request for proposal (rfp) integrated library system and ... · integrated library system and/or...
TRANSCRIPT
Request for Proposal (RFP)
Integrated Library System and/or
Discovery Layer Solution for
Hamilton East Public Library (HEPL)
Issue Date: Wednesday September 2, 2020
Due Date: October 16, 2020, 5:00 p.m. EST
HEPL seeks proposals for an Integrated Library System delivered as SaaS and a
Discovery Layer solution. Proposals may include one or both components.
Contact: Molly Mrozowski
Collection Services Manager
Hamilton East Public Library
(317) 770-3220
Table of Contents 1. General Information .................................................................................. 4
1.1 Timeline .............................................................................................. 4
1.2 Statement of Purpose .............................................................................. 4
1.3 Library & Project Background ..................................................................... 5
1.4 Critical Requirements .............................................................................. 6
1.4.1 ILS/LSP .......................................................................................... 6
1.4.2 Discovery Layer ................................................................................. 8
1.5 Proposal Evaluation ................................................................................. 8
1.6 Selection Criteria ................................................................................... 8
2. Proposal Submission Guidelines ..................................................................... 9
2.1 Responses to RFP .................................................................................... 9
2.2 Exceptions ........................................................................................... 10
2.3 Negotiation.......................................................................................... 10
2.4 Contract Documents ............................................................................... 10
2.5 Prices ................................................................................................ 10
2.6 Project Schedule ................................................................................... 11
3. Proposal Format ...................................................................................... 11
3.1 Cover Letter ........................................................................................ 11
3.3 Executive Summary ................................................................................ 11
3.4 Vendor Experience & Credentials ................................................................ 12
3.4.1 Corporate History ............................................................................. 12
3.4.2 References ..................................................................................... 12
4. Description of Requirements ....................................................................... 13
4.1 System Functionality Worksheet ................................................................. 13
4.1.1 Acquisitions .................................................................................... 13
4.1.2 Administration and Customization .......................................................... 14
4.1.3 Cataloging/Item Records ..................................................................... 16
4.1.4 Circulation ..................................................................................... 19
4.1.5 Discovery Layer ................................................................................ 22
4.1.6 Implementation, Training and Support .................................................... 23
4.1.7 Interlibrary Loan and Requests ............................................................. 24
4.1.8 Offline Functionality ......................................................................... 24
4.1.9 Outreach ....................................................................................... 25
4.1.10 Platform and Data ........................................................................... 25
4.1.11 Reporting ..................................................................................... 26
4.1.12 Third Party Integration ..................................................................... 26
4.2 Mandatory Cost Worksheet ....................................................................... 28
4.2.1 ILS/LSP ......................................................................................... 28
4.2.2 Discovery Layer ................................................................................ 29
4.3 Declaration and Signature ........................................................................ 30
1. General Information
1.1 Timeline The timeline supplied is HEPL’s best estimate and is not binding on the Library.
RFP ISSUED Wednesday, September 2nd, 2020
OPTIONAL SITE VISITS (VIRTUAL ENCOURAGED)/LIBRARY INTERVIEWS Noblesville Library 1 Library Plaza Noblesville, IN 46060 Fishers Library 5 Municipal Drive Fishers, IN 46038
Monday, September 14th- Friday, September 25th, 2020 Contact Molly Mrozowski to schedule, no less than 3 business days in advance
DEADLINE FOR VENDOR QUESTIONS Friday, October 2nd, 2020 5:00 pm EST
PROPOSAL DUE Friday, October 16th, 2020 5:00 pm EST
SELECTION OF VENDORS FOR MEETING/DEMONSTRATION
Friday, October 23rd, 2020
LIBRARY PROVIDES DEMO EXPECTATIONS TO SHORT-LISTED VENDORS
Friday, October 23rd, 2020
VENDOR DEMONSTRATIONS DUE Scheduled November 2nd- November 6th
LIBRARY DECISION AND RECOMMENDATION TO LIBRARY BOARD OF TRUSTEES
Thursday, November 19th 2020
SELECTED VENDOR NOTIFICATION Friday, December 4th, 2020
ESTIMATED MIGRATION START January 4th, 2021
All questions must be emailed and directed to Molly Mrozowski, [email protected]
A complete listing of all Vendor questions relating to this RFP along with HEPL responses will
be provided to each Vendor via written addendum to be delivered electronically.
