PURCHASE OF LIBRARY MANGEMENT SYSTEM SOFTWARE

REQUEST FOR COMPETITIVE SEALED PROPOSAL (CSP)CSP NO. 16A-013

Release Date: January 20, 2016

Proposals must be submitted to:Alamo Colleges

Purchasing and Contract Administration DepartmentSee addresses in “Key Dates and Meetings”

Proposal Deadline: February 25, 2016, 2:00 p.m.

TABLE OF CONTENTS

Key Dates and Information

General InformationA. CSP Project ScopeB. Description of Alamo CollegesC. Definition of Terms

Section 1: Scope of WorkA. Scope of WorkB. Statement of Work

Section 2: Terms and Conditions of the CSP & Submission of ProposalA. Terms and Conditions of the CSPB. Preparation of ProposalsC. Submission of Proposal

Section 3: Proposal Pricing Schedule

Section 4: Offeror’s Checklist

Section 5: Certification of Non-Collusion

Section 6: Proposal Certification

Section 7: Form CIQ – Conflict of Interest Questionnaire

Section 8: Terms and Conditions of the ContractA. Defined TermsB. Project Objective(s) and ScopeC. Project DeliverablesD. Supplemental Deliverables or Rate ChangesE. AccessF. CommunicationG. PoliciesH. Compliance with Applicable LawsI. InsuranceJ. PaymentK. Term and TerminationL. Licenses, Permits, Taxes and FeesM. General Terms

1) Polices2) Choice of Laws3) Identity Theft Prevention and Notification4) Successors and Assigns5) Entire Agreement6) Amendments7) Force Majeure8) Severability9) Gender and Number10) Captions11) Exhibits

CSP #16A-013 Page | 2

12) Drafters13) No Third Party Beneficiaries14) Dispute Resolution15) Indemnification and Releases16) Release of Liability17) Release of Information18) Independent Contractor19) Records20) Assignment-Delegation21) Payment Card Industry Data Security Standards (PCI-DSS) Compliance22) Contractor Parking23) Right to Audit

Attachment I – Requirements Checklist for system & response definitions

CSP #16A-013 Page | 3

KEY DATES AND MEETINGS

CSP NAME: Competitive Sealed Proposal (CSP) for Purchase of Library Management System Software

SUBMITTAL DEADLINE: February 25, 2016, prior to 2:00 pm

DELIVERY LOCATION BY U.S. MAIL:Alamo Colleges

Purchasing and Contract Administration Department Re: Purchase of Library Management System Software CSP #16A-013 1819 N. Main Ave., Box 693 San Antonio, Texas 78212-4299

DELIVERY LOCATION BY HAND DELIVERY OR COURIER SERVICE BY OFFEROR:Alamo Colleges

Purchasing and Contract Administration Department Re: Purchase of Library Management System Software CSP #16A-013 1743 N. Main Ave., Bldg. 41, Room 101 San Antonio, Texas 78212-4299

CONTRACT TERM: Any contract awarded by the Board of Trustees as a result of the CSP will begin upon award and terminate August 31, 2017, and may be renewed annually upon mutual consent of the contractor and Alamo Colleges.

NOTICE: All questions related to this CSP are to be directed to Jeremy Taub, Assistant Director, via email to: jtaub@alamo.edu with a copy to dst-purchasing@alamo.edu

CSP #16A-013 Page | 4

GENERAL INFORMATION

A. CSP Project Scope:

The purpose of this CSP is to solicit proposals for the purchase of a ‘next generation’ library management system (LMS) that integrates with a Discovery Service (DS) allowing our students, faculty, and staff to easily and quickly obtain the information they need.

B. Description of Alamo Colleges:

The Alamo Community College District (The District) was established in 1945, in accordance with the laws of the State of Texas. The District is considered to be a special purpose, primary government engaged in business-type activities according to the definition in Governmental Accounting Standards Board (GASB) Statement No. 14. While Alamo Colleges receives funding from local, state and federal sources, and must comply with the spending, reporting, and recordkeeping requirements of these entities, it is not a component of any other governmental entity. The District is also known as the Alamo Colleges.

The governing body is the Alamo Colleges Board of Trustees which is comprised of nine individuals, elected to staggered six year terms, from individually drawn single-member districts covering Bexar County. The Board of Trustees operates with five sub-committees which are typically comprised of a Chairperson and three members. The Board Chairman is Ex-Officio member on all committees. The Board’s procedure has been to rotate all Chairperson Assignments every two years. The standing committees are as follows:

Academic Accountability and Student Success Committee Audit, Budget and Finance Committee Building, Grounds & Sites Selection Committee Legal Affairs Committee Policy and Long Range Planning Committee

Alamo Colleges serves the educational needs of Bexar County and surrounding communities through its colleges and educational centers. The Alamo Colleges, a comprehensive two-year system, is dedicated to providing quality education and workforce training to the people of Bexar and surrounding counties. The District includes four institutions that are separately accredited by the Southern Association of Colleges and Schools (SACS). The fifth college is preparing to submit its application for candidacy. The Colleges provide:

• university transfer programs • developmental courses• workforce education programs • adult literacy courses• technical programs • continuing education • community services • academic courses for certification

and associate degrees

Student enrollment for the fall 2015 semester was 49,000 students. Students are taught by highly qualified faculty, generally with Master’s and Doctorate degrees, committed to creating a learning centered environment. Student services include counseling, computer labs, and tutoring, financial services, services for the disabled, developmental instruction, veterans’ services, and job placement.

The Alamo Colleges include two Hispanic-serving Institutions; one of the nation’s only institutions that is both a Historically Black College and a Hispanic-serving Institution; the nation’s third largest producer of Hispanic nurses; and Texas’ largest provider of online post-secondary

CSP #16A-013 Page | 5

education. A vibrant international program brings Central American teachers to San Antonio for advanced education while affording students and faculty the opportunity to travel to all regions of the world. Alamo Colleges has been a leading recipient and distributor of Pell Grants in Texas for several years.

The District’s central office at 201 W. Sheridan St. in San Antonio is the location for Alamo Colleges Administration, Human Resources, Legal Services, Ethics and Compliance Office, and the District Internal Audit Office. The 811 W. Houston St. location houses the District Information Technology Services Department, and the Finance and Fiscal Services Department. Other District operations are distributed throughout the Bexar County, including the Purchasing and Contract Administration Department and Alamo Colleges Foundation which are at 1819 N. Main Ave.; Facilities Operation and Construction Management Department which is at 7990 Pat Booker Road in Live Oak, Texas; and the Alamo University Center which is at 8300 Pat Booker Road in Live Oak, Texas. Alamo Colleges has satellite locations and small remote locations in New Braunfels, Floresville, and Kerrville that provide limited student services.

Offerors can visit Alamo Colleges’ website at http://www.alamo.edu to learn about Alamo Colleges.

C. Definition of Terms:

1. “Alamo Colleges,” “District” or “ACCD” refers to the Alamo Community College District.2. “Offeror,” “Proposers,” or “Company” refers to a company which chooses to submit a

Proposal to provide products and/or services for the District as specified in this CSP.3. “Contractor” refers to the company awarded the contract to provide products and/or

services for the District as specified in this CSP.4. “Proposal” refers to the offer, from Offeror to the District, to provide the products and/or

services as specified in the Agreement.

CSP #16A-013 Page | 6

SECTION 1SCOPE OF WORK

A. Scope of Work: The Libraries of the Alamo Colleges are seeking proposals for a ‘next generation’ library management system (LMS) that integrates with a Discovery Service (DS) allowing our students, faculty, and staff to easily and quickly obtain the information they need. With this next generation system, appropriate open educational resources can easily be added to the collections of results along with the libraries’ owned and licensed resources. The Alamo Colleges consist of five separately accredited two-year colleges within a district system primarily located in San Antonio, Texas. The five colleges are St. Philips College, San Antonio College, Palo Alto College, Northwest Vista College and Northeast Lakeview College. Together the colleges enroll over 60,000 students. There are approximately 545,000 bibliographic records and 805,000 item records in our current system. The Libraries have shared an integrated library system (ILS) since 1994. In 2010, the libraries migrated the ILS to a hosted solution as budget cuts did not allow for replacement of the lead systems librarian. Although we share a system and a public access catalog (PAC), our colleges are separately accredited and individually funded with the libraries operating similarly to a consortium. Our current system allows us to maintain segregated (or scoped) financial, circulation and course reserve operations. Each library has a system administrator that deals with the staff authorizations and configuration of these separately maintained operations. This is one of the essential requirements for a new system. Our current system, Innovative Interface’s Millennium, will eventually cease to be developed as the company concentrates on the enhancement of its cloud-based ‘next generation’ library system.

‘Next generation’ library systems have been under development for several years. They are typically cloud-based with broad network access, the underlying architecture based around a (web-based) Service Oriented Architecture (SOA) model. This system environment provides delivery of the software across the web. The ‘next generation’ systems have been referred to as “library services platforms” since they are offering services across the web freeing individual libraries from the responsibility of hardware and software maintenance and upgrades. We are looking to migrate away from a system that requires dedicated hardware for client download and function. We are also desire to move to an innovative system that is focused on resource discovery.

Delivery of software via web browsers means that client software no longer has to be maintained or upgraded by the library. Another attractive development in computer architecture offered in a cloud-based environment is multi-tenancy. “The multi-tenant approach reduces the cost of delivering services while creating an environment that can grow as new subscribers are added.” (Evolution 29).

Newer systems also offer the opportunity to utilize a variety of application programming interfaces (APIs), to share content and data between software applications, including embedding content from one website into another or dynamically posting content from one application such as Google Maps, LibraryThing, etc. We require that the system have robust interoperability with other systems and vended resources. In summary, there is much to be gained from these new web-based environments in terms of efficiently connecting students with the information they need as well as time savings for staff functions.

We are looking for a company that has an excellent support and service reputation and a philosophy of innovation in response to customer demand. Offerors must be available to demonstrate their systems on-site in late March. Demonstrations are to include all main functions of the system under review and cover all main areas listed in the CSP.

In reference to Attachment I, of the CSP, line items in the requirements checklist not responded to or left blank will be considered “N” not available, and evaluated as such. Any line that is marked “Under development” item should be accompanied with a product roadmap in the response to the CSP. Offeror should use terms as defined in Attachment I in CSP (See Attachment I).

CSP #16A-013 Page | 7

B. Minimum Requirements

1. Discovery, searching, and delivery of information - System must supply a discovery service and be able to work with third-party discovery systems such as EBSCO’s Discovery Service. Integration of print, electronic and digital items is seamless for end users. Discovery offers both a single search box and an advanced search which allows users to pre-limit a search by a wide variety of options including library of ownership, type of material (printed books, e-books, articles, etc.), date ranges, etc.. Each library will require configuring of the system to meet their needs.

2. Importing and exporting records – System must be able to import order records and MARC bibliographic records from suppliers such as Yankee Book Peddler. It must be able to export MARC bibliographic records with item and location information for third party companies such as EBSCO’s Discovery Service.

3. Integrated management and workflows – System must be able to provide integrated workflows for managing print, electronic and digital resources from acquisitions to cataloging and metadata as well as circulation and course reserves. The new system must be able to manage all types of resources including printed books, DVDs, websites, web-based finding guides such as LibGuides, e-journals, article databases, licenses, streaming media, etc.

4. Functionality - The system must be able to provide segregated data in the following areas:

a) Financial information – Orders, fund accounting, invoices, etc. must be kept separate. b) Circulation policies - The system must be able to establish group circulation policies as well as

the ability to create separate policies for each individual library. c) Course reserves.

5. Functionality – System must provide an online public access catalog that is able to provide results limited to one, two or a combination of libraries as well as all libraries.

6. Interoperability with internal systems - Library system elements interoperate easily with district systems such as student registry, finance, human resources and the course management system (CANVAS). Currently, library staff loads patron data, which has been extracted from Banner, into the ILS. A system that allows many of our current operations to be done with little human intervention is a high priority.

7. Interoperability with external systems – Library system elements interoperate easily with the systems of companies with which the libraries do business. We currently gather and ftp records to and from Yankee Book Peddler as well as EBSCO Discovery Services. The new system should be able to replace these labor-intensive operations with computer-to-computer interactions.

8. Reports and analytics – Reporting must be robust providing statistics required by the Colleges, the District, Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) and National Center for Education Statistics. Analytics should be able to provide information such as spending and usage trends as well as collection analysis. It is essential that reports and analytics can be broken down by various elements including library of ownership, library of use, type of resource, etc.

9. Migration – Offeror leads the migration process and provides a clear understanding of what data can and cannot be migrated in response to the CSP as well as during planning. Offeror must

CSP #16A-013 Page | 8

provide a timeline for project implementation. Information about resources/types of information that cannot be provided should be included in the CSP response.

10. Hosted – Offeror must supply a hosted system in a secure environment with redundancy and with all necessary migrations and data updates to be carried out on behalf of the Library by the Offeror.

● Prices – CSP must include all migration expenses, basic system costs, hosting costs, and add-on expenses, See Section 3 of the CSP.

