be returned.

Withdrawal of Proposal

After a Proposal has been submitted, Vendors may withdraw a proposal at any time up to the proposal submission date and time specified in the Procurement Schedule. A written request signed by an authorized representative of the Vendor must be submitted to the RFP Coordinator. After withdrawing a previously submitted proposal, the Vendor may submit another proposal at any time up the proposal submission date and time.

Scoring RFP responses

The scoring matrix will objectively balance the system features against the proposed costs and vendor ratings. Vendors that meet criteria for written proposals will be invited to present a demonstration of their system.

Post Evaluation

Notification of Apparently Successful Vendor(s) The Apparently Successful Vendor and the Apparently Unsuccessful Vendors will be notified via e-

mail by June 22nd, 2020.

Debriefing of Unsuccessful Vendors Vendors who submitted responses that were not selected will be given the opportunity for a

debriefing conference. A request for a debriefing conference must be received by the RFP Protest Coordinator by June 25th, 2020 at 5:00pm PDT after the notification to Unsuccessful Vendors is e-mailed to Vendors. The debriefing must be held by July 2nd, 2020.

Discussion at the debriefing conference will be limited to the following:1. Evaluation and scoring of your Proposal.2. Critique of your Proposal based on evaluators’ comments.3. Review of your final score in comparison with other Vendors’ final scores without identifying the

Vendors.4. Protest Procedures

In order to submit a protest under this RFP, a Vendor must have submitted a Proposal for this RFP, and have requested and participated in a debriefing conference. Vendors submitting a protest to this procurement shall follow the procedures described herein or their protest shall not be considered. This protest procedure constitutes the sole administrative remedy available to the Vendor under this procurement.


Grounds for Protest

A protest may be made based on these grounds only: Arithmetic errors were made by the Washington State Law Library in computing the score. The Washington State Law Library failed to follow the procedures established in this RFP document,

or to follow applicable state or federal laws or regulations. Bias, discrimination, or conflict of interest on the part of the evaluator.

Only protests stipulating an issue of fact concerning a matter of bias, discrimination, a conflict of interest, or non-compliance with procedures described in the procurement document shall be considered. Protests not based on procedural matters will be rejected.

Protest Form and Content

A protest must state all the facts and arguments upon which the protest is based, and/or the ground for your protest. It must be in writing and signed by a person authorized to bind the Vendor to a contractual relationship. At a minimum, the protest must include:

The name of the protesting Vendor, mailing address and phone number, and the name of the individual responsible for submission of the protest.

The RFP number and name of the issuing agency. A detailed and complete statement of the specific action(s) by the Washington State Law Library

under protest. The grounds for the protest. Description of the relief or corrective action requested.

You may attach to your protest any documentation you offer to support your protest.

Submitting a Protest

The protest must be in submitted writing and must be signed. You must mail or hand-deliver your protest to the RFP Protest Coordinator. Protests may not be submitted by fax or e-mail. The Washington State Law Library must receive the written protest by July 14th, 2020 at 5:00pm PDT.

In the event a protest may affect the interest of any other Vendor, such Vendor(s) will be given the opportunity to submit their views and any relevant information on the protest to the RFP Protest Coordinator.

Protest Process

The RFP Protest Coordinator and assigned staff will review the protest using copies of the following: This RFP and any amendments. The proposal. The evaluators’ scoring sheets. Any other documentation showing evaluation and scoring or the proposal.

Upon receipt of a protest, a protest review will be held by the Washington State Law Library to review the procurement process utilized. This is not a review of responses submitted or the evaluation scores received.


The review is to ensure that procedures described in the procurement document were followed, all requirements were met, and all Vendors were treated equally and fairly.

The Washington State Law Library will follow these procedures in reviewing the protest: The Washington State Law Library will conduct an objective review of the protest, based on the

contents of the written protest and the above materials provided by the RFP Protest Coordinator. The Washington State Law Library will send the protesting Vendor a written decision by July 21 st,

2020, unless more time is required to review the protest and make a determination. The protesting Vendor will be notified by the RFP Protest Coordinator if additional time is necessary.