1.2 Statement of Purpose This Request for Proposal (RFP), issued by the Board of Trustees of Hamilton East Public
Library (hereby referred to as “HEPL”) is for the supply, migration and training of an
Integrated Library System (ILS) or Library Services Platform (LSP) to be delivered by SaaS. We
are also seeking a Discovery Layer solution and will entertain proposals for integrated
platforms AND/OR independent Discovery Layers. Each solution must work in conjunction with
HEPL’s Automated Materials Handling system and either be compatible with our Capira mobile
solution or provide an alternative app. A successful product will support HEPL’s growing
offsite and outreach initiatives, provide a platform that works for all levels of staff, and
feature a modern and intuitive interface. HEPL is open to considering vendors with products
that include non-traditional ILS functions if they satisfy the basic requirements and further
our community connections.
1.3 Library & Project Background HEPL is located in Hamilton County in central Indiana approximately 25 miles north of
downtown Indianapolis. The district covers 150 square miles, or about one-third of the total
area in Hamilton County, including Delaware, Fall Creek, Noblesville, and Wayne Townships,
and the cities of Noblesville and Fishers. Hamilton County has experienced tremendous
growth in the past few decades. Between the 2000 and 2010 census, the library district grew
from 82,296 to 140,680. Within this district there are two large public school systems which
partner with HEPL to provide digital access to all students.
HEPL has two locations (currently) open 48 hours per week, serves approximately 87,000
cardholders and an additional 40,000 digital student cards. In 2019, HEPL circulated a
combined 2.1 million physical items and 424,000 downloadable items. The 95,000 square foot
Fishers Library and the 102,000 square foot Noblesville Library were expanded and remodeled
in 2005 to anticipate the needs of these growing communities and again in 2018 to enable a
modern service approach.
HEPL has been using SirsiDynix since first automating in the 1980s, most recently migrating to
Symphony SaaS from a locally hosted installation. HEPL seeks an ILS or LSP that will provide: a
modern and intuitive access point for patrons; easy to learn functionality for staff; secure
data storage; support for outreach and non-traditional service points; and future software
updates that will adapt to changing expectations and needs.
Bibliographic Records 212,677
Item Records 361,351
Authority Records 354,747
Population Served 162,769
Cardholders Full service: 86,502 Student digital: 41,402
Annual Circulation Physical: 2,074,246 Downloadables: 424,509
Staff Workstations 85
Staff 106
Self-Checks 13
OPAC terminals 20
AMH System RFIDLS
1.4 Critical Requirements These broad requirements constitute the basic level of functionality HEPL requires in either
an ILS/LSP or Discovery solution and must be met by the Vendor for consideration under this
RFP.
1.4.1 ILS/LSP Standards
Must support MARC21 and RDA data
Integration
Must support SIP2 and include an unlimited number of connections to SIP2 systems
Must support NCIP
Must support EZProxy integration
Must integrate with Envisionware Print Release software.
Must integrate with RFIDLS Automated Materials Handling system
Must integrate with CollectionHQ
Initial Training
Must provide training for all modules purchased (including onsite or live online
training)
Training manuals for all modules must be provided.
Migration and Implementation Services Requirements
Vendor must migrate the library’s present databases to the proposed system.
Migration must include: Bibliographic data, MARC records, Holdings and Item records,
Patron data, Active circulation data, Active acquisitions data.
Vendor must perform a test migration, allowing the library to review and approve
data, before performing a final migration.
Vendor must provide instructional and consultation services to HEPL staff in the
extraction of data from the current SirsiDynix system.
Ongoing Customer Support Services Requirements
Must offer evening and weekend support for emergency issues
Telephone support for non-critical issues must be available during standard business
hours
System documentation must be provided.
Online help is available for all modules purchased.
Cataloging
Must allow loading of bibliographic records with flexible match, merge, and overlay
tools.
Must support numbered and named labels for MARC tags in editing screens.
Must support Authority records and provide an Authority Control solution.
Circulation
Must allow library to independently configure basic circulation functions, such as days
closed, due dates, and fines
Vendor must have remote circulation and inventory functions that staff can use from
any device with an internet connection
Must integrate with a portable scanner for both circulation and inventory
SMS Notifications
Must automatically deliver text messages (with patron opt-in/opt-out) for hold pickup,
fines, overdue, and user announcements.