Works Cited:

"The Evolution of On Demand, and Does Multi-Tenancy Matter?" Black Book - Salesforce.Com: A

Misunderstood Model & an Undervalued Position (2007): 25-37. Business Source Complete. Web. 24

Nov. 2014.

CSP #16A-013 Page | 9

SECTION 2

TERMS AND CONDITIONS OF THE CSP AND SUBMISSION OF PROPOSAL

A. Terms and Conditions of the CSP:

1. Award of Contract

Award will be made to the Offeror which provides the best value to the Alamo Colleges on the basis of the published evaluation criteria, and not solely based on the purchase price. Alamo Colleges reserves the right to accept or reject any and/or all proposals, and to waive any and/or all formalities and irregularities in the proposals received and re-solicit, as deemed necessary.

The selection and award may be made on the basis of the proposals initially submitted, without discussion, clarification or modification. Respondent(s) who submit a proposal may be required to make oral presentation(s) and/or product demonstrations of their proposal to Alamo Colleges.

2. Minimum Qualifications

The respondents to this CSP must have the following minimum qualifications. Failure to meet minimum qualifications is grounds for rejection. Proposals submitted without this information will not be evaluated.

a. Offeror must provide full access to a live Library Management System test environment, (a sandbox) that will demonstrate the proposed solution for evaluation committee members of Alamo Colleges and allow them use the product for a four (4) week trial period. Offeror must provide a single login with their proposal for multiple users to test the solution.

b. Offeror must respond to the Requirements Checklist labeled as Attachment I, of the CSP in the format provided, and return with their proposal submission. Line items in the requirements checklist not responded to or left blank will be considered “N” not available, and evaluated as such. For any line that is marked “Under development” item should be accompanied with a product roadmap in the response to the CSP. Offeror must use terms as defined in Attachment I in CSP response.

3. a. Evaluation Criteria

Only those proposals meeting the minimum qualifications will be evaluated. Responses to the following items will be evaluated in accordance with the criteria in the Evaluation Table.

The proposal must contain the following information, which will serve as the basis for the evaluation. Responses to all required items should be complete, concise and should begin with the question asked.

1) Alamo Colleges will consider the following criteria in evaluation of the proposals.

Evaluation Table

Criteria CSP Reference

Weighting

Purchase Price Section 2A.3.b.1a

20

CSP #16A-013 Page | 10

Criteria CSP Reference

Weighting

Reputation of the vendor’s goods and services.- Awards or Recognition Received.- Profile outlining the history, growth, philosophy,

reputation, and target market of the firm- Company Background and Experience- Customers – current and former- Litigation- List of policies and procedures followed to

maintain service excellence.- Efforts the firm makes to keep staff informed of

changes in the industry.

Section 2:A.3.b.2aA.3.b.2b

A.3.b.2c

A.3.b.2d

10

Extent to Which the Goods or Services Meet the District’s Needs.

- Meet requirements in the scope of services- Discovery Service/Public Access Catalog- Electronic resources Management- Interoperability- Reports/Analytics

Section 2:

A.3.b.3aA.3.b.3b

40

Any other relevant factor specifically listed in the request for bids or proposals.

- Vendor Support- Systems- Acquisitions/Metadata/

(Cataloging/Authority/Control)- Staff Searching/Indexing- Interlibrary Loan- Serials/Holding Management- Circulation/Course Reserves

Section 2:

A.3.b.4a

30

Total: 100

2) Alamo Colleges shall evaluate the information provided in the proposals received. Information and/or factors gathered during interviews, and any reference checks, will be utilized in the evaluation criteria, rankings, and award decision. References may or may not be reviewed at the discretion of Alamo Colleges. Alamo Colleges also reserves the right to contact references other than or in additional to those furnished by a respondent.

3) Alamo Colleges may use various price analysis techniques and procedures to evaluate price. Normally, reasonableness of price is established through adequate price competition, but may also be separately assessed through price analysis techniques.

b. In response to this CSP, please provide information regarding the following matters:

1) Purchase Price:a) In reference to Section 3 of the CSP, the Offeror must provide a detailed

explanation of how the proposed fees were derived for the service items listed.

2) Reputation of Vendor’s Goods and Services a) List any awards or recognition your firm has received within the past five years.

These may be professional, technical, or charitable in nature.

CSP #16A-013 Page | 11

b) Provide a brief profile outlining the history, growth, philosophy, reputation, and target market of the firm. To include a response to each of the following:

COMPANY BACKGROUND & EXPERIENCE/ COMPANY PHILOSOPHY & REPUTATIONe.g. company history and growthe.g. company mission/philosophye.g. list of current customers/clientse.g. list of lost customers/clients in the last five yeare.g. describe any litigation for failure to provide services/support

c) List policies and procedures your firm follows to maintain service excellence.d) Provide efforts the firm makes to keep its professionals informed of

developments relevant to the industry.

3) Extent to Which the Goods or Services Meet the District’s Needs: a) Describe how your firm will meet each of the requirements outlined in the

Statement of Work.b) Describe the Solutions ability to meet each of the following:

DISCOVERY SERVICE/PUBLIC ACCESS CATALOGe.g. Integration of DS with PACe.g. Ease of searching, facets, etc.e.g. Reading lists that can be embedded in CMSe.g. LMS can easily be integrated with 3rd party discovery servicesELECTRONIC RESOURCES MANAGEMENTe.g. License managemente.g. Unified workflow for print, electronic, digital resourcese.g. OpenURL ResolverINTEROPERABILITYe.g. Internal systems (Banner, etc.)e.g. External systems (TS3, EDS, ILL, etc.)REPORTS/ANALYTICSe.g. Can provide reports needed for SACS-COC, NCES, etc.e.g. Staff can query LMS to create customized reportse.g. Reports can be output to Excel, PDF, etc.

4) Any Other Relevant Factor Specifically Listed in the Request for Proposal:a) Describe the Solutions ability to meet each of the following:

VENDOR SUPPORT, TRAINING AND MIGRATIONe.g. Ongoing supporte.g. Training (During migration and ongoing)e.g. MigrationSYSTEMSe.g. Hosting (Cloud or SaaS)e.g. Accessibilitye.g. Authentication/Authorizatione.g. Records (Importing/Exporting/Syncing)

CSP #16A-013 Page | 12

ACQUISITIONS/METADATA (CATALOGING/AUTHORITY CONTROL)

e.g. Unified workflow for print, electronic, digital resources.e.g. Separate fund accounting for each library.e.g. Ability to import brief bibliographic and order records from Baker & Taylor's (B&T) Title Source 3 system.e.g. LMS can send orders directly (system to system) to B&T and other vendors.e.g. LMS can receive and process electronic invoices from third party vendors such as B&T.e.g. LMS can import authority records from 3rd party vendors such as Marcive.e.g. LMS supports import and editing of MARC21/RDA records as well as other metadata schemas such as Dublin Core.STAFF SEARCHING/INDEXINGe.g. Indexinge.g. SearchingINTERLIBRARY LOAN e.g. Integrates with OCLC's WorldShare Resource Sharing system.SERIALS/HOLDINGS MANAGEMENTe.g. LMS supports single issue check-in and prediction of arrival dates.CIRCULATION/COURSE RESERVESe.g. Supports segregated reserve system for each librarye.g. Reserves are visible in PAC/DSe.g. Supports print and digital reservese.g. Supports emailing of notices to patronse.g. Supports automatic fine accruale.g. Each library can have individual circulation policies

4. Acknowledgment of Addenda

Any clarifications or interpretations will be issued in written addendum form, and such addenda will be included as part of the Proposal Documents. Offeror shall acknowledge receipt of addenda in the spaces provided in Section 4, “Offerors Check List,” of the CSP. Only written interpretations or corrections officially issued by an addendum shall be binding.

5. Release of Information

The Alamo Colleges is a governmental entity in the State of Texas.  Documents submitted pursuant to this procurement solicitation become a government record.  Access by the public to government records is governed by the Texas Public Information Act ("PIA").  Proprietary information, such as trade secrets and confidential commercial and financial information submitted in response to this procurement solicitation which Offeror (or any Offeror responding to this procurement solicitation) believes should be exempted from disclosure shall be specifically identified and marked as such.  Blanket-type identification by designating a whole document or pages or sections as containing proprietary information, trade secrets or confidential commercial and financial information will not ensure confidentiality, especially if information is contained in the designated areas that clearly is not of a confidential nature.  In the event a request is made for information designated as proprietary, Alamo Colleges may

CSP #16A-013 Page | 13

determine in its sole discretion whether sufficient legal justification exists for withholding the information and whether an opinion should be requested from the Texas Attorney General.  If an opinion is requested from the Texas Attorney General, Alamo Colleges will notify Offeror (or the particular Offeror affected) and Offeror has the responsibility, in accordance with PIA, to assert any arguments it may have in opposition to release of the information.  In the event Offeror requests judicial intervention, the party so requesting shall indemnify Alamo Colleges for its costs (including attorney's fees) associated with the judicial action.  Under no circumstances will Alamo Colleges be liable for any costs, damages, or claims of any nature, related to release or disclosure of any information contained in documents submitted pursuant to this procurement solicitation.

6. Insurance

The insurance requirement is enumerated in Section 8.

7. Errors/omissions made in the proposal responses will be interpreted in favor of the Alamo Colleges. In the event of mathematical error(s), the unit cost shall prevail and the Offeror(s) total offer may be corrected accordingly.

8. Written questions must be received at least seven (7) calendar days prior to deadline for proposals. Alamo Colleges is not responsible for misdirected or undelivered submissions.

9. Offerors certify as a condition of award that they have not engaged in collusion with any firm or person in relation to the preparation, submittal or award of this proposal. Additionally, it is understood that a firm's or individual's giving practices will be of no advantage in consideration of the award of this proposal.

10. The Offeror affirms that he/she has not given, offered to give, and does not intend to give at any time hereafter any economic opportunity, contribution, future employment, gift, loan, gratuity, special discount, trip, favor, free meal or service to a public servant or elected official in connection with this proposal.

11. Proposals must be valid for one hundred twenty (120) days after closing date for evaluation purposes.

12. Offeror must state on the proposal form whether they owe State of Texas margin taxes (formerly franchise tax).

13. The Alamo Colleges qualifies for exemption of the Texas Limited Sales, Excise and Use Tax; sales tax will not be charged on these purchases. A tax-exemption certificate will be provided to the awarded firm.

14. Alamo Colleges will not reimburse Offerors responding to this CSP for any expenses incurred in preparing or presenting proposals. Alamo Colleges reserves the right to retain all proposals and to use any ideas submitted in a proposal regardless of whether the proposal is selected.

15. Offerors shall indicate any exceptions to any paragraph; otherwise acceptance of all conditions contained in the CSP is assumed. Exceptions stated by the Offeror to any of the paragraphs herein may be cause for rejection of the proposal, other than variances deemed minor by Alamo Colleges. The Offeror must certify whether all specifications have been met and state any exceptions on a separate sheet.

16. Notification of Criminal History of Contractor. A person or business entity that enters into a contract with Alamo Colleges must give advance notice to the Alamo Colleges if the person or

CSP #16A-013 Page | 14

an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.

Alamo Colleges may terminate a contract with a person or business entity if the Alamo Colleges determines that the person or business entity failed to give notice as required by the previous paragraph or misrepresented the conduct resulting in the conviction. The Alamo Colleges must compensate the person or business entity for services performed before the termination of the contract. The criminal history notification requirement does not apply to a public held corporation.

17. Family Code. Under Section 231.006, Family Code, the Offeror or applicant certifies that the individual or business entity named in this contract, proposal or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate.

18. Texas Resident Information: Under Chapter 2252, Subchapter A, of the Texas Government code establishes certain requirements applicable to proposers who are not Texas residents. Under the statute, a “resident” Offeror is one whose principal place of business is in Texas, including one whose ultimate parent company or majority owner has its principal place of business in Texas. Section 44.031 (b) of the Texas Education Code establishes certain criteria that a community college in the State of Texas must consider when determining to whom to award an Agreement. Among the criteria for certain Agreements is whether the Offeror or the Offeror’s ultimate parent or majority owner (i) has its principal place of business in Texas; or (ii) employs at least 500 people in Texas.

19. Disclosure of Interest

All Offerors must disclose the name(s) of any of its employees, officers, directors, subcontractors, or agents who may also be a member of the Board of Trustees, or an employee or agent of the District. Further, all Offerors must disclose the name of any District employee, or Board of Trustees member, who has directly or indirectly, any financial interests in Offerors firm or any of its branches, submit this information on an attachment to the proposal which is to be titled “Disclosure of Interest” and included the person’s name, position, and the extent of financial or other interest the person(s) has in Offeror’s business affairs.

20. District policy C.1.5.1 states that from the date the project is approved for publication until a contract is executed, no College District Board member or employee other than authorized Purchasing and Contract Administration Department personnel shall communicate with potential contractors, consultants, or other vendors (referred to collectively as potential proposers) who are interested in, or in the view of a reasonable person situated similarly to the potential proposer, might reasonably become interest in, any competitive procurement opportunity, other than for a legitimate purpose unrelated to the pending procurement. If, from the date the project is approved for publication until a contract is executed, a potential proposer contacts any Board member or College District employee other than authorized Purchasing and Contract Administration Department personnel, the Board member or College District employee shall inform the potential proposer that such communication is prohibited by policy, direct them to Purchasing and Contract Administration, and immediately report the contact to the designated representative in Purchasing and Contract Administration.