The Washington State Law Library will make a final determination of your protest and will either:1. Find that your protest lacks merit and uphold the Washington State Law Library’s actions;2. Find that any errors in the RFP process or in the Washington State Law Library’s conduct did not

influence the outcome of the RFP, and uphold the Washington State Law Library’s actions; or3. Find merit in the protest and provide options for corrective action by the Washington State Law

Library which may include: That the Washington State Law Library correct any errors and re-evaluate all proposals affected

by its determination of the protest; That the Washington State Law Library reissue the RFP document; or That the Washington State Law Library make other findings and take such action as may be

appropriate.

Protests shall not be accepted prior to selection of the Apparently Successful Vendor.

Execution of the Contract

The Apparently Successful Vendor will be expected to sign a contract with the Library and any subsequent amendments that may be required to address specific work or services as needed.

The Library reserves the right to negotiate the specific wording of the Statement of Work, based on the requirements of this RFP and the terms of the proposal.

If the Vendor fails or refuses to sign the contract or any subsequent amendment within five (5) business days of delivery, the Library may elect to cancel the award and may award the contract to the next highest-ranked finalist.

Any subcontracts necessary to perform the contract shall be subject to the prior written approval of the Library.

Contractual Confidentiality Agreement

Each party acknowledges that it will have access to certain confidential information of the other party (hereinafter "Confidential Information"), including, but not limited to, network accounts, facility diagrams, and personally-identifiable information on library staff and patrons. The Library owns all patron information. Contract terms and pricing are not confidential. Each party agrees that it will adhere to industry-standard best practices for system security including password protection, and use of anti-virus and malware protection for all devices that connect to systems. Each party agrees that it will hold the other party's Confidential Information in strict confidence and will not disclose Confidential Information to anyone other than employees working under this Agreement without first receiving written consent from


the other party. Each party acknowledges that any unauthorized disclosure of the Confidential Information shall constitute a material breach of this Agreement and will cause irreparable injury to the other party for which there is no adequate remedy at law. Accordingly, in the event of such breach, each party will be entitled to injunctive relief in addition to all other remedies provided by this Agreement or available at law, including monetary damages. If a party becomes legally required to disclose any Confidential Information, the party shall, if legally permissible, provide the other party with prompt written notice (prior to such disclosure) and assist the other party in seeking a protective or other appropriate protection of the Confidential Information. In the event that such a protective order or other protection is not obtained, each party shall furnish only that portion of the Confidential Information that is legally required. The requirements of this section shall survive the termination and/or expiration of this Agreement.


Technical Proposal

Company Information

Overview

Provide an overview of your company, highlighting its history and experience in providing the proposed system to libraries. Please include the type of company (individual, partnership, corporation, nonprofit corporation, etc.), years in business, number of employees, and your company’s mission/philosophy?

Library system expertise

How many customers are currently running your ILS? Were any of these migrated from the system currently used by our library?

Discuss your company’s history and partnership with libraries, museums, archives, or similar cultural institutions, especially small, specialized research institutions.

Discuss the role that research and usability testing plays in the development of your system.

List any professional awards or technical recognition your company has received in the past five years.

What specific features distinguish your system from others?

References

Provide the names and contact information for a minimum of three (3) references currently using the proposed system. Law or small research libraries are preferred, but not required.

Demonstrations

Vendor demonstrations will be held for vendor systems that meet the minimum requirements. The demonstrations will be scheduled after March 16th and before April 13th during the Library’s normal hours to allow the vendor to provide further explanation of their system to the ILS Migration Team.


Functional Requirements

The following sections contain functions possible in an Integrated Library System. The functions are noted as E for essential, P for preferred and O for optional. The system must have all the Essential functions to be considered for purchase. Preferred features are rated higher than optional, but the lack of a preferred feature will not disqualify a vendor from further consideration.