SMS messaging system must be carrier-agnostic
Acquisitions
Must support automatic order creation from vendor-supplied MARC records with
embedded data in 9XX fields
Must accommodate flexible fund structures and track encumbrances
Must allow order creation, material receipt, claiming and all other functions for
tracking of ordered materials
Must support an unlimited number of material types/formats, fund accounts, vendor
records, order records, claims and transactions, without an added cost.
Reporting
Must allow creation and scheduling of reports for all user, circulation, fines,
payments, holds, bibliographic and usage data.
Staff client(s)
Must offer offline client.
Must offer a request/ILL module.
Must offer circulation and inventory functionality accessible from mobile devices.
1.4.2 Discovery Layer Public interface/discovery system
Public discovery must have responsive design with full functionality on a mobile device
Must be highly customizable
Must offer patron account management capabilities
Must support inclusion of library branding
Must integrate electronic databases, including Novelist Plus and Novelist Select
Must integrate ebook vendors including Overdrive and Hoopla
1.5 Proposal Evaluation An Evaluation Committee will review all proposals to determine which Vendors have qualified
for consideration. Only those proposals that meet or exceed the intent of the critical
requirements will be further evaluated. Evaluation of functionality, customer reference
checks, customer support ratings, third-party product integration, development history, and
cost will be included in the preliminary selection process. HEPL reserves the right to select
the Vendor deemed most suitable, which may or may not be the lowest cost vendor.
Based on the above evaluation, HEPL will develop a short list of Vendors. These Vendors will
be invited to present a demonstration of their proposed solution (either in person or virtual
conference.) HEPL will provide a list of expectations for the demonstration, following the
timeline outlined in section 1.1.
HEPL reserves the right, at its sole discretion, to request clarifications of proposals or to
conduct discussions for the purpose of clarification with any or all Vendors. The purpose of
such discussions shall be to ensure full understanding of the proposal. If clarifications are
made as a result of such discussion, the Vendor shall put such clarifications in writing.
1.6 Selection Criteria The selection of the winning proposals will be based on a numerical scoring system. All
proposals will be assigned a score for each item/category as outlined in the following table.
Upon receipt of the proposals, an evaluation team will determine the proposals most qualified
based on the following criteria:
Suitability of the proposed solution 25%
Ability to meet system requirements 25%
Service, support and training provided to HEPL
25%
Affordability of the proposed system 15%
Vendor experience and capability 10%
2. Proposal Submission Guidelines Proposals are due on the date and time indicated in Section 1.1.
Prior to proposal submissions, Vendors may schedule an Optional Site Visit during the week
indicated in Section 1.1. Optional Site Visits and Library Interviews (which may be conducted
virtually or over the phone) are designed to offer Vendors an opportunity to learn more about
our system, workflow, and expectations, in order to determine if the proposed solution may
be viable in response to this RFP.
To schedule a site visit or virtual conference, the Vendor should contact Molly Mrozowski no
less than three business days in advance of the day they wish to visit or connect virtually.
Visits must be scheduled between 9:00 and 5:00 pm EST.
Proposals may be delivered by email, hand, U.S. Mail, or courier service. Proposals received
beyond the deadline (date and time) will be returned, unopened.
Proposals should be addressed to:
Molly Mrozowski
Collection Services Manager
Hamilton East Public Library
1 Library Plaza
Noblesville, IN
Responses shall follow the format laid out in Section 3: Proposal Format.
Proposals should include all necessary information on software, migration, training, purchase,
maintenance and support costs associated with the proposed solution. Costs must be provided
using the included Cost Worksheets.
Proposals should include the minimum specifications for existing PCs and networking
requirements to operate in conjunction with the Vendor’s software.
Any costs associated with the preparation and delivery of the proposal will be borne solely by
the Vendor.
2.1 Responses to RFP
Vendors may not use omissions or errors in the Specifications or other contract documents to their advantage. HEPL reserves the right to issue new instructions correcting any such errors or omissions, which new instructions shall be treated as if originally included.