Proposers who violate this policy may be subject to a range of sanctions including disqualification from competition for the procurement opportunity and/or other future procurement opportunities after Board of Trustees review. Employees who violate this policy may be subject to disciplinary action, including termination after review by the Chancellor.

CSP #16A-013 Page | 15

21. The Alamo Colleges make environmental considerations with performance, availability, and costs of buying environmentally preferable goods and services. All products and services must meet or exceed the standards set by independent accredited organization in order to be deemed environmentally preferable.

22. Student Internship Program: The Alamo Colleges are engaged in a three-way partnership between employers, the community and educators to implement the Alamo Compact for Economic Performance (A-CEP). Bidders/Offerors are encouraged to participate in this program which offers real life learning experiences for students in a workplace setting. For further information about the program, please contact dst-purchaisng@alamo.edu.

23. Continuous Improvements: Offeror is to propose a plan for improving service delivery during the contract period.

The Services provided under this Agreement shall enhance the quality of life on the campus. The contractor shall perform in such a way as to contribute to the prestige of the Alamo Colleges by providing a solid business operation. Service delivery must gradually evolve (and not remain static) in order to continue to be successful. As a result, receptivity to new ideas should be demonstrated by the contractor’s staff and proposed to Alamo Colleges. Contractor shall be alert to changing service trends, new market forms, and changing patterns that evolve throughout the service industry. With input from the Alamo Colleges, methods of service delivery in all operations should be continually reviewed to increase usage, improve service, and maximize value to the Alamo Colleges.

The Contractor will be required to propose suggestions for improving service delivery. Proposed suggestions should include brief illustrations, descriptions, breakdown of estimated cost, and suggested schedule of when work should be started and completed.

24. Contractor agrees to the following regarding any employees assigned to work at Alamo Colleges’ premises on a regular basis. Contractor agrees to comply with the record-keeping and all other requirements of applicable laws, including, without limitation, the Fair Labor Standards Act (“FLSA”) and the Immigration Reform and Control Act of 1986. Contractor agrees to properly classify its workers for purposes of the FLSA and the Internal Revenue Code and timely pay wages and compensation for their services rendered. Contractor agrees to perform criminal background checks and to implement and enforce a written policy for a drug-free workplace providing for drug and alcohol testing prior to hiring and for reasonable cause during employment, complying with all applicable requirements, including obtaining the worker’s authorization. Contractor represents and warrants that any worker it assigns to the Project shall have passed the criminal background check and any drug testing conducted. Contractor agrees to certify in writing at the request of Alamo Colleges its compliance with any of its obligations in this Agreement.

CSP #16A-013 Page | 16

B. Preparation of Proposals:

1. Offerors are expected to examine the complete Request for Competitive Sealed Proposal documents and all attachments. Failure to do so will be at the Offeror’s risk.

2. Each Offeror shall furnish the information required by this Request for Competitive Sealed Proposal.

C. Submission of Proposal:

1. Signed and sealed proposals shall be submitted prior to 2:00 pm. local prevailing time on February 25, 2016. Offeror must provide one (1) original, six (6) bound copies and one (1) electronic copy on CD (preferred format for electronic copy is Word or PDF), and delivered to:

By U.S. Mail or Courier Service to the following address:

Alamo CollegesPurchasing and Contract Administration DepartmentRe: Purchase of Library Management System Software CSP # 16A-0131300 San Pedro Ave., Box 693San Antonio, TX 78212-4299

By hand delivery by Offeror to the following address:

Alamo CollegesPurchasing and Contract Administration DepartmentRe: Purchase of Library Management System SoftwareCSP # 16A-0131743 N. Main Ave., Bldg. 41, Room 101San Antonio, TX 78212-4299

Proposals received will be publicly acknowledged in the Conference Room #401. Any proposals received after that time and date will be rejected and returned unopened. No proposal may be changed, amended, or modified by telegram or otherwise, after the same has been submitted or filed in response to this notice. A proposal may be withdrawn, however, and resubmitted any time prior to the time set for receipt of proposals. E-mailed or faxed proposals will not be accepted.

2. Proposals should be submitted in narrative form comprehensively covering all points in Scope of Work and CSP Requirements in the order listed.

3. Proposals shall not exceed one-hundred (100) single sided 8-1/2 x 11 sheets. The following items are not counted in the page limit: front and back cover pages; cover letter (not to exceed two pages); sheet/chapter dividers; resumes, CSP pages requiring execution; and certificate of non-collusion.

4. Each Offeror shall determine whether their current business relationship with the District or an elected official of the District is subject to the requirements of Local Government Code section 176.001 and 176.006. Should the Offeror meet the stated requirements of the referenced legal sections, form CIQ (Section 7) shall be completed and submitted to the Alamo Colleges in accordance with section 176.006.

CSP #16A-013 Page | 17

5. Upon submission of a response, you agree to the following:

The Purchasing & Contract Administration recommendation and summary analysis will be uploaded to the applicable Alamo Colleges Board of Trustees Committee agenda and will be viewable by the public on the Friday prior to the Tuesday Committee meeting where the contract award will be considered. Alamo Colleges will use best efforts to notify you by email shortly before the availability date for their proposals.

Alamo Colleges’ competitive proposal procedures are largely mandated by statute and do not permit the renegotiation of proposals after the submission deadline has passed. However, should you believe that Alamo Colleges has made a calculation error regarding your proposal after reviewing the limited web-available summary analysis; its Purchasing & Contract Administration Department offers an opportunity for proposers not recommended for contract award to submit comments or engage in discussion concerning the proposed contract award promptly after the contract award recommendation is made public. Written comments may be submitted, or a meeting can be scheduled at your request. Consent to Alamo Colleges’ recording of any verbal interview, at its discretion, is a condition of any interview. This opportunity will be subject to any additional requirements that may appear in any notice that you may receive from the Purchasing and Contract Administration Department in order to be considered. Efforts to contact individual Trustees or Alamo Colleges’ employees other than those in the Purchasing & Contract Administration Department regarding such matters are prohibited.

CSP #16A-013 Page | 18

SECTION 3PROPOSAL PRICING SCHEDULE

Proposal Pricing of: _____________________________________________Offeror Name

Price must include the cost of labor, materials, tools, equipment, permits, fees, profit, freight, packaging, insurance, overhead, etc. No additional charges will be accepted.

Price – must include all migration expenses, basic system costs, hosting costs, and add-on expenses. Proposed prices for all associated costs must be included in items 1 and 2 below. In reference to Section 3 of the CSP, the Offeror must provide a detailed explanation of how the proposed fees were derived for the service items listed.

Purchase of Library Management System SoftwareCSP 16A-013

Item Description Price

1 Start-up to include: Migration, Implementation, andTraining available in San Antonio. $___________One-Time

2 Annual License Fee to include: Hosting, MaintenanceAnd ongoing Technical Support and Training available in San Antonio.

$____________Annually

CSP #16A-013 Page | 19

SECTION 4OFFEROR’S CHECKLIST

A. Have all specifications and features been met? Yes _____ No _____If no, please explain: ________________________________________________

B. Has the Offeror provided a list of names, address, contact person, and phone numbers of a minimum of three (3) but not more than five (5) client references (including school districts, higher education institutions, or other political subdivisions) for which equipment and/or services of a comparable nature, scope and complexity have been provided by your firm? Yes ___ No ___

C. Has the certificate of non-collusion been signed? Yes _____ No _____If no, please explain: _____________________________________________________

D. Does Offeror owe any State of Texas Margin taxes? Yes ___ No ___If yes, please explain: ______________________________________________________

E. Is the person submitting this proposal currently more than thirty (30) days delinquent in child support payments? Yes ___ No ___ If yes, please explain: _____________________________

F. Location of Principal Place of Business (City/State): ____________________________________G. If neither offering company nor the ultimate parent company or majority owner has its principal

place of business in Texas, does Offeror, ultimate parent company, or majority owner employ at least 500 people in Texas? Yes ___ No ___

H. Does the Offeror have any information to disclose about past or current relationships that may impact the Offeror’s service? Yes ___ No ___

I. Does the Offeror agree to “hold harmless”, defend at its own expense and indemnify Alamo Colleges against any and all liability arising out of acts or failures to act by the firm or its officers, agents or employees? Yes _____ No _____

J. Has one (1) unbound original, six (6) bound copies, and one (1) electronic version on CD of the proposal been submitted with Offeror's response? Yes ___ No ___

K. Does the Offeror meet all specific requirements imposed by federal, state or local laws or rules and regulations? Yes ___ No ___

L. Offeror agrees to comply with all the stated requirements in this request for proposal. Any exceptions must be stated in the proposal response. Yes ___ No ___ Exceptions: (Use additional pages, if necessary) ______________________________________

M. Has all requested information in the CSP been addressed? Yes ____ No ____

N. How did Offeror learn about this project? __________________________________________________________________________________

O. The undersigned acknowledges receipt of the following Addenda to the Request for Proposal, the provisions and requirements of which have been taken into consideration in the preparation of this proposal.

Addenda Numbers: No. __________ No. __________ No. __________ No. __________

CSP #16A-013 Page | 20

SECTION 5CERTIFICATION OF NON-COLLUSION

"The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other Offeror, and that the contents of this proposal as to prices, terms or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal."

FILL IN APPLICATION INFORMATION:

A CORPORATION, chartered in the State of , authorized to do business in the State of TEXAS.

A Partnership, composed of : ____________________________________________________

An Individual, operating under the name of: ________________________________________

Respectfully Submitted,(SEAL: If Proposal is by a Corporation)

By: ____________________________________Signature

_____________________________________Name (Print or Type)

_____________________________________Position with Company

_____________________________________Offeror Name

_____________________________________Street Address

___________ ____________________________________________________Date City, State Zip

______________________________________ _____________________________________Phone No. Fax No.

____________________________________________________________________________E-mail Address

CSP #16A-013 Page | 21

SECTION 6PROPOSAL CERTIFICATION

I certify that I, the undersigned, am duly authorized to execute this certification. I have carefully reviewed the CSP documents and any attachments, and agree to abide by all terms and conditions contained therein.

Further, I certify that all statements and documents submitted by my firm/company are true and accurate and may be verified by Alamo Colleges. It is recognized that all parts of the proposal response become the property of Alamo Colleges and will not be returned.

__________________________________ _________________________________Signature Email Address

__________________________________ _________________________________Printed Name Telephone Number

__________________________________ _________________________________Title Fax Number

__________________________________Firm / Offeror Name

CSP #16A-013 Page | 22

SECTION 7

CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQFor vendor or other person doing business with local governmental entityThis questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. OFFICE USE ONLYThis questionnaire is being filed in accordance with Chapter 176, Local Government CodeBy a person who has a business relationship as defined by Section 176.00(1-a) with a localGovernmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.1 Name of person who has a business relationship with local governmental entity.

2 Check this box if you are filing an update to a previously filed questionnaire. (This law requires that you file an update completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)

3 Name of local government officer with whom filer has employment or business relationship.

________________________________________________Name of Officer

This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary.

A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire?

Yes No

B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity?

Yes No

C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more?

Yes No

D. Describe each employment or business relationship with the local government officer named in this section.

4 ___________________________________________ ________________ Signature of person doing business with the governmental entity Date

CSP #16A-013 Page | 23

SECTION 8TERMS AND CONDITIONS OF THE CONTRACT

COMPETITIVE PROCUREMENTSERVICES AGREEMENT

BETWEENALAMO COMMUNITY COLLEGE DISTRICT

AND_____________

This Agreement is entered into by and between Alamo Community College District (ACCD), a political subdivision of the State of Texas (“Alamo Colleges”) and __________, located at __________, __________, __ (“Contractor”), collectively sometimes referred to herein as “the Parties.”

WHEREAS, Alamo Colleges is a public junior college district comprised of district services offices and five colleges, San Antonio College, St. Philip’s College, Palo Alto College, Northwest Vista College, and Northeast Lakeview College; and

WHEREAS, Alamo Colleges published a competitive procurement solicitation (“Request”), designated CS_ #15_-___ to obtain __________ services for Alamo Colleges at its campus locations and district offices; and

WHEREAS, Contractor responded to such Request and desires to provide such services to Alamo Colleges according to the terms of such Request as herein augmented and/or modified.

NOW THEREFORE, in consideration of the mutual covenants set forth herein below, and for other good and valuable consideration, the receipt of which is hereby acknowledged, Alamo Colleges and Contractor hereby agree as follows:

1. DEFINED TERMS.

1.1 “Project” means to provide __________ services for the Alamo Colleges at its campus locations and district offices.

1.2 “Project Coordinator” means the designated employee of Alamo Colleges who will manage the relationship between Alamo Colleges and Contractor. The designated employee will be knowledgeable of the Project and be experienced in managing projects similar to the one established herein.

2. PROJECT OBJECTIVE(S) AND SCOPE.

To provide __________ services for the Alamo Colleges at its campus locations and district offices.