Use the relevant response code below, clarifying your response when necessary. Response Codes:A – Available. The functions or component is available and in use by libraries today as part of the general system at no additional cost. D – Under Development. The functions is currently being developed for release at a later date. Specify the projected date for release and indicate whether there is a separate cost.U – Unnecessary. The functions is unnecessary as described because the system provides an alternative means for achieving the desired function. Vendor should explain the alternative approach in the comments or refer to the numbered item elsewhere in this document.N – Not available. The functions is not currently available, nor is development planned. O – Optional. The functions is available and in use by libraries today as a separately priced option OR a third-party vendor has a product which can integrate with the system. Please specify the preferred third-party vendor’s product and note additional cost in the Pricing section.

System

Architecture

System -- Architecture Code Comments

1. E System is hosted by the vendor off-site and system access requires reasonable network connectivity to the Internet. Specify the minimum and recommended bandwidth needed to access the system.

2. P Staff and user interfaces are Rehabilitation Act of 1993 (Section 508) compliant for users with disabilities. Please describe any exceptions in the comments.

3. P System is accessible to users using any operating system whether by using a browser to access or having software applications for each type of OS. Specify limitations that might exist for particular operating systems.

4. E System provides effective and continuous monitoring of its performance and uptime to meet agreed upon service level commitments. See items #6 & #7 below for details on service level.


5. O System supports offline circulation component.

Reliability and performance

System -- Reliability and performance Code Comments6. E System must be fully available and accessible 24/7, excluding downtime for

maintenance and upgrades. Describe how libraries are informed of any planned downtime.

7. P System runs efficiently during times of peak use.

Security

System -- Security Code Comments

8. E Vendor employs industry best practices for data security, especially those to safeguard personal information. Provide relevant information on standards compliance (such as ISO 27001) and any completed organizational information technology audits.

9. E System uses secure transit protocols such as SSH Public Key Authentication, SFTP, and HTTPS.

10. E Vendor follows industry best practices for regular data and system backups and backup storage. Provide a brief overview of such practices for the system in the Comments.

11. E System provides data recovery by the vendor in the event of data loss or corruption.

12. E System uses at least 128bit encryption and SSL for communications.

13. E Vendor has established protocols for dealing with unauthorized access to or disclosure of confidential data. These protocols will include promptly informing the library of the time and extent of the breach.


Authentication and authorization

System -- Authentication and authorization Code Comments

14. P System provides a robust staff authorization feature that assigns staff permissions based on role and specific functions.

15. P System allows staff authorization profiles to be copied.

Integration and extensibility

System -- Integration and extensibility Code Comments

16. P System allows integration with self-check machines.

17. O System allows integration with a proxy service such as EZproxy to facilitate remote access to paid databases.

18. O System allows integration with third-party vendor ordering systems to facilitate processing of orders and payments for such materials.

19. O System provides a documented set of APIs and/or web services.

20. P System integrates with a print management system.

21. P System integrates with a public computer reservation system.

Discovery


General user experience

Discovery -- General user experience Code Comments

22. E System includes a web-based public interface that is accessible by a variety of modern browsers.

23. P System includes a public interface optimized for use on mobile devices (i.e., not the standard web interface merely accessed from a mobile browser).

24. O Public interfaces allows searching across all types of content (e.g., physical, digital) in a single search.

25. O System allows retrieval of online resources with a minimal number of steps.

26. P System allows patrons to access their account information: loans, fines, hold requests.

27. P System allows patrons to request items from the catalog.

28. E System updates records in real-time, including their circulation status.

29. O System has an opt-in borrowing history option for patrons. The system cannot record a borrowing history by default. Unless the patron has opted into the service, the system doesn’t keep data on borrowing history.

30. O System does not requires batch loading or nightly re-indexing of the data.

31. P System allows patrons to reset their own passwords.

32. O System allows persistent links to public interface screens, including search results sets, search results sets with limiters applied, and individual records.