HEPL may make any investigation it deems necessary to determine the ability of the Vendor to perform the work. Vendors shall furnish information for this purpose to HEPL upon request. HEPL reserves the right to reject any bid if the evidence submitted by, or other investigation
of, the Vendor fails to satisfy HEPL that the Vendor has the proper qualifications, experience, equipment, manpower, or financial and managerial capability to carry out the obligations of the contract agreement or to perform the work as specified.
A Vendor may withdraw a bid in writing to Library prior to deadline for bid receiving.
2.2 Exceptions
If the Vendor’s specifications for furnishing products or equipment are in any respect not the
equivalent of the requirements in the RFP, this discrepancy must specifically be called out in
the proposal. Notwithstanding anything to the contrary in this RFP, Vendors are invited to
propose, and HEPL will consider, any system that is the functional equivalent, or better,
system than called out in this RFP.
2.3 Negotiation
The Vendor acknowledges HEPL's right to reject any and all bids and to waive any formality or
irregularity in any bid received. The Vendor recognizes HEPL’s right to reject any bid which
fails to submit the data required by the bidding documents or is in any way incomplete or
irregular. An award to the lowest Vendor is not required.
Library reserves the right to enter into negotiation with one or more Vendors. Library reserves the right to waive any informality as may be permitted by law. Library reserves the right to award multiple contracts for different portions of the work or commodities, or to reject all proposals.
2.4 Contract Documents
Each Vendor shall examine the bidding documents carefully. Any interpretation or correction
will be issued as an Addendum by HEPL. Only a written interpretation or correction by
Addendum shall be binding. Addenda are written or graphic instruments issued prior to bid
receiving which modify or interpret the bidding documents, including specifications,
additions, deletions, clarifications or corrections. Prior to bid receiving, HEPL will send any
Addenda to each Vendor in writing.
The successful responder will be expected to enter into a contract with Library pursuant to the documents that include the RFP, the Vendor’s proposal, the summary of negotiation, and any and all other additional materials submitted by the Vendor. The selected Vendor may be requested to submit copies of their applicable standard contract forms.
The only official answer or position of Library will be the one stated in writing.
2.5 Prices
Vendor will also provide a detailed quote sheet using the forms provided in Section 4.2. Prices
reflected in the proposal shall include any discounts. Annual maintenance and support costs
shall be included showing actual costs of proposed solution over five years.
Unit and extended prices must be quoted in U.S. Dollars for each line item specified on the Cost Worksheets.
Unit and extended prices must be quoted in U.S. Dollars for any additional and necessary or recommended components.
No Vendor will be allowed to modify or resubmit its proposal, for any reason whatsoever, after the proposals have been opened. Proposals will not be opened until the specified due date.
2.6 Project Schedule
The proposal shall include a detailed project schedule from initial configuration, data clean-
up, training, and migration through to go-live date. The proposal shall include a project
manager to oversee the project to ensure that it meets the requirements of HEPL and to be
the key contact for the entire project.
3. Proposal Format Proposals must be structured, presented, and labeled as described in this section.
Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at HEPL’s sole discretion, result in the rejection of the Proposal.
Proposals should be prepared on standard 8 1/2" x 11" paper and printed on two (2) sides. All proposal pages should be numbered.
3.1 Cover Letter The proposal must include a concise cover letter, not exceeding two (2) pages, that provides
the following:
1. Vendor name, address, telephone, fax and e-mail address;
2. Contact person for the Vendor’s response;
3. Statement of the Vendor’s credentials to deliver the services sought under the RFP;
4. Statement indicating the proposal remains valid for at least 180 days;
5. Statement that the Vendor or any individual who will perform work for the Vendor is free of any conflict of interest;
6. Signature of contact person;
3.2 Table of Contents
All pages are to be numbered and figures, tables, charts, etc. must be assigned index
numbers and identified in the Table of Contents.
3.3 Executive Summary Provide a brief and concise synopsis of the proposal and a description of the Vendor’s
credentials to deliver the services sought under the RFP.
3.4 Vendor Experience & Credentials The Vendor shall provide information on its experience and qualifications, which enable it to
provide a suitable solution for HEPL, including, but not limited to, the following items:
1. Number of customers in the U.S. and globally 2. Number of customers within 300 miles of Indianapolis, Indiana 3. Number of customers migrated to the Vendor within the last year 4. Any other information regarding the Vendor’s experience, which will assist HEPL in
evaluating the proposal and making the ultimate decision.