3. PROJECT DELIVERABLES.

3.1 Contractor agrees to:

CSP #16A-013 Page | 24

a. ;b. ;c. ; d. ; ande. .

3.2 Alamo College agrees to:

a. ;b. ; c. ; d. ; ande. .

4. SUPPLEMENTAL DELIVERABLES OR RATE CHANGES. Additional services resulting from project modifications or changes will be performed at Contractor’s discretion with Alamo Colleges’ written approval and will be invoiced at the then current Contractor service rates.

5. ACCESS . The Parties agree to grant one another, their employees and agents assigned to the Project reasonable access to appropriate portions of one another’s facilities to the extent reasonably necessary to perform their obligations under this Agreement.

6. COMMUNICATION . The Parties agree to communicate in furtherance of the Project, including but not limited to setting mutually agreed upon hours in which Alamo Colleges and Contractor will perform the Project Deliverables and notifying one another of any and all changes in personnel, operations, or policies that may affect the Project.

7. POLICIES . The Parties agree to advise one another, and their respective employee(s) assigned to the Project, of their responsibility for complying with one another’s existing rules and regulations, and of the content of same.

8. COMPLIANCE WITH APPLICABLE LAWS . The Parties agree to comply with all applicable provisions of the Family Education Rights and Privacy Act 20 (USC §1232g), and all other law and regulations applicable to the operation of Alamo Colleges and the Project. The Parties agree to have in place and abide by a policy prohibiting sexual harassment that complies with applicable federal and state standards. The Parties further agree to make no distinction on the basis of race, color, gender, sexual preference, religion, age, disability, genetic information, national origin, veteran status or political affiliation. For the purpose of this Agreement, such distinctions include, without limitation, the following: Denying a person any service or benefit or availability of a facility; providing any service or benefit to a person which is different, or is provided in a different manner or at a different time, from that provided to other persons under this Agreement; subjecting a person to segregation or separate treatment in any matter related to receipt of any advantage or privilege enjoyed by others receiving any service or benefit; treating a person differently from others in determining whether they satisfy any admission, enrollment, quota, eligibility, membership or any other requirement, or condition which individuals must meet in order to be provided any service or benefit.

9. INSURANCE .

9.1 Alamo Colleges maintains insurance coverage for claims or causes of action brought for which immunity has been waived under the provisions of the Texas Tort Claims Act.

9.2 Contractor shall obtain at its own cost insurance to its activities pursuant to this Agreement at the following minimum levels of coverage:

CSP #16A-013 Page | 25

WORKERS’ COMPENSATION STATUTORYMust include coverage for alternate employers and borrowed servants

EMPLOYER’S LIABILITYEach Accident (bodily injury) $1,000,000.00Policy Limit (bodily injury by disease) $1,000,000.00Each Employee (bodily injury by disease) $1,000,000.00

GENERAL COMMERCIAL LIABILITYGeneral Aggregate $2,000,000.00Each Occurrence (bodily injury/property damage) $1,000,000.00Each Occurrence (personal injury/advertising injury) $1,000,000.00Aggregate Limit (products/completed operations) $2,000,000.00Each Occurrence (products/completed operations) $1,000,000.00Each Occurrence (Damage to Premises Rented To You) $1,000,000.00

All coverage must be primary and non-contributory

BUSINESS AUTOMOBILE LIABILITYCombined Single Limit (bodily injury/property damage) $1,000,000.00

Must include all owned, non-owned and hired vehicle

UMBRELLA/EXCESS LIABILITY Each Occurrence $1,000,000.00

POLLUTION ON-SITE LIABILITY (if services present risk)Each Occurrence $1,000,000.00

Contractor shall, at the time of execution of this agreement, provide Alamo Colleges with a copy of a certificate of insurance evidencing all applicable required policies which must list “Alamo Community College District” as a NAMED ADDITIONAL INSURED and beneficiary of contractual indemnification coverage and waiver of subrogation.

The Workers’ Compensation, Commercial General Liability and Business Automobile Liability policies will, to the fullest extent allowable by Law, include a waiver of subrogation in favor of Alamo Colleges. The Commercial General Liability policy will (i) include Alamo Colleges as additional insured and (ii) be primary and non-contributory with respect to any insurance or self-insurance maintained by Company. The Errors and Omissions policy will include Alamo Colleges as additional insured. Any additional insured endorsement may be either specific to the Company Insured Group or “blanket” or “automatic” (i.e., addressing any person or entity), as required by contract. Thirty (30) days’ notice of cancellation should be provided for all policies. Contractor agrees to waive subrogation against the Alamo Colleges, its officers, employees, and elected officials, and elected representative for injuries, including death, property damage, or any other loss to the same may be covered by the proceeds of insurance.

10. PAYMENT .

1.1 Contractor shall submit all invoices to Alamo Colleges at the following address:

Alamo CollegesAccounts Payable811 W. Houston, San Antonio, TX 78207-3033Email: dst-acountspayable@alamo.edu

CSP #16A-013 Page | 26

Invoices must include the purchase order number, date of service, name of college, and a description of service.

1.2 Alamo Colleges will pay approved invoices within forty-five (45) days of receipt. Invoices shall be sent on a net 45 basis unless discount terms are offered.

1.3 Payments for goods and/or services may be made either by Alamo Colleges Procurement card (Pcard) or by direct deposit to the vendor/contractor’s designated banking account. Potential offerors may comment or submit questions concerning compliance with this requirement in accordance with the instructions for submission of questions prior to the receipt of proposals. Vendor/contractors wishing to participate in direct deposit may obtain the necessary form at http://www.alamo.edu/district/fiscalaffairs.html, click on “forms” and select “direct deposit form-expenses.”

1.4 Within ten (10) days after termination of this Agreement, Contractor will submit a final invoice (“Final Invoice”) which will set forth all amounts due and remaining unpaid to Contractor and upon approval of the Final Invoice by Alamo Colleges, Alamo Colleges will pay (“Final Payment”) to Contractor the amount due under the Final Invoice under the terms established by Texas law.

1.5 Notwithstanding any provision to the contrary, Alamo Colleges will not be obligated to make any payment to Contractor if Contractor is in breach or default under this Agreement.

1.6 Delinquency in Payment – If the Contractor is a corporation and becomes delinquent in the payment of its Texas Margin Tax, then payments to the Contractor due under this Agreement may be withheld until such delinquency is remedied. The Contractor may not be included on a list of vendors debarred from doing business with the State of Texas or the U.S. Federal government.

2. TERM AND TERMINATION . The Term of this Agreement shall commence on date fully executed and terminate on August 31, 2017, and may be renewed annually upon mutual consent and by written agreement signed by both parties.

2.1 Termination without Cause . If either Alamo Colleges or Contractor desires to terminate this Agreement, each may do so without any liability therefore by delivering written notice to the other party no later than sixty (60) days prior to termination. Contractor’s fees due on termination without cause will be prorated based on the portion of authorized work completed.

2.2 Material Breach. This Agreement may be terminated by Alamo Colleges for breach of any material terms or conditions of this Agreement by Contractor, which breach is not corrected by Contractor within ten (10) calendar days after written notice thereof is given to Contractor.

11.3 Current Revenues Only. Alamo Colleges commits only its current revenues hereunder, as required by Texas law. The Alamo Colleges Board retains the continuing right to terminate the Agreement without liability for said termination at the expiration of each budget period during its initial and renewal terms. The Alamo Colleges Board will make best efforts to obtain and appropriate funds to meet Alamo Colleges’ obligations under the Agreement, consistent with the maintenance of reasonable reserves.

3. LICENSES, PERMITS, TAXES AND FEES. Contractor warrants that it will obtain, maintain in

CSP #16A-013 Page | 27

effect, and pay the cost for all licenses, permits, or certifications that may be necessary for Contractor’s performance of this Agreement. Contractor will be responsible for the payment of all taxes, excises, fees, payroll deductions, employee benefits (if any), fines, penalties or other payments required by federal, state, or local law or regulation in connection with Contractor’s performance of this Agreement.

4. GENERAL TERMS.

4.1 Notices . All notices given pursuant to this Agreement shall be in writing and shall either be mailed by first class mail, postage prepaid, registered or certified with return receipt requested, or delivered in person to the intended addressee, or sent by fax or overnight delivery service. Notice mailed shall be effective on mailing. Notice given in any other manner shall be effective on receipt. For purposes of notice, the addresses of the Parties shall be as stated under their names as set forth herein, provided, however, that each Party shall have the right to change its address for notice hereunder to any other location by the giving of 10 days notice to the other Parties in the manner set forth above.

Notices to Alamo Colleges:..

With Copy to College:

Department of Purchasing and Contract AdministrationGary O’Bar, C.P.M.Alamo Colleges1743 N. Main Ave., Bldg. 41, Room 101San Antonio, TX 78212-4299Email: dst-purchasing@alamo.edu

Notices to Contractor:..

4.2 Choice of Law . This Agreement is made and is to be performed in Bexar County, Texas, and will be interpreted and governed by the Constitution and the internal laws of the State of Texas. Venue of any court action brought directly or indirectly by reason of this agreement shall be in Bexar County, Texas.

13.3 Identity Theft Prevention and Notification. Consultant’s performance under this Agreement may include access to and review of confidential, personally identifying information about Alamo Colleges’ employees, students, and/or vendors. Consultant agrees to use best practices to prevent identity theft and to promptly report in writing any red flags to the Program Administrator, the Vice Chancellor for Finance and Administration, or the Project Coordinator for this Agreement.

13.4 Successors and Assigns . This Agreement shall be binding on and shall inure to the benefit of the Parties, and their respective heirs, legal representatives, successors and assigns. This Agreement may not, in total or part, be assigned or transferred directly or indirectly to another subsidiary/agency without prior written consent of both parties. Sixty (60) calendar days’ written notice is required for any change in status.

CSP #16A-013 Page | 28

13.5 Entire Agreement . This Agreement represents the entire agreement between the Parties with respect to the subject matter herein. No representations, warranties, promises, guarantees, undertakings, or agreements, oral or written, express or implied, have been made by Alamo Colleges with respect to the subject matter herein except as expressly stated herein. Notwithstanding the foregoing, this Agreement also hereby incorporates by reference the provisions of Alamo Colleges’ Request, as well as those provisions of Contractor’s response to that Request (“Response”) that did not reject the requirements of that Request, to the extent that such provisions are not inconsistent with specific provisions of this Agreement.

13.6 Amendments . Amendments or modifications may be made to this Agreement only by setting the same forth in a written document duly executed by the Parties.

13.7 Force Majeure . Any party shall be temporarily excused from performance otherwise due hereunder only to the extent that, and for so long as, such performance is rendered impossible by reason of factors beyond that party’s control and not occasioned by the negligence of the party or its affiliates, including, but not limited to, acts of God. Any party experiencing or anticipating a force majeure event shall promptly notify the other party in writing thereof.

13.8 Severability . This Agreement is to be performed in accordance with, and only to the extent permitted by, all applicable laws, ordinances, rules and regulations. If any provision of this Agreement or the application thereof to any party or circumstance shall, for any reason and to any extent, be invalid or unenforceable, the extent of such invalidity or unenforceability does not destroy the basis of the bargain among the Parties as expressed herein, and the remainder of this Agreement and the application of such provision to other parties or circumstances shall not be affected thereby, but rather shall be enforced to the greatest extent permitted by law.

13.9 Gender and Number . Whenever required by the context, as used in this Agreement, the singular number shall include the plural and the neuter shall include the masculine or feminine gender, and vice versa.

13.10 Captions . The Section headings appearing in this Agreement are for convenience of reference only and are not intended, to any extent or for any purpose, to limit or define the text of any Section.

13.11 Exhibits. Any and each Exhibit to this Agreement is incorporated herein for all purposes.

13.12 Drafters . Each party to this transaction has been afforded the opportunity to negotiate the terms of this Agreement, and to consult legal counsel regarding same; therefore, the Parties waive and disclaim the application of any principle of contract interpretation that would construe any ambiguity herein against either party as drafter hereof.

13.13 No Third Party Beneficiaries . Nothing in this Agreement, express or implied, is intended or shall be construed to confer upon any person, firm or corporation other than the parties hereto and their respective successors or assigns, any remedy or claim under or by reason of this Agreement or any term, covenant or condition hereof, as third party beneficiaries or otherwise, and all of the terms, covenants and conditions hereof shall be for the sole and exclusive benefit of the parties hereto and their successors and permitted assigns.

13.14 Dispute Resolution . In the event of any dispute, claim, question, or disagreement arising out of or relating to this Agreement, the parties agree to do all of the following

CSP #16A-013 Page | 29

before commencing legal action.  First, the parties shall use their best good-faith efforts to settle such disputes, claims, questions, or disagreement.  To this effect they shall first consult and negotiate with each other in good faith, recognizing their mutual interests, and attempt to reach a just and equitable solution satisfactory to both parties.   If such consultation and negotiation does not fully resolve the issue, the parties agree to promptly engage in non-binding mediation in Bexar County, Texas.  If such mediation does not fully resolve the issue, then either party may thereafter seek legal recourse in equity and/or at law.  Notwithstanding the foregoing, either party may commence litigation for injunctive relief without having complied fully with these dispute resolution procedures, but only to require the other party to mediate, to preserve the status quo pending resolution of an issue, or to protect a vital interest of that party or of an affiliate.