33. O System provides a branded search box builder that can be used outside of the catalog in various places on the library web site.


Integration and customization

Discovery -- Integration and customization Code Comments

34. P System allows the library to customize the interface with its own wording, logo, colors and other branding without requiring extensive knowledge of coding and without vendor intervention.

Searching

Discovery -- Searching Code Comments

35. P System uses a persistent single search box that allows users to search the system from every screen.

36. E System offers both basic and advanced search capabilities.

37. P System supports faceted browsing. Please describe what MARC and item record fields are used for faceted browsing.

38. P System supports selection of multiple facets.

39. P System provides pre-search filtering (e.g., by library, format, library-specific location, publication date, availability, etc.). Please describe.

40. P System connects searchers with resources or context-specific help in locating resources if a search does not produce results (i.e., there are no ‘dead end’ searches).

41. P System provides features (e.g., suggestions, spellcheck, et al.) that help users construct effective search queries.


Result lists and records

Discovery -- Result lists and records Code Comments

42. E System supports filtering of result sets (e.g., by library, library-specific location, publication date, availability, etc.).

43. E System allows results sets to be sorted by factors such as relevance, or date of publication.

44. P System supports filtering or sorting of results sets based upon last received or last updated serial issue publication dates.

45. P System allows saving and managing query sets.

46. P System de-duplicates search results either automatically or manually.

47. P System correctly displays non-Roman characters and diacritics and files such characters correctly in search results and bibliographic displays, especially § and ©.

48. O System supports clustering of results using FRBR or similar algorithm.

49. O System exports records to bibliographic software such as Zotaro (Juris-M version), EasyBib, or Endnote. Please list the software your company supports for creating Bluebook legal style citations of search results.

Access Management

Circulation administration

Access Management -- Circulation administration Code Comments

50. E System allows the library to create and administer its own circulation policies.

51. E System integrates loan rules with the library calendar (e.g., items are not due on days or hours during which the library is closed).

52. E Supports scanning of barcodes as well as keyboard entry of patron and item


barcodes.53. P System alerts to a possible duplicate patron record when manually creating a

new patron record.54. E System can automatically block a patron account under specific conditions

(e.g., exceeding the amount of money owed) and automatically unblocks when the condition is remedied.

55. E System allows authorized staff to override system parameters such as due dates, check-in times, or blocks, without altering other item values.

Check in and check out

Access Management -- Check in and out Code Comments

56. E System permits materials to be checked out to patrons according to library-defined rules.

57. P System alerts staff visually & audibly during check out and check in when certain circumstances occur: holds, fines, patron or item messages, etc.

58. E System allows authorized staff to manually set the date for check-in and override default due dates.

59. O System alerts staff during checkout that the item is already checked out and allows it to be checked in and out in a single step.

60. P System allows adding a ‘checkin’ as an internal use statistic if the item was not checked out.

61. E System tracks internal usage statistics for all items.

62. O System allows loaned materials to be automatically renewed.

63. E System allows staff to renew one, several, or all items currently loaned to a patron easily.

64. E System generates an easy to read list of items checked out on a particular patron’s card (not necessarily on a receipt printer).


Holds

Access Management -- Holds Code Comments

65. E System supports both staff-initiated and patron-initiated hold requests and staff-initiated recalls.

66. E System allows loaned materials to be recalled with the capability to shorten the loan period.

67. E System displays all titles requested by a patron and all patrons that have hold requests for a title.

68. P System allows patrons and staff to specify when an item is needed to fulfill a hold request, including the date needed by, date no longer needed.

69. O System allows patrons and staff to specify a time period during which hold requests should not be fulfilled (i.e., hold suspension periods).

70. P System allows hold requests to be cancelled by both patrons and staff.

71. O System supports advance scheduling of items, including material or equipment, for specified dates and time periods

Billing and payments

Access Management -- Billing & payments Code Comments

72. E System assesses replacement fees for an item automatically based on policies defined by the library.

73. E System allows replacement fees to be paid (partially or in full) or waived by authorized staff.

74. O System prints receipts for paid and waived bills on demand.

75. E System automatically processes materials that exceed their due date by a library-specified time period as long overdue and bills the patron a replacement fee.