3.4.1 Corporate History Provide a brief history of the company, including incorporation and ownership, and
experience providing the products and services requested in this RFP. It is desired that the
Vendor only comment on the history and experiences of its library division for the purposes of
this RFP.
Also include the following:
• Details of any parent company, partners, and suppliers as well as the nature of the Vendor’s relationship to them.
• Details of any sale, acquisition, or merger anticipated by the Vendor.
• Details of any litigation instigated against the Vendor or cancellation of contract for non- performance of the Vendor in the past five years.
• Details of any litigation with another Vendor, supplier, or manufacturer in the industry.
• Demonstrable financial viability of Vendor.
3.4.2 References The Vendor must supply three customer references of organizations which are similar in size
and transaction volume as HEPL. Include customer name, contact name, phone number and
email address for each reference.
4. Description of Requirements
4.1 System Functionality Worksheet Below is a list of desired functions. Please indicate the status of each item within the
proposed solution using the following markers:
A- Available now
D- Currently in development and ready by December 1, 2020
P- Planned development but not ready by December 1, 2020
N- Not planned
*If submitting a proposal for a Discovery Layer only, some sections may not apply. In this
case, please enter N/A for Vendor Status.
4.1.1 Acquisitions
Item Number Description Vendor Status
Vendor Notes
4.1.1.1 Allows staff to search, create, copy, modify, display and remove fund accounts for single or multiple years
4.1.1.2 Allows staff to search, create, copy, modify, display and remove vendor accounts for single or multiple years
4.1.1.3 Allows creation of different types of orders, especially firm, standing, and continuation orders
4.1.1.4 Supports adding of fund and vendor cycles
4.1.1.5 Supports setting and modifying budget amounts
4.1.1.6 Allows for unlimited fund accounts
4.1.1.7 Allows for unlimited vendor accounts
4.1.1.8 Updates and balances funds in real time
4.1.1.9 Allows for multiple accounts for a single vendor
4.1.1.10 Allows clear process to “roll-over” fund and vendor accounts from one year to the next
4.1.1.11 Provides search, create, display, modify, receive, cancel and remove functions for order records
4.1.1.12 Supports manual addition of order‐lines for multiple libraries to a single order record
4.1.1.13 Supports loading of automated MARC record data, with order information in 9xx tags
4.1.1.14 Allows orders to be attached to an existing matching MARC record without overlay of the MARC record
4.1.1.15 Allows display and holds placement of on‐order items in OPAC
4.1.1.16 Acquisitions module is fully integrated with all other modules, allowing on‐order items to be accessed in all other modules
4.1.1.17 Supports acquisitions functions with key vendors, esp. Baker & Taylor, and Midwest Tape.
4.1.2 Administration and Customization
Item Number Description Vendor Status
Vendor Notes
4.1.2.1 Allows designated staff to edit an export system settings, including circulation maps, item types, user profiles, etc.
4.1.2.2 Allows staff administrators to restrict access to specific modules depending on staff level. Please describe how permission levels work within the solution.
4.1.2.3 Allows circulation rules to be created based on material type.
4.1.2.4 Allows staff administrators to edit or add new patron types and determine parameters for each profile.
4.1.2.5 Allows staff administrators to update the content of email and text notices.
4.1.2.6 Allows the batch deletion of item, patron and transaction records based on library-determined criteria, including patron expiration date, amount of money owed, etc., providing a review mechanism so that the records to be deleted can be reviewed before deletion.
4.1.2.7 Provides the ability to identify and automatically delete specific fees (such as “Lost Processing fee”) when patron returns lost items tied to the fee.
4.1.2.8 Identifies “last activity” date for patrons. Indicate how this is selected (e.g. checkout, SIP2 activity, online account activity, etc.).
4.1.2.9 Vendor provides roadmap of planned software updates to HEPL
4.1.2.10 The solution allows for report generation by staff on the production server without impacting search response times.
4.1.2.11 Allows staff workstation to run multiple modules at the same time and to open multiple instances of the staff side solution.
4.1.2.12 Allows staff administrators to add and edit defined bill types and for all bills (not only those tied to an item) to be resolved through the staff side solution and e-commerce functionality.