13.15 Indemnification and Release . CONTRACTOR AGREES TO INDEMNIFY, DEFEND, AND HOLD HARMLESS Alamo Colleges, its Board of Trustees, officers, employees, agents, contractors and assigns (“Protected Parties”) from and against, and to pay to Protected Parties on demand the amount of, any and all costs resulting from any complaints, claims, liabilities, suits, damages, judgments, penalties, fines, settlements, losses and expenses (including legal fees, expert witness fees and other legal expenses and court costs), of whatsoever kind and nature, imposed upon, incurred by, or asserted against Protected Parties in any way related to or resulting from the execution, enforcement, or performance of this Agreement, or from Contractor’s use of Alamo Colleges’ facilities(“Claims”). Contractor’s duty to indemnify, defend, and hold harmless Protected Parties includes, but is not limited to, Claims resulting from bodily injury or death of persons, or from damage to property and the resulting loss of its use, regardless of the ownership of such property and the identity of such persons, EVEN IF SUCH INJURY, DEATH OR DAMAGE WAS CAUSED, IN WHOLE OR IN PART, BY ANY ACT OR OMISSION, INCLUDING, WITHOUT LIMITATION, THE NEGLIGENCE, GROSS NEGLIGENCE OR STRICT LIABILITY, OF ANY PROTECTED PARTY. Alamo Colleges is a state governmental unit that is prohibited by law from indemnifying other parties pursuant to applicable Texas Attorney-General opinions. Notwithstanding anything appearing elsewhere to the contrary, there shall be no special assumption of liability, and no indemnification or “holding harmless” of Contractor, or any other party, by Alamo Colleges, regardless of how characterized.

13.16 Release of Liability . CONTRACTOR HEREBY RELEASES Protected Parties from all liability for any and all Claims arising under this Agreement, EVEN IF CAUSED, IN WHOLE OR IN PART, BY ANY ACT OR OMISSION, INCLUDING, WITHOUT LIMITATION, THE NEGLIGENCE, GROSS NEGLIGENCE OR STRICT LIABILITY, OF ANY PROTECTED PARTY, whether contributory, sole, or joint, PAST OR FUTURE, arising out of this Agreement.

13.17 Release of Information . Alamo Colleges is a governmental entity in the State of Texas. Documents submitted pursuant to this Agreement become a government record. Access by the public to government records is governed by the Texas Public Information Act (“PIA”). In the event a request is made for information designated as proprietary, Alamo Colleges may determine in its sole discretion whether sufficient legal justification exists for withholding the information and whether an opinion should be requested from the Texas Attorney General.  If an opinion is requested from the Texas Attorney General, Alamo Colleges will notify Contractor, in accordance with PIA, to assert any arguments Contractor may have in opposition to release of the information.  In the event Contractor requests judicial intervention, the party so requesting shall indemnify Alamo Colleges for its costs (including attorney's fees) associated with the judicial action.  Under no circumstances will Alamo Colleges be liable for any costs, damages, or claims of any

CSP #16A-013 Page | 30

nature, related to release or disclosure of any information contained in documents submitted pursuant to this Agreement.

13.18 Independent Contractors . Contractor and Alamo Colleges understand and agree that each performs tasks, the details of which the other does not have legal right to control and no such control is assumed by this Agreement. This Agreement does not create an employment relationship, partnership, or joint venture between Contractor, its employees, and Alamo Colleges. Neither party nor its employees shall be deemed employees of the other for any purpose whatsoever, and neither shall be eligible to participate in any benefit program provided by the other. Contractor and Alamo Colleges further agree that nothing in this Agreement shall be construed to create a borrowed servant status with the employees of the other party.

13.19 Records. Contractor agrees to keep all financial and supporting documents, statistics, and any other records pertinent to this Agreement throughout its Term and for one (1) year thereafter, but for five (5) years thereafter if any portion of any payment hereunder is made from grant-sourced funds. Contractor further agrees that Alamo Colleges or any grantor of payment funds, or any of their duly authorized representatives, at any time, will have access to, and the right to audit and examine, any such records for the purpose of financial audit or business practice review and to refund any overpayments disclosed by any such audits.

13.20 Assignment-Delegation . No right or interest in this contract shall be assigned or delegation of any obligation made by Contractor without the prior written permission of Alamo Colleges. All correspondence will be directed to the Alamo Colleges Purchasing and Contract Administration Department, 1743 N. Main Ave., Bldg. 41, Room 101, San Antonio, Texas 78212. Any attempted assignment or delegation by Contractor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

13.21 Payment Card Industry Data Security Standards (PCI-DSS) Compliance. Should any goods or services provided under this contract fall under the requirements of the PCI-DSS, the Contractor represents and warrants that for the term of the contract, the software, hardware and/or services used for processing payment card transactions shall be compliant with standards established by the PCI Security Standards Council (https://www.pcisecuritystandards.org/index/shtml) . Contractor agrees to indemnify and hold Alamo Colleges, its officers, employees, and agents, harmless for, from and against any and all claims, causes of action, suits, judgments, assessments, costs (including reasonable attorneys’ fees) and expenses arising out of or relating to any loss of Alamo Colleges customer credit card or identity information managed, retained or maintained by Contractor, including but not limited to fraudulent or unapproved use of such card or identity information. Contractor agrees to notify the Alamo Colleges of any security breach involving the aforementioned data within one business day after discovery of the breach. Contractor further agrees to provide Alamo Colleges a current certificate of PCI compliance on an annual basis at the commencement and during the contract term and/or any extension thereof.

13.22 Contractor Parking. Contractor will abide by the Alamo Colleges Parking Policies at http://www.alamo.edu/uploadedFiles/District/Employees/Departments/Ethics/pdf/policies/C.2.2-Policy.pdf

13.23 Right to Audit. For the purpose of such audits, inspections, examinations and evaluations, the Alamo Colleges’ agent or authorized representative shall have access at any time to said records from the effective date of this contract for the duration of the work

CSP #16A-013 Page | 31

and until three (3) years after the date of final payment to the Contractor by Alamo Colleges pursuant to this contract. Alamo Colleges’ agent or its authorized representative shall have access to the Contractor’s facilities, all necessary records and shall be provided adequate and appropriate work space in order to conduct audits in compliance with this article. Alamo Colleges’ agent or its authorized representative shall give Contractor reasonable advance notice of intended audits. The Contractor will provide the Alamo Colleges with notice in writing of the location, by address, of all such books and records and the name of the custodial thereof.

Authorized signatures below constitute acceptance of the terms and conditions set forth in this Agreement.

ALAMO COMMUNITY COLLEGE DISTRICT: COMPANY NAME:

By:____________________________________ By: ___________________________________ Gary O’Bar, C.P.M. Date Date Director Purchasing & Contract Administration Print Name: _____________________________

Title: __________________________________

CSP #16A-013 Page | 32

ATTACHMENT I – Requirements Checklist

Line#

Offeror must respond to the Requirements Checklist labeled as Attachment I, of the CSP in the format provided, and return with their proposal submission. Line items in the requirements checklist not responded to or left blank will be considered “N” not available, and evaluated as such. For any line that is marked “Under development” item should be accompanied with a product roadmap in the response to the CSP.

1 TABLE OF CONTENTS

2 DEFINITIONS

3 GENERAL REQUIREMENTS

4 System - General

5 System - Accessibility

6 System - Authentication and Authorization

7 System - Security

8 Records - Importing and Exporting

9 Unified Staff Searching and Indexing

10 Indexing

11 Searching

12 Reports and Analytics

13 Examples of Specific Reports

14 SPECIFIC REQUIREMENTS

15 Acquisitions - General

16 Acquisitions - Purchasing and Workflows

17 Acquisitions - Receiving

18 Acquisitions - Vendors

19 Acquisitions - Funds Management

20 Acquisitions - Invoices and Payments

21 Circulation - Policies

22 Circulation - Patron/User Management

23 Circulation - Fines and Billing

24 Circulation - Inventory Management

25 Circulation - Request Management

26 Interlibrary Loan/Resource Sharing

27 Course Reserves

28 Metadata - Management

29 Metadata - Editing

30 Metadata - Authority Control

31 Serials

32 Holdings Management

33 Electronic Resource Management (Including License Management)

34 Public Access Catalog

35 Discovery Service - Searching/Browsing/Interface Tools

36 Interoperability

37 Vendor - Support

CSP #16A-013 Page | 34

38 Vendor - Training

39 Vendor - Migration

40

41 DIRECTIONS

42

Vendors should reply to all line items of CSP. Purchasing will require specifics of response. In addition, please provide an electronic response. Onsite demonstrations will be scheduled. Sandbox access should be provided to staff that is representative of the system under review.

43

44 DEFINITIONS

45 A Available: Vendor currently supplies this capability as a part of a general software release; price is included in the basic system.

46 D Under Development: Testing and release planned within 2 years from the due date of this CSP. Must provide a product roadmap.

47 N Not Available: Capability is not available in current release of software and not under development.

48

U Unnecessary: Vendor’s system does not offer this capability because the system architecture provides a suitable or superior alternative or it renders this feature unnecessary. Must provide details.

49

O Optional: Vendor currently supplies this capability as part of the general software release but this is an added cost item. Must provide cost.

50

51 DS Discovery Service

52 LMS Library Management System

CSP #16A-013 Page | 35

53 Option

Library system administrator or library staff can turn this function on and off.

54

55 R Required feature

56 H Highly Desired

Line#57

58 GENERAL REQUIREMENTS

59 SYSTEM See definitions for A, D, N, U, O above.60 System - General A D N U O Comments:

61

R System is vendor-hosted in a cloud or Software-As-A-Service (SaaS) environment. Please specify whether cloud or SaaS in comments.

62

Updates to the LMS are conducted periodically and are distributed automatically to all customers simultaneously. In the Comments, describe how often (on average) updates occur and how those updates, including any changes to the software, are communicated to staff users.

63 System provides a means for the institution to monitor basic performance on its cloud environment.

64

System supports basic fulfillment capabilities during a local institution outage. In the Comments, please describe this capability in more detail.

65

System can store digital collections in cloud storage. In the comments, Vendor should describe the data model for managing digital resources.

66

System retains functionality on multiple browsers. In the Comments, Vendor should list officially supported browsers for the LMS.

67 System retains functionality using multiple operating systems

(e.g. Windows, OS/X, Linux). In the Comments, Vendor should

CSP #16A-013 Page | 36

list functional differences or limitations that might exist for particular operating systems.

68

In the Comments section, briefly describe any unique features regarding the system architecture and performance not otherwise described above.

69 System - Accessibility A D N U O Comments:

70

R All interfaces for staff and users in the LMS and the DS are ADA (Section 508 compliant) to users with disabilities. Please describe any exceptions in the comments.

71 System -Authentication and Authorization A D N U O Comments:

72 R System provides the ability for each library to administer its own staff authorizations.

73

R Library user administrator can provide staff authorizations based on role and specific function. (e.g. Can assign multiple roles to a staff member as well as add specific functions to their profile)

74

R System provides the ability for each library to restrict authorizations by library. (e.g. a staff member at one library cannot edit the records of another library)

75 R Staff authorization profiles provide for restrictions based on record type.

76 R Provides a time-out feature to log out of an account after a period of no activity.

77 R Supports multiple occurrences of EZProxy. (Each library has its own EZProxy)

78 R Supports secure protocols such as SSH Public Key Authentication, SFTP, and HTTPS protocols.

79 Supports multiple authentication methods for patrons.

80 Maintains authentication as patrons navigate among databases and other aggregated content.

CSP #16A-013 Page | 37

81 Can manage staff identities through campus authentication

systems. (Alamo Colleges uses Active Directory)

82 Staff authorization profiles can be copied.

83 Provides an unlimited number of staff logins.

84 System - Security A D N U O Comments:

85

R Applies secure protocols to safeguard data in transit. In the comments, Vendor should describe security practices to which the LMS adheres, especially those for patron and circulation transaction information. Vendor should include relevant information on standards compliance (such as ISO 27001) and any completed organizational information technology audits.

86 R Vendor follows industry best practices for regular data and system backups and backup storage. Please describe.

87 R Maintains personal information securely and conforms to relevant legislation (such as FERPA).

88

R Provides data recovery or rollback to specific points in time in the event of data loss or corruption. In the comments, Vendor should state whether data recovery is a self-service process or requires the intervention of the vendor. Vendor should also describe compartmentalization of data recovery, specifically whether a subset of data can be rolled back, or if a system rollback or recovery is only possible institution- or site-wide.

89

R Vendor has established protocols for dealing with unauthorized access to or disclosure of confidential data. In the event unauthorized access or disclosure occurs, the institution must be informed by the vendor in writing within 24 hours.

90 R Manages data security and privacy at multiple levels. Please describe.

91 R Provides enforceable data editing policies at the district level and the college level.

CSP #16A-013 Page | 38

92 R The cloud system is fully fault tolerant without a single point of failure.

93

The data centers of the hosted environment have complete data protection and have high security capabilities in place. In the Comments, the Vendor should describe security measures in place at data center(s).