76. O System retains item-related history and transaction detail indefinitely for replacement fees, even if the item is removed from the collection.


77. P System allows authorized staff to manually add or waive a replacement fee.

78. O System maintains a history of paid and waived bill transactions indefinitely for the patron.

Notification

Access Management -- Notification Code Comments

79. E System generates notices to patrons for the following: items past due, items being held for pickup, items no longer being held for pickup, items recalled, outstanding bills.

80. O System can send notices via SMS. Describe how the system does this, or what third party products would be necessary to provide this feature.

81. O System automatically sends notices to patrons in a cascading manner chosen by the patron (eg. via email, SMS, mail).

82. P System provides customizable templates for creating notices and receipts.

83. P System can generate pre-overdue notices to alert patrons of an item’s impending due date.

84. O System maintains a history of notices sent to the patron.

Patron management

Access Management -- Patron management Code Comments

85. P Patron records can be searched by a variety of data points, including name, preferred name, phone number, and email address.

86. E System allows notes and pop-up messages to be added to a patron record.

87. E System allows authorized staff to add a block to a patron’s record manually.

88. E System retains expired patron records that have financial information linked to


them for replacement fees.

Metadata Management

Cataloging

Metadata Management -- Creation and import Code Comments

89. E System can import records individually or in batch (e.g. bibliographic, order, authority, item) from a bibliographic utility such as OCLC or SkyRiver.

90. E System offers options for handling records detected as duplicates: adding, merging, replacing or ignoring. Defining duplicative points is done by the library, not defaulting to ISBN as only match point.

91. O System can import and export bibliographic, holdings and authority records in MARC21 with attached order and item records from third-party suppliers such as Backstage, and Marcive.

92. E System validates records based on current established cataloging practice.

93. O System imports and exports records from common metadata schemas such as Dublin Core, VRA Core, etc. Specify the schema supported by the system.

94. E The library retains ownership of records within the institutional catalog.

95. O System imposes no limitations on the number of records that can be imported or exported in a time period.

96. E System allows global edits of metadata.


Holdings management

Metadata Management -- Holdings management Code Comments

97. P System can create holdings and item records for both physical and electronic resources.

98. E System supports method for updating and editing batches of item records or holdings records through barcode scanning and identification number import.

99. O System supports the MARC21 Format for holdings data.

100. O System supports export and import of holdings records.

101. E System allows an unlimited number of copy/item records with various locations to link to a single bibliographic record. (If not unlimited, please state the limits).

102. E System allows attached records to be moved to a different bibliographic record, while retaining statistics and relevant linking information.

103. E System supports linked records for items bound together with separate bibliographic records but shared holdings/item records.

104. E System allows staff to manage inventory effectively.

Authority control

Metadata Management -- Authority control Code Comments

105. P System supports MARC/RDA authority records including Library of Congress name and subject Headings and genre/form terms.

106. P System supports authority file batch updates provided by a third party vendor (eg. Marcive, Backstage) as well as individual records imported from a bibliographic utility such as OCLC or SkyRiver.

107. P System supports staff creation, revision and deletion of local authority records.

108. O System automatically checks and updates headings in bibliographic records against the authority file.


Resource Management

Acquisitions

Fund management

Resource Management -- Acquisitions -- Fund management Code Comments

109. E System keeps fiscal data for a minimum of 7 years after the close of the fiscal year that data pertains to.

110. O System supports a hierarchical fund structure that provides the ability to group and report on funds.

111. O System imposes no limits on the number of funds.

112. E System allows library staff with sufficient privilege to adjust the amount of funds (add new money, transfer money from one fund to another) at any time during the fiscal cycle.