4.1.2.13 System supports SIP2.
4.1.2.14 System supports self-check units. HEPL uses Centec- connected with SIP2. Though we are evaluating alternative vendors.
4.1.2.15 System allows for the automation of these administrative maintenance tasks: ● Daily email notice bounces ● Daily updates of holds pull list ● Daily blocking of delinquent accounts ● Daily notice creation ● Monthly change of patron type (e.g. as a patron ages, the type gets changed from juvenile to young adult)
4.1.2.16 ILS is fully self-contained and capable of being operated by Library staff with no dependency on vendor for its routine operation.
4.1.2.17 Solution keeps a log of each transaction which alters the database. Logs are date and time stamped and accessible through reporting tools.
4.1.2.18 Solution complies fully with the latest version of Z39.50 on both the client and server sides
4.1.2.19 Provides the ability to specify closed days both globally and irregular closures.
4.1.2.20 Allows for privatization of patron data after a specified time frame, and patron data to be removed from transaction logs after a separate time frame.
4.1.3 Cataloging and Item Records
Item Number Description Vendor Status
Vendor Notes
4.1.3.1 Supports real‐time importing of catalog records from any MARC‐ or RDA‐based cataloging source, in both single‐record basis and batch mode
4.1.3.2 Provides a method for loading batches of bibliographic records from different providers, including acquisitions vendors Note: HEPL currently receives MARC records from BookWhere, Baker & Taylor, Midwest Tape, and OCLC
4.1.3.3 Allows loading batches of bibliographic records via FTP or files stored on hard drive or network
4.1.3.4 Supports Identifying and overlaying duplicate bibliographic records based on specific criteria
4.1.3.5 Allows protection of certain bibliographic fields during overlay, and can reverse the overlay, if needed
4.1.3.6 Supports creation of item records during the loading of bibliographic records from specific fields
4.1.3.7 Captures and imports bibliographic records from any Z39.50 source
4.1.3.8 Provides a full‐text database, with the means to search, create, display, modify, duplicate, and remove bibliographic records
4.1.3.9 Provides a bibliographic editing function with copy, cut, and paste functions
4.1.3.10 Allows the transfer of item records from one matching bibliographic record to another full record, combining all existing holds in order of request date
4.1.3.11 Provides automatic flagging of MARC format and MARC tag errors
4.1.3.12 Supports full diacritics and the addition or change of diacritics when editing a bibliographic record
4.1.3.13 Allows unlimited bibliographic field lengths
4.1.3.14 Provides real‐time indexing and display of new or updated bibliographic holdings in staff and public modules
4.1.3.15 Allows retrieval of bibliographic records by all available search types and system‐established indexed fields
4.1.3.16 Prevents removal of bibliographic records with attached copies, on‐order items, or active hold requests
4.1.3.17 Allows item, call, title and record level shadowing (making records visible in staff view only)
4.1.3.18 Resource Description & Access (RDA) has been implemented
4.1.3.19 RDA fields and subfields are visible and searchable in the OPAC Vendor
4.1.3.20 Includes bar‐code, call number, creation date, due date, last activity, location, status, and price in item record fields
4.1.3.21 Validates each bar‐code as it is entered into the database.
4.1.3.22 Supports inclusion of note field in item record at public, staff and circulation levels
4.1.3.23 Allows creation of local call numbers, regardless of classification, without restrictions
4.1.3.24 Allows adding, editing, updating, and deleting item records in real time
4.1.3.25 Allows global batch editing of item record fields
4.1.3.26 Supports configuration and printing of spine and shelving labels by library location and item type Note: HEPL uses the TSC TTP-247
thermal label printer
4.1.3.27 Supports use of the barcodes using Codabar symbology
4.1.3.28 Provides inventory functions and reports
4.1.3.29 Provides authority control processing for name, uniform title, subject, genre, and series headings
4.1.3.30 Supports batch load, deletion and merging of imported new and updated authority records, and removal of deleted authority records from any supplied authority vendors
4.1.3.31 Allows global batch editing of Library of Congress author, subject and title headings
4.1.3.32 Supports multiple authority files, including separate authority indexes for Library of Congress name and subject headings