94 In the Comments section, briefly describe any unique features

regarding security not otherwise described above.

95

96 RECORDS

97 Records - Importing and Exporting A D N U O Comments:

98 R Can import records singly or in batch (e.g. bibliographic, order, authority, item, patron, etc.)

99

R Offers options for handling records detected as duplicates: add new records, ignoring duplicates; overlay one record with the other; merge the two records; do not load new records when a duplicate is detected; overlay duplicates.

100 R Can revise incoming records according to district- or college-defined bulk record change rules.

101

R Imports and exports MARC bibliographic, MARC holdings and MARC authority records in MARC21 as well as order and item records from third-party suppliers. (e.g. Importing brief bibliographic and order information from Baker & Taylor; Exporting bibliographic and item record information to EBSCO's Discovery service; Exporting and importing bibliographic and authority records to and from Marcive);

102

R Can export individual records, groups of records, or an entire catalog to a predefined target with no additional fees. The records to be exported may be based on a selected set, or records that have changed since the last export to that target.

CSP #16A-013 Page | 39

103

R Allows external systems to connect to LMS via Z39.50 (Baker & Taylor provides cataloging services for the libraries. They currently connect to our system via Z39.50 client)

104

R The libraries currently use OCLC's Cataloging Services for metadata records. In the comments, Vendor should describe how the LMS interacts with this OCLC product.

105 H Validates incoming records according to district- or college-defined validation rules.

106

H Allows for the enhancement of exported records according to library-defined bulk record change rules, including the ability to enhance bibliographic records with holdings information in a single MARC field or the ability to export bibliographic and holdings records in the same file.

107 Can search external databases via Z39.50 or SRW/U and import

the resulting records to the system.

108 System has an option to notify staff when an imported record matches an existing record in the catalog.

109

Imports and exports records from common metadata schemas such as Dublin Core, VRA Core, etc. Please list the ones the system supports.

110

The Library retains ownership of records within the institutional catalog. The vendor must not take ownership of the records or make any kind of charge for their use.

111 In the comments section, please describe any limitations on the number of records that can be imported or exported.

112

113 UNIFIED STAFF SEARCHING AND INDEXING

114 Indexing A D N U O Comments:

115 R Can re-define existing indexes at the district or college level.

CSP #16A-013 Page | 40

116 R Provides real-time indexing/re-indexing of data.

117

R Includes a universal keyword index that can search the central knowledgebase, all of the college's databases, or an individual college's database.

118

R Has an out-of-the-box set of standard indexed fields, including, but not limited to: author, title, subject, series, call number, ISBN/ISSN, publisher, and notes.

119

H Can create customized indexes with no additional charge. Please indicate in comments if vendor must do this or whether staff can control this.

120 The system is able to index enhanced table of contents fields [505 second indicator “0”] and retrieve titles and authors.

121 Searching A D N U O Comments:

122 R Offers basic and advanced search capabilities on staff side.

123

R Advanced search allows for searching multiple fields simultaneously for words or phrases. Users can define their own search conditions, based on standard index options.

124 R Allows staff to save and manage query sets.

125 R Searches across all types of content (e.g. physical, digital, electronic) in one search query.

126 R Filters large result sets (by date, by format, college, library specific location, etc.).

127 R Provides a pre-search filter (e.g. by format, college, library specific location, etc.)

128 R Allows staff to edit, delete and create records from a results list (e.g. create an order, add holdings)

129 Has a persistent search box so that staff can search the database

regardless of where they are in the system.

CSP #16A-013 Page | 41

130 Allows staff to view and retain search history.

131

Searches for electronic resources by, but not limited to, title, journal title, package and provider, format, type (e-book, journal, media), and subject.

132

Allows staff to save, manage, and export sets based on queries. Sets should be the result of a query – i.e. all the items resulting from the search will be included in the set. Staff should be able to create sets of all record types (bibliographic, holdings, item, or authority). Query tool should be robust, accommodate large sets, and be easy to use. It should also be possible to choose items from a query, and to form a set from the chosen items. In Comments, Vendor should describe this feature and provide a list of output or export options for data sets.

133 Allows staff to scroll by call number.

134

In the comments section, briefly describe any unique features regarding staff searching and indexing not otherwise described above.

135

In the comments, vendor should describe the level of staff expertise needed to perform all reporting, updating, importing and exporting functions. In particular, identify which functions require the intervention of a database administrator or Systems/IT personnel as opposed to functions that library staff can perform on their own.

136

137 REPORTS AND ANALYTICS A D N U O Comments:

138

R Provides reports both at the district level and at the college level. In comments, Vendor should describe the reporting capabilities of the LMS. Specify which reports cannot be drilled down to the college level, if any.

139 R Allows customization of reports and analytics by staff, including but not limited to changing of report parameters, views, time

CSP #16A-013 Page | 42

ranges, etc.140 R Allows staff to run a report at any time.

141 R Provides options for output (e.g. HTML; Excel; PDF). Please comment if you do not provide an Excel option.

142 Provides usage statistics and complies with industry usage

reporting standards such as SUSHI and COUNTER.

143 Allows staff to schedule reports to run at defined intervals.

144 Aggregates historical data and provides trends analysis (such as usage or expenditures).

145 Readily available dashboard. Please indicate what numbers, etc.

are displayed in the dashboard.

146 Usage reports can be broken down by on-campus vs. off-campus users

147

Reports and analytics can easily be run on entire collection or portions of the collection (e.g. physical items, eresources, media, books, e-books, etc.) In the comments, please state if there are limits to the number of records a report can be run against.

148

System can retain 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.

149 Provides record set and report creation tools which do not

require knowledge of SQL.

150 Provides the option to create record sets and reports using SQL.

151

Provides the option to provide public access to selected record sets such as a new titles list, records selected to accompany a topic-based display, etc.

152

In the Comments section, briefly describe any unique features regarding Reporting and Analytics not otherwise described above.

CSP #16A-013 Page | 43

153

Examples of Specific Reports (Please specify in the comments field if the report is generated automatically or must be done manually)

154 Collection reports A D N U O Comments:

155 R Number of items broken down into Library of Congress class ranges (Specific ranges are required for SACS-COC reports)

156 Fund reports A D N U O Comments:

157 R Fund summaries of appropriations, expenditures, encumbrances, free balance

158 R Fund activity at the transaction level.

159 Acquisition reports A D N U O Comments:

160 R Expenditures by class range and time period (Required by SACS-COC)

161 Orders generated during a specific time period by type of material

162 Expenditures by type of material

163 Cataloging reports A D N U O Comments:

164 R Number of Items by library-specific location and type of material

165 R Number of Titles by library-specific location and type of material

166 R Number of items added within a time range

167 R Number of titles added within a time range

168 R List of items flagged as withdrawn, lost, missing, etc.

169 Circulation reports A D N U O Comments:

CSP #16A-013 Page | 44

170 R Number of check-ins within a time range

171 R Number of check-outs within a time range

172 R Number of renewals within a time range

173 R List of names of patrons with fines on their records

174 R Number of items used in-house

175 Usage reports for check-outs (location, subject, call number,

patron type, etc..)

176 Usage reports

177 Age of collection reports

178

179 SPECIFIC REQUIREMENTS

180 ACQUISITIONS

181 Acquisitions - General A D N U O Comments:

182 R System can segregate the financial/accounting operations for each library.

183

R Ability to provide a fully functional, integrated acquisitions subsystem that automatically manages encumbrances, disencumbrances, and expenditures in multiple library-defined accounts based on acquisitions activities including, but not limited to, selecting, ordering, receiving, claiming, cancelling, invoicing, and reporting.

184 R Provides a unified workflow for print and electronic resources including demand-driven acquisitions.

CSP #16A-013 Page | 45

185

R Supports automated selection, ordering, invoicing, and claiming. In the comments, Vendor should describe how the system checks for duplicate orders or records.

186

R Ability to import and export order information along with bibliographic records including price, vendor, etc. (Libraries currently download order information from Baker & Taylor's Title Source 3 into Millennium and send the orders from Millennium back to Baker & Taylor in order to receive electronic invoices. )

187 R Can automatically create order, invoice, and/or item records as desired by the individual college.

188 R Allows for the creation of brief bibliographic records if no MARC record is available.

189 R Allows non-purchased materials to have bibliographic records without an order or invoice attached.

190

Supports loading vendor notifications for purchase consideration, so that a selector can review notifications and decide whether or not to acquire a resource.

191

Approved selection items generate orders in acquisitions that can be automatically processed if they pass library-defined criteria (e.g. selector role, price and completeness of order line).

192

Supports automated acquisitions workflows for recommended items. Describe in the comments how rules to support this can be defined and managed.

193

The system keeps a history of all completed and cancelled acquisition transactions, including orders, credits, financial history, invoices, etc. This information can be archived, searched, or deleted according to local policy.

194 Library staff can create custom financial reports without assistance or mediation from the vendor.

195 Acquisitions - Purchasing and Workflows A D N U O Comments:

CSP #16A-013 Page | 46

196

R Has a full EDI interface with major library vendors for ordering and invoicing; colleges have the ability to add new vendors to the interface. (Libraries currently use Baker & Taylor for electronic ordering and invoicing).

197

R Flags a purchase order for further review if it meets library-defined criteria (such as incomplete order lines or prices above a threshold).

198

R Provides links from a purchase order to other related information such as invoice, vendor and linked descriptive record.

199

R Provides an automatic and sortable new titles list for each college, which can be set up on a schedule defined by each individual college.

200 R Provides an audit trail for financial transactions.

201 R Supports archiving of vendor invoices. Paid invoices are searchable and viewable.

202 R Provides reports of orders and invoices for each college.

203

Option that supports purchase requests for and from end users, including: privilege restrictions on which patrons may place requests; potential for mediation in the approval/rejection of purchase requests; automated ordering of requested purchases based on library- defined rules (such as patron role or price); and notification of/delivery to patron once a requested item has been received. Must be possible for library to turn this off at the college level.

204 Supports e-signatures.

205

Alamo Colleges Libraries currently uses a credit card to purchase materials from retail websites such as Amazon. In the Comments, Vendor should describe any features which would assist ordering items from this type of vendor.

CSP #16A-013 Page | 47

206 Acquisitions - Receiving A D N U O Comments:

207 R Can automatically create new item records when an item is received.

208 Allows print items to be received from both purchase orders and invoices.

209 Allows for the receipt of the following item types: single-title

monographs, serial monographs, and issues of serials.

210

Notifies staff when a volume or issue of a series has not arrived after a predefined interval, and allows for claiming of missed items.

211 Acquisitions - Vendors A D N U O Comments:

212

Maintains college-specific accounts for a single vendor and can distinguish between vendor types (such as consortia, publisher, provider, membership, etc.)

213 Can maintain multiple physical and email addresses for a single

vendor, and can tie these addresses to individual accounts.

214 Acquisitions - Funds Management A D N U O Comments:

215 R Provides segregated fund management for each college.

216 R Displays fund balances in real time (including encumbrances and expenditures).

217 R Supports a hierarchical fund structure that provides the ability to group and report on funds.

218

R Allows library staff to shift monies from one fund to another in any amount or make adjustments of funds at any time during the fiscal year.

219 R Provides fiscal year close processing at the college level.

220 Fiscal year close data can be maintained indefinitely.

CSP #16A-013 Page | 48

221 Payments for a single order can be split between multiple funds.

222 Provides links to invoices committed against each fund.

223

Provides financial reporting capability for acquisitions operations and funds across record types, including but not limited to order, vendor, item, and metadata records. Vendor should describe in the comments what data, if any, cannot be reported out.

224 In the comments section, please describe if there are any limits to the number of funds library staff can create.

225 Acquisitions - Invoices and Payments A D N U O Comments:

226 R Can import electronic invoices from third-parties such as Baker & Taylor or EBSCO.

227 R Paid invoices are searchable and viewable.

228 Can automatically create an invoice from a purchase order.

229

Can export invoice/payment requests to district financial systems and import payment confirmation files. (Alamo Colleges uses the Banner systems for financial data)

230 Can handle taxes for materials purchasing, including tracking tax-exempt status.

231 Supports vendor invoices received as PDFs.

232

In the Comments section, Vendor should briefly describe any unique features available with the Acquisitions subsystem not otherwise described above.

233

234 CIRCULATION

235 Circulation - Policies A D N U O Comments:

CSP #16A-013 Page | 49

236 R System provides the ability for each library to create and administer its own circulation policies.

237

R The LMS provides ability to set parameters including those for loans, limits to the number of items that can be checked out, a calendar, globally at the district level and locally at the college level.

238 R Allows for common circulation policies to be set across multiple libraries (e.g. limit to the number of items checked out, fines)

239 R Allows for each library to set their own individual policies. (e.g. number of renewals)

240 R Authorized library staff is able to define and revise material item types and codes for circulation policies.

241 R System integrates loan rules with library hours and closures. (e.g. items are not due on days the library is closed)

242 R Allows authorized staff to override the system rules for functions such as due dates, check-in times, blocks, etc.

243

R System alerts the operator upon check-out or check-in to special circumstances such as fines, holds, items in pocket, multiple items in container, or other situations requiring special attention. In Comments, Vendor should describe available methods of alert and any customizations (sounds, pop-ups, etc.)