113. E System updates fund amounts in real time.

114. E System facilitates the closing of a budget at the end of a library defined fiscal cycle.

115. O System supports a graphic display of fund balance, allocation, expenditure, encumbrances.

116. E System allows the staff to print expenditures at the end of library defined fiscal months.

Vendor management

Resource Management -- Acquisitions -- Vendor management Code Comments

117. E System permits multiple accounts for a single vendor.

118. P System supports full vendor records that include account numbers, contact information, notes and EDIFACT transmission details.


Ordering and renewing

Resource Management -- Acquisitions -- Ordering and renewing Code Comments

119. O System order records allow several types of note fields to contain data that cannot fit into simplistic coding.

120. O System imports MARC-based order files from orders generated in book and serials vendor systems.

121. O System offers a full EDI interface with major library vendors for ordering and invoicing.

122. E System reflects order status information in real-time and displays current status in staff display and in the user interface if desired.

123. O System links a purchase order to other related information such as invoice, vendor and descriptive record.

124. O System allows orders to be cancelled and updates encumbrances appropriately.

Invoicing and receiving

Resource Management -- Acquisitions -- Invoicing and receiving Code Comments

125. E System supports adding items to the collection which are not purchased.

126. P System provides an audit trail for financial transactions.

127. O System can export invoice/payment requests to external financial systems and import payment confirmation files.

Claiming


Resource Management -- Acquisitions -- Claiming Code Comments

128. E System notifies staff when a volume or issue has not arrived and allows for claiming of missed items.

129. P System allows claims to be sent by EDI, email, or printed for review and manual claiming.

130. P System allows claims to be manually generated at any time.

Serials management

Resource Management -- Serials management Code Comments

131. E System allows the receipt of print serial issues, including creating item records and spine labels when required.

132. E System provides date prediction and enumeration patterns for issue check-in.

133. E System supports claiming of serial issues based on prediction patterns.

134. E System allows check-in for multiple parts of a title, including regular issues, indexes, supplements, pocket parts, etc.

135. E System accommodates the check-in of special issues that were not predicted.

136. E System automatically updates the display of issue receipt in the public catalog.

137. P System updates the MARC21 holdings record (85X/86X paired fields) automatically during check-in.

138. E System correctly links serial title changes in both the staff and public catalogs.


Electronic resources management

Resource Management -- Electronic resources management Code Comments

139. O System facilitates management of purchased electronic resources as well as e-content available via open access.

140. O System manages license agreements for all electronic resources.

141. O System provides a comprehensive knowledgebase of electronic titles and packages from a wide variety of providers.

142. O System provides an integrated OpenURL resolver.

143. O System manages administrative information for electronic resources and contact information for vendors and publishers.

144. O System permits trial periods to evaluate e-resources.

145. O System permits easy activation of electronic packages and titles purchased by the library.

146. O System displays an electronic resource in the public catalog automatically when it is activated in the knowledgebase.

147. O System supports one-click resolution to full text access when supported by target provider.

148. O System allows digital versions of license agreements to be attached to licenses.

149. O System supports the ERMI schema for licenses.


Reports and Analytics

Reports and analytics -- General Code Comments

150. E Provides statistical reports as a standard component of the ILS.

151. E Allows customization of reports by staff members, including but not limited to updating report parameters, views, dates, etc.

152. E Allows staff to run a report manually at any time.

153. P Provides output in a format (.csv, delimited .txt) that is easily imported to common spreadsheet software like Microsoft Excel.

154. E Does not require knowledge of SQL to create, modify, schedule or run reports.

155. E Complies with industry usage reporting standards such as SUSHI and COUNTER.

156. O Aggregates historical data for ease in compiling trend analysis (such as usage or expenditures).

157. E System can report on specified parts of the collection (e.g., material format, patron category, etc.) or the entire collection.

158. O System retains transaction-oriented information (without patron-identifiable data) indefinitely for statistical reporting purposes, even if the associated item or patron has been removed from the system.