244

R Is fully compatible with self-service equipment such as self-check machines. (Northeast Lakeview College has a 3M self-check machine)

245 R Supports keyboard entry and scanning of barcodes (Libraries uses Code 39 barcode symbology) or RFID.

246 R Supports real-time status of items in the PAC/Discovery interface.

247 R Supports printing or emailing of receipts on demand.

248 R Can create item records on the fly from any workflow area.

CSP #16A-013 Page | 50

249

R Supports ANSI/NISO z39.83 (NISO Circulation Interchange Protocol), SIP2, and ISO 10160/10161. (Northeast Lakeview College has a 3M self-check machine that uses the SIP2 protocol)

250 System provides the ability to view-only, edit, and manage loan

rules based on staff permissions.

251 Alerts staff to an item that is already checked out and allows item to be checked in and out in a single step.

252 Provides for the addition of notes to a patron's record.

253 Supports different tones for successful or unsuccessful entry of barcodes.

254 Supports visible alerts for conditions such as expired patron, etc.

255

Supports offline circulation transactions when the system is unavailable. Please describe which transactions are supported and how the offline circulation is uploaded when system becomes available.

256

System provides customizable templates for creating notices, receipts, paging slips/lists, hold shelf tags, pickup and overdue notices.

257

System is capable of recording usage statistics (in-house statistics) on items that have been used in the Library but not checked out.

258

Vendor should describe in the comments how the LMS determines due dates/times including end-of-semester due dates, and fines for checkouts, renewals, recalls.

259 Circulation - Patron/User Management A D N U O Comments:

260

R Authorized library staff can create different patron types and set circulation parameters for each type of patron. (e.g. staff, faculty, students)

261

R Creates/updates patron information in batch by institutional systems that serve as the initial source of that patron information. (Alamo Colleges provides patron data from Banner

CSP #16A-013 Page | 51

system)

262 R Allows authorized staff to create, modify, and delete patron records individually or in a batch.

263 R Retains indefinitely expired patron records that have financial information linked to them for fines and fees.

264 R Patrons have access to an online account that allows them to renew their own items and view recent circulation history.

265 R Provides an easy method for merging duplicate patron records. Please describe.

266 System enables the library to identify and search patron records by name, identification number, etc.

267

System protects patron data and privacy. In Comments, Vendor should specifically describe how the LMS ensures patron privacy and protects patron borrowing history.

268

Can update defined areas of the patron record (such as core information, addresses, and phone numbers) independently by disparate sources without affecting information in other segments.

269 Circulation - Fines and Billing A D N U O Comments:

270

R Assesses fines and fees for an item based on policies defined by the library. This includes both overdue fines and lost item fees, which may be automatically applied after an item is overdue for a library-defined period of time.

271 R Authorized staff can manually add or waive a fine or fee.

272

R System can automatically block a patron account from further activity for particular conditions (e.g. after a set amount of fines is accrued, limit to number of items checked out has been reached) and automatically unblocks when the condition no longer exists.

273 R Permits some types of transactions not to accrue fines. (e.g. faculty and staff are not fined for overdue items but are fined for

CSP #16A-013 Page | 52

lost items)

274 R Can generate bills for services, fines, and lost items both manually and automatically.

275 R Supports emailing of notices (e.g. overdues, bills, holds, etc.)

276

R Retains item-related history and transaction detail indefinitely for fines and fees, even if the item is removed from the collection.

277 R Provides reports on fines, fees and overdues

278 R System is capable of recording such activities as overdues, hold requests, and fines/fees assessed for each patron.

279 Authorized staff can manually set the check-in dates.

280 Circulation - Inventory Management A D N U O Comments:

281 Supports functions for handling inventory of physical collection.

282

283 Circulation - Request Management A D N U O Comments:

284 R Supports staff-initiated and patron-initiated holds, recalls and requests with the ability to disable any of the patron requests.

285 R Can automatically manage patron requests and require staff mediation only when configured to do so by the site.

286 Tracks the location of physical items requested by patrons.

287

Supports the development of digitization-on-demand services. In the comments, Vendor should describe the digitization-on-demand workflow.

288

Automatically generates a notice to patrons when requested items are available. This notice may be in the form of an email or an SMS and be generated in real time.

289 Supports the administration of access rights for electronic

CSP #16A-013 Page | 53

materials, including the ability to restrict access by patron group, IP address and federated access management where appropriate.

290

291 INTERLIBRARY LOAN (ILL)/RESOURCE SHARING

292 Interlibrary Loan/Resource Sharing A D N U O Comments:

293

R Alamo Colleges Libraries currently uses OCLC's WorldShare Interlibrary Loan to support borrowing and lending among the Alamo College Libraries and outside of our group. Please describe how the LMS interacts with this OCLC product.

294 Interacts at a transaction level with third-party resource-sharing

platforms such as ILLiad.

295

Displays license expressions pertaining to lending of e- resource holdings (permitted electronic, permitted print only, prohibited, etc.).

296

System alerts the operator if journal title, copyright code, and circulation history indicate that the copyright limit has been reached. In the Comments, the Vendor should list any compliance tracking that the system offers.

297

In the Comments section, Vendors should briefly describe any unique features regarding Fulfillment (Circulation & ILL) not otherwise described above.

298

299 COURSE RESERVES

300 Course Reserves A D N U O Comments:

301 R System provides segregated course reserve functionality for each college.

CSP #16A-013 Page | 54

302 R Supports print, digital, and electronic reserve items, including streaming video.

303

R Can produce lists of items held on reserve by a variety of fields, such as course name, course number, department, and instructor.

304 R Allows authorized users to archive information at the end of a semester and re-activate it at a future date.

305

R The LMS supports a one-to-many file to item relationship. (i.e. An item can be associated with multiple instructors. An item can be associated with multiple courses.)

306 R Allows staff to create courses manually.

307 R Allows staff to create, edit and delete course reserves and easily add items to a reserve.

308

R Provides a minimum of the following information in a course reserve: course name, course number, department, instructor's name.

309 R Allows course reserve information to be visible in the public interfaces of the LMS and DS.

310 R Provides automatic activating and deactivating of course reserve materials by date.

311

R The system must be able to limit access to certain content to the students in a particular section of a course. Please describe how this works.

312

Can receive information about course materials from external sources, such as the discovery interface, an integrated messaging system, or a web form.

313 Can report copyright clearance status and license terms.

314 Allows staff to upload files (e.g. data sets, images, word docs) to the course reserve system as an electronic reserve item.

315 Supports advance booking of material or equipment, including

CSP #16A-013 Page | 55

items of varying loan periods (e.g. 24 hour as well as 2 hour loans).

316 Provides a digitization workflow for course reserve material.

317 Assigns processing statuses automatically or manually.

318 Allows staff to create custom processing statuses.

319 Provides persistent URLs for reserves that can be pasted into

course management systems, or other third party systems.

320 Can sync with the campus registrar system to maintain current course lists, enrollment, and instructor data.

321 Allows staff to broadcast messages to faculty and/or student users.

322 Integrates with the course management system (i.e. CANVAS).

Please describe.

323

System identifies and displays items held on reserve which are not linked to courses and/or faculty names (e.g., newspapers, items held for safety or heavy use).

324

In the Comments section, Vendors should briefly describe any unique features regarding Course Reserves not otherwise described above.

325

326 METADATA (CATALOGING AND AUTHORITY CONTROL)

327 Metadata - Management A D N U O Comments:

328

R Supports multiple classification schemas (such as Library of Congress, SuDocs, Dewey, and local classification schemas) and multiple subject vocabularies (such as Library of Congress Subject Headings and genre headings.)

329 R Validates appropriate use of elements, fields, subfields, and fixed field values.

CSP #16A-013 Page | 56

330 R The system accommodates use of designated MARC fields for local data.

331 R Supports ALA diacritics input and display. Supports display of Unicode characters in all screens.

332

Supports multiple metadata formats and is extensible to future formats. Import and export (with no loss of data), full editing, and validation are available for all formats. In the comments, Vendor should list supported and planned formats.

333

Provides transformations between supported metadata formats. e.g., MARC to Dublin Core and Dublin Core to MARC. In the comments section, please list the transformations the system supports.

334

The system supports all MARC fixed and variable fields, subfields, tags, and indicators for all MARC bibliographic, authority, and holdings formats. In the comments field, please list exceptions.

335 Metadata - Editing A D N U O Comments:

336 R Staff can edit any element, field, subfield, or fixed field value as appropriate for the format.

337

R Can restrict display of individual metadata or holdings records from the system without deleting those records from the database.

338

R Supports the creation and storing of record templates for use in creating and editing records, including specifying default elements, fields, subfields, and fixed field values stored in these templates.

339 Provides the same editing capabilities for all metadata types

(physical, electronic and digital).

340 Enforces data editing policies as set at the district level and at the college level.

341 Permits catalogers to save drafts of records without committing

them to the catalog.

CSP #16A-013 Page | 57

342 Supports record versioning, including the ability to roll back to

past versions of a record.

343 Restricts, to owning site, view and use of records whose terms of use prevent their being shared with other libraries.

344 Supports the addition, to shared records, of local fields that are

displayed only to the owning site.

345 Supports duplicate checking for specific standard numbers like ISBN, ISSN, LCCN, OCLC, and barcode.

346 The system provides tracking of and accountability for staff

editing of all records within the shared environment.

347 Fonts, font sizes, and color scheme can be altered and customized.

348

System supports creation of macros for storing text strings, hot key commands, and stringing multiple actions into one keystroke.

349

Provides centralized, automatic MARC record updates. In the Comments, Vendor should describe this process and any staff interventions that may be allowed or required.

350 Metadata - Authority Control A D N U O Comments:

351 R Vendor provides a global, shared authority file.

352 R Supports MARC/RDA authority records including Library of Congress name and subject Headings and genre/form terms.

353 R Supports staff creation, revision and deletion of local authority records.

354 R Supports batching loading of authority records

355 R Enables staff to perform global edits and updates to a group of authority records.

356 R Automatically checks and updates headings in bibliographic records against the authority file.

CSP #16A-013 Page | 58

357 R Flags changes that require staff decisions, such as heading splits and newly qualified names.

358 Provides appropriate references in the public interface.

359

Provides centralized, automatic authority heading updates. In the Comments, Vendor should describe this process and any staff interventions that may be allowed or required.

360

361 SERIALS

362 Serials A D N U O Comments:

363

R Supports print materials management at the issue level, including receiving, item generation, labeling, routing, claiming, and binding.

364 R Provides date prediction and enumeration patterns for check-in purposes.

365 Library staff can modify prediction patterns, accommodate

irregular prediction patterns, and create custom frequencies.

366 Supports MARC tag 891 for automated check-in.

367

Can check-in multiple parts of a title, including individual issues, bound volumes, pocket parts, loose- leaf supplements, legislative service, etc., each received on a regular or irregular basis. Fields are available to distinguish type of material checked-in.

368 Supports receipt of issues via SISAC and/or UPC codes.

369 Supports serials claiming across workflows.

370

Automatically updates the MARC21 holdings record, including all content related to the 85X/86X paired fields, either during receiving or as a separate function.

CSP #16A-013 Page | 59

371

Upon check-in of item, system is capable of performing automatic activities such as updating receipt status, claim action date reset, spine label printing, item record creation, and/or routing slip creation. In the Comments sections, list any and all activities the system is capable of performing upon check-in.

372 Can generate reports and statistics from all fields associated

with serial records.

373

Issue-level information (e.g. current receipt, claimed issues, binding preparation, etc.) is accessible for users within the public interface of the DS or LMS.

374 Supports the display and linking of serial relationships (title changes) within the public interface of the DS or LMS.

375

Supports alerts for duplicate issues, holds on items, routed items, bindery alerts, and other special situations at item check-in.

376 Supports serials cancellation workflows.

377

In the Comments section, Vendor should briefly describe any unique features available with the Serials subsystem not otherwise described above.

378 HOLDINGS MANAGEMENT

379 Holdings Management A D N U O Comments:

380 R Can create holdings and item records for both physical and electronic resources.

381 R System supports the ability to create custom item record statuses.

382

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

383 Supports the MARC21 Format for holdings data.

CSP #16A-013 Page | 60

384

Allows a holdings record to be moved to a different bibliographic record, or an item record to be moved to a different holdings record, while retaining the link to the purchase order.

385 Supports linked records for items bound together with separate

bibliographic records but shared holdings/item records.

386 Supports export and import of holdings records.

387

The system permits an unlimited number of copy/item records to link to a single bibliographic record and allow for various locations of these items.

388

System permits the display and printing of all records attached to bibliographic records, including item, order, and holdings records, in summary or in detailed form.

389 System has the ability to batch create multiple item records. (i.e.

For large multi-volume sets)

390

391 ELECTRONIC RESOURCES MANAGEMENT

392 Electronic Resource Management (Including License Management)

A D N U O Comments:

393

Provides management of electronic resources acquired through institutional purchase, college purchase, and consortia purchases outside the institution as well as e-content available via Open Access and cooperative open repositories.

394

Supports the management of license agreements for all electronic resources. In the comments, Vendor should describe how licenses and related documents are stored and displayed, and list fields available for license terms.

395 Manages administrative information for electronic resources and contact information for vendors and publishers.

CSP #16A-013 Page | 61

396

Provides a unified workflow for print and electronic resources, but at the same time offers functions necessary specifically for electronic resources, such as renewal reminders and tracking for resources from trial to activation.

397 Provides an integrated OpenURL resolver.

398 Supports cases where the OpenURL resolves to multiple records.

399 Supports customizable usage report generation for OpenURL resolver, including by source and by target.

400 OpenURL resolver supports one-click resolution to full text

access when supported by target provider.

401 Open URL resolver menu is customizable.

402 Can produce or ingest and manage usage statistics at the district and college level.

403 Allows for the activation of approved purchases for electronic

packages and titles.

404 Notifies staff when an electronic package or title is activated.

405

Adds descriptive records to describe the title(s) to the catalog automatically if included in the central knowledgebase when an electronic package or title is activated.

406 Manages licenses and amendments, including attaching digital versions.

407

The LMS supports the ERMI schema for licenses, including the ability to display only those fields that the library uses and not the rest.

408 Can display selected portions of the license through the DS to end users.

409

Supports the administration of license management and amendments and also provides a read-only display of license expressions. The read only display should include simple terms

CSP #16A-013 Page | 62

display such as: Electronic ILL: Permitted; Course Reserve: Prohibited; Authorized Users: Students, Faculty, Staff, Walk In Users, etc.

410 License management includes fields for signatory and signing date.

411

License management functionality includes the ability to compare/display all like expressions (e.g. Electronic Interlibrary Loan) and expression qualifiers (e.g. Prohibited or Permitted).

412

License management functionality cross links license documents to all of the following: resources, vendors/publishers, and consortia.

413

License management functionality includes the ability to retrieve licenses by specific criteria (e.g. expression, resource type (e.g. all streaming video licenses), dates (execution/expiration), signatory, maximum payment, etc.

414 Notifies staff when electronic resources are not available

temporarily or for a longer length of time.

415 Can notify users in the DS when electronic resources are not available displayed in real time.

416

Supports setting up of trials to evaluate e- resources before purchasing, which should include managing participant feedback and groups of participants.

417

Supports the ability to evaluate existing electronic resource subscriptions and make a decision to renew or cancel based on usage statistics, cost, changes in license, or changes in title lists to a package. System links usage statistics to the records for the subscriptions and stores usages statistics indefinitely.

418

In the Comments section, Vendor should briefly describe any unique features available within ERM not otherwise described above.

419 PUBLIC ACCESS CATALOG (PAC)

CSP #16A-013 Page | 63

420 Public Access Catalog (PAC) A D N U O Comments:

421

R System includes a PAC on a web-based platform that is accessible across modern browser environments, including mobile device browsers.

422

H PAC allows basic and advanced searching as well as ability to restrict searching to one college or a combination of any of the other colleges.

423

PAC is integrated into the LMS and records are updated in real-time, including their circulation status. Requires no batch loading or nightly re-indexing of the data.

424 Ability to send information about call number and location to a

mobile device such as smart phone.

425 DISCOVERY SERVICE (DS)

426 DS - Searching/Browsing/Interface Tools A D N U O Comments:

427 R Has a persistent single search box so users can search the system no matter where they end up.

428 R Searches across all types of content (e.g. physical, digital, electronic) in one search query.

429 R Supports faceted browsing.

430 R Supports selection of multiple facets.

431 R Offers basic and advanced search capabilities. Please describe the advanced.

432 R Allows saving and managing query sets.

433

R Provides a pre-search filter (e.g. by library, format, library-specific location, publication date, availability, etc.) Please describe.

434 R Supports filtering of result sets (e.g. by library, format, library-specific location, publication date, availability, etc.)

CSP #16A-013 Page | 64

435

R Eliminates dead ends searches. Searchers are connected with resources or context-specific help in locating resources if a search does not produce results.

436 R Offers users searchable access to a thesaurus, a table of names and titles, or a keyword-in-context display.

437 R Distinguishes between full-text and index-only access to digital information.

438 R Ability to move between browsing options, including faceted browsing.

439 R Supports browsing/serendipitous discovery.

440 R Integrates a centralized comprehensive knowledgebase.

441

R Searches and records (single records or multiple records marked or added to a holding folder) can be saved, bookmarked, exported, shared in multiple ways across numerous platforms (text-to- phone, email, social media, bibliographic software, etc.)

442 R Search results are de-duped.

443 R Offers searching of subject and name authority files.

444 R Non-Roman characters and diacritics are displayed correctly and file correctly in search results and bibliographic displays.

445 R Offers ability to search for and access graphical resources (e.g. schematics, images, charts, photos).

446 P Option to enable or disable at the college level any social media tools such as recommendations, reviews, comments, etc.

447 R Integrates content preview data in display, such as TOCs, book covers, and book reviews.

448

R Searches for electronic resources by, but not limited to, title, journal title, package and provider, format, type (e-book, journal, media), and subject.

CSP #16A-013 Page | 65

449 R Provides abbreviated, permanent URLs for individual records.

450

R DS can recommend subjects, alternative titles, spelling corrections, and other ways to help the user refine search strategies or find related resources.

451

Distinguishes between types of resources, beyond the usual book/article; for example: book chapter, journal article, still image, audio file, 3-D object, letter within collection.

452

Ability to move easily between discovery layer and databases or other external delivery interfaces, such as data and other repositories.

453 Supports the ability to browse by call number.

454

Search results are accurate and reliable. (i.e. Discovery results offer the same results as a user would get in the native search interface of the database.)

455 Relevance ranking can be controlled at the college level. Please share your algorithm.

456 System supports FRBRization of results.

457 Allows users to access tables for creating searches utilizing non-

Roman character sets.

458 Access restrictions can be displayed from the LMS.

459

Can harvest metadata from, and provide access to, local institutional repositories, archives, special collections, locally developed databases and locally created or licensed resource guides (e.g. LibGuides).

460 Supports social media tools such as recommendations, reviews, comments, etc.

461 Option for library staff to monitor social media.

462 User's library account in the LMS is accessible through the DS,

including circulation information, due-date reminders and item

CSP #16A-013 Page | 66

renewal capabilities; online fee payment; and sharable virtual collections and alerts based on keywords or other criteria such as item availability.

463

Users are linked to electronic resources with one- click access such as through an open URL resolver if supported by target provider.

464 Option to enable or disable user requesting by site.

465 Users can request items via document delivery or interlibrary loan.

466

Exports records to bibliographic software such as EasyBib, Refworks or Endnote. In the comments section, please list the software your company supports.

467 Can integrate with in-house or licensed physical location

mapping software.

468 Search terms are highlighted in results display; this function can be controlled by the site or the user.

469 Web-scale discovery utilizes an integrated central index of

processed metadata and full text content.

470 Central indexing is done systematically and frequently. Specify in the Comments frequency of indexing.

471 Central index provides seamless access to all institutionally

licensed content across providers without additional costs.

472

Metadata and full text content may be harvested from multiple sources including local catalogs, OAI-compliant data sources, and licensed databases.

473

Search results can permit users to determine the current availability of e-resources; e.g., single user e-books that may be checked out.

474

DS will facilitate known-item searches and open-ended searches (including authors, titles, subject terms, or other identifying information).

475 DS includes a web-based Discovery tool that is accessible across

CSP #16A-013 Page | 67

modern browser environments, including mobile device browsers.

476

DS and LMS are integrated and updates occurin real-time, including circulation status, as records are updated on the LMS, requiring no batch loading or nightly re-indexing of the Library's data.

477 Library can customize the DS interface, including the order of the data elements.

478

DS provides advanced search features, including boolean searching and exact phrase searching; limit by material type, collection, location, and date; and sorting by relevance and date.

479 Ability to limit or filter a search by 2 or more parameters.

480

Authenticated patrons can access circulation account information such as, items checked out, fines and fees, items on hold, renew items, and export records via email, text, etc.

481 DS includes spell check capabilities.

482 DS provides ability for creation of reading lists that can be easily

integrated into the Course Management System.

483

Branding is be easily configurable and can be controlled at the college level. (e.g. library logo, library-specific chat box, addition of widgets such as for LibGuides, etc.)

484 In the comments, please describe the programming language used for the web-based interfaces (e.g. HTML5)

485 In the comments, please list any vendors that will not share their

data with your DS.

486

487 INTEROPERABILITY

488 Interoperability between the LMS and the DS A D N U O Comments:

CSP #16A-013 Page | 68

489 R DS upgrades integrate with LMS and LMS upgrades integrate with DS.

490 R Supports patron-driven acquisition models and authentication

491 R Supports EZ Proxy

492 R Supports mobile devices for public functions.

493 R Support mobile devices for staff functions.

494 R Supports multiple metadata formats. Please list.

495 R Functions with multiple course management systems (Alamo Colleges currently uses CANVAS)

496 R Integrates with LMS course reserve system.

497 R Integrates with Interlibrary Loan systems (Alamo Colleges currently uses OCLC's Resource Sharing)

498 R Integrates patron account information (patrons can see their loans, fines, saved searches, etc.)

499 R Supports both traditional and consortia resource sharing within its public interface.

500 R LMS can work with third party Discovery services (e.g. EBSCO's EDS)

501 Offers an integrated messaging system.

502

Users can access DS from a variety of browsers and devices without loss of functionality. In Comments, Vendors should list specific browsers officially supported.

503

Staff viewing a record in the LMS interface can view the public display of the same record directly in the DS without performing a separate search in the DS.

504 DS is interoperable with parent company’s Library Management

System as well as those systems offered by other Library

CSP #16A-013 Page | 69

Management System providers. In the Comments, Vendor should describe any restrictions and loss of functionalities when using an LMS from another provider. Specifically indicate if parent’s company’s Library Management System can only be publicly interfaced with Discovery system as described in this proposal.

505 In the Comments section, briefly describe any unique features

regarding interoperability not otherwise described above.

506

In the Comments section, please address the following questions: What portions of your proposed system(s) are separable? 1. Is it possible to use an alternate discovery environment but still use your solution for fulfillment and for back-end processing? 2. With what specific third-party discovery solutions does your solution work? 3. Describe any interfaces and APIs that are available to support such integration/interoperability.

507

508 VENDOR SUPPORT, TRAINING AND MIGRATION

509 Vendor - Support A D N U O Comments:

510

R Require considerable overlap between the libraries business hours and vendor support availability. Libraries are open 7 a.m. to 10 p.m. (CST) Monday through Sunday.

511 R Vendor provides timely resolution of issues. Please describe your turnaround time.

512

R Vendor provides a customer web site that includes: a knowledge base that includes extensive information to assist customers in troubleshooting; access to product information such as release comments and software documentation; and information regarding upgrades, bug fixes, etc.

513 R Vendor will provide clear procedures and means for all support contact between the vendor and library including emergency

CSP #16A-013 Page | 70

procedures.

514 R Vendor prioritizes and utilizes customer feedback in product development. Please describe.

515

R Vendor provides up-to-date documentation of LMS functionality and known issues, and publicizes extensions of functionality and resolution of issues.

516

R Vendor provides documentation for APIs and web services that enable the customer to extend system functionality, including online forums for customer developers and code sharing.

517 R Vendor provides timely notification of downtimes for maintenance, etc. Please describe.

518

Vendor supports customer community activities, such as online or in-person meetings, to allow customers to share ideas and solutions.

519 In the Comments section, briefly describe any unique features

regarding vendor support not otherwise described above.

520 Vendor - Training A D N U O Comments:

521 R Vendor will provide training (basic and intermediate) in all functioning subsystems.

522 R Vendor will provide training in system management.

523

R Continued education opportunities provided in a variety of methods including, webinars, training at conferences, tutorials, etc.

524 Question: Is there an added cost to have new staff trained? Please comment.

525 In the Comments section, briefly describe any unique features

regarding vendor training not otherwise described above.

526 Vendor - Migration A D N U O Comments:

527 R System has the ability during migration to merge similar bibliographic records without loss of locally-created data.

CSP #16A-013 Page | 71

528

In the Comments, Vendor should describe a recommended or typical migration timeline, including phases of data migration, customization, training, and charging of implementation fee(s).

529

In the Comments, Vendor should describe the typical or recommended amount of ILS downtime for the migration, based on institutional size, number of patron or bibliographic records, or some other applicable metric.

530

In the Comments, Vendor should describe the migration services offered, including data migration services, training, and configuration and policy planning.

531 In the Comments, Vendor should describe experiences migrating data from the Innovative Interfaces Millennium ILS.

532

System has the ability to retain and preserve transient or temporal data, such as checkouts, holds, item status, item statistics (such as total checkouts), patron status and patron blocks, through the migration process.

533 In the Comments section, briefly describe any unique features regarding the migration process not otherwise described above.

CSP #16A-013 Page | 72