Reports and analytics -- Collection reports Code CommentsPlease indicate if the system offers collection reports for the following:

159. O Holdings by Library of Congress classification ranges

160. O Holdings by publication date

161. P Holdings by last updated date from serials checkin records

162. O Holdings by material format


163. O Holdings by location/collection

164. O Holdings added within a time range

165. O Holdings removed within a time range

166. O List of items flagged as withdrawn, lost, missing, etc.

Reports and analytics -- Acquisition reports Code CommentsPlease indicate if the system offers acquisitions reports for the following:

167. P Balance report of fund appropriations, expenditures, and free balance by Fiscal Month

168. O Expenditures by Library of Congress classification range and time period

169. P Expenditures by fund

170. P Expenditures by vendor

171. O Expenditures by material format

172. O Expenditures by location

Reports and analytics -- Circulation reports Code CommentsPlease indicate if the system offers circulation reports (loans, renewals, requests, returns) for the following:

173. E Circulation activity by time period

174. E Circulation activity by borrower type

175. E Circulation activity by location/collection

176. P Circulation activity by material format


177. E Outstanding fees

178. E Overdue items

179. E Missing items

180. E Items used in-house

181. E Recalled items

Reports and analytics -- Patron reports Code CommentsPlease indicate if the system offers patron reports for the following:

182. P Patrons added within a time range

183. E Patrons by borrower type

184. P Patrons by demographic category (e.g., field of study, postal code, etc.)

.


Support

Customer Support

Describe the support of the service available from your company, including customer support hours.

Discuss the procedure for reporting problems, including who from the institution may contact your company’s support operation and the methods of such contact.

Describe the criteria used to determine the need for high-priority support, including your escalation procedure.

Discuss how software bugs are identified, reported, communicated to the user community and fixed.

Describe the resources and materials available for customers to troubleshoot and/or solve their own problems with the service (e.g., documentation, FAQ, release notes, patch information, etc.).

Discuss how libraries can help steer the direction of the product and its effective use.

Describe any customer community activities you sponsor or support, such as online or in-person venues to allow customers to share ideas and solutions. Include information about annual conferences and attendance, and user groups.

Implementation and training

Provide a typical implementation and migration timeline and project plan.

Describe the communication channels that the library and vendor will use during the project.

Describe the library staff resources required to support the migration and implementation work for the proposed solution, including roles required, level of involvement, and length of involvement.

Describe the implementation training program content, method of delivery, and materials. Live, on-site training is preferred.

Describe the configuration and customization decisions that the library makes during implementation, including any configuration that can only be performed by the vendor.

Data Migration

Describe the methodology for migrating data from the library’s current ILS, including the steps involved in migrating bibliographic, item, patron, and circulation data.

Describe testing and cleanup processes to ensure that all data is migrated properly.

Discuss any opportunities for record cleanup and enhancement during the migration process.


Cost Proposal

Pricing template

Please provide your pricing structure for implementation and three years of use, detailing all costs Washington State Law Library would likely incur. Provide rates and all associated fees corresponding with the services described within this proposal. Costs for preparing proposals submitted in response to this RFP will not be paid by the Washington State Law Library.

Please include annual percentage rate increases (a locked in rate or cap is preferred) and outline pricing for each year of the contract term.

The Washington State Law Library reserves the right to review all aspects of the cost proposal for reasonableness and to request clarification of any proposal where the cost component shows significant and unsupported deviation from the Vendor’s proposal, industry norms, or in areas where detailed pricing is required.

The Washington State Law Library reserves the right to offer finalists a chance to submit a best and final offer. Those Vendors may be asked to propose additional discounts, benefits, cost reductions, or savings that were not previously presented in the Vendor’s response. Those Vendors are not required to submit a best and final offer and may submit a written response notifying the Library that their response remains as originally submitted.

The Washington State Law Library has initially budgeted up to $30,000 for the migration and first year costs, and up to $25,000 each for year 2 and year 3.

Solution Year 1 Year 2 Year 3

Total

Optional Services Year 1 Year 2 Year 3

Total with Optional Services


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