4.1.3.33 Detects and flags any unauthorized headings
4.1.3.34 Allows addition of brief MARC records, with limited fields, by any authorized user.
4.1.3.35 Allows addition of item records by any authorized user.
4.1.3.36 Solution offers a Serial Management module for Checkin and Predictions.
4.1.3.37 Solution provides the ability to exclude unavailable items from item searches on the staff side.
4.1.3.38 Solution offers easy record selection for printing, or emailing, search results on the staff side
4.1.3.39 Staff side solution offers auto-fill and suggestions for authors/titles.
4.1.4 Circulation
Item Number Description Vendor Status
Vendor Notes
4.1.4.1 Solution offers a customizable patron registration template
4.1.4.2 Solution supports multiple patron profile types
4.1.4.3 Solution offers a mechanism to automated patron profile updates upon reaching age limits (i.e. Youth to Adult at 18)
4.1.4.4 Solution allows staff to add notes to patron records. Depending on time, they will be visible only on the staff side solution or through the patron interface.
4.1.4.5 Ability to have multiple addresses in patron’s account with the ability to choose the preferred one
4.1.4.6 Ability to have a book-drop/fine-free discharge (discharge without accruing fines)
4.1.4.7 Provides offline circulation when server is not available
4.1.4.8 Ability to add temporary title/item at time of checkout that can be flagged and sent to cataloging once returned
4.1.4.9 Ability to send checkout receipts via email/text as well as (or in place of) a print receipt if desired
4.1.4.10 Ability to mark an item as “claims returned.” If the item is found by staff on the shelf, the “claims returned” note/count will be able to be removed from the patron record
4.1.4.11 Solution allows for “in house use” circulation for statistical purposes
4.1.4.12 Solution allows for “ephemeral” that will record a usage but not charge the item to a patron
4.1.4.13 Ability to modify due dates individually or en masse.
4.1.4.14 Automatically modify due dates and hold pick up expirations according to library’s closed days/holidays
4.1.4.15 Ability to process fine/fee and other payments & retain payment history
4.1.4.16 Solution allows for flexibility in automatic charges for Lost Items. Allows staff to determine generic price for items with no cost on record, to select if fine assessed maxes out at cost of item or maximum overdue fee; when item is returned, the system will revoke lost/processing fees and only assess the overdue fee.
4.1.4.17 Provide the option for a fully functional POS system that integrates with individual cash drawers attached to each workstation
4.1.4.18 Ability to mark an item as “missing”
4.1.4.19 Allows holds to be placed by staff through the circulation module or by patrons using the OPAC
4.1.4.20 Allows holds to be placed by staff on the copy or title level
4.1.4.21 Ability to place holds for multiple copies, e.g. Book Clubs, without doing individual copy-level holds, a ‘blanket hold option’
4.1.4.22 Solution allows staff to adjust the hold queue or pick-up location
4.1.4.23 Allows holds to be suspended while patron retains their place in the hold queue until unsuspended
4.1.4.24 Ability to print hold wrappers with adjustable fields.
4.1.4.25 Ability to allow patrons to cancel and suspend their holds through the OPAC
4.1.4.26 Ability to create multiple types of patron notifications including, but not limited to, overdue notice, replacement notice, patron pre-expiration notice, hold notice, pre-overdue notice and allow the patron to opt-in to which type(s) of notice(s) they want
4.1.4.27 Ability to send patron notifications in a variety of methods such as voice, text, email or printed mailer
4.1.4.28 Ability to allow patron to choose a preferred notice delivery method- including multiple methods
4.1.4.29 Information about notices, such as when a notice was sent & the delivery method, will be retained in the history logs
4.1.4.30 Ability for mobile inventory with use of tablet and barcode scanner
4.1.4.31 Solution is compatible with any Windows compatible receipt printers and common barcode readers.
4.1.4.32 Ability to type partial names or card numbers instead of having to perform a user search
4.1.4.33 Ability to send notices to patrons concerning missing pieces (SNAG notices) or damage, directly from ILS instead of generating a notice or making a phone call.
4.1.4.34 Ability to set an item status from the Item Search and Display screen. i.e. set an item as ‘missing’ without having to charge it to a library use account.
4.1.5 Discovery Layer
Item Number Description Vendor Status
Vendor Notes
4.1.5.1 Provides the ability to control display options of material type in the OPAC through System Administration.
4.1.5.2 Solution allows library to prioritize search results based by relevancy instead of record type.
4.1.5.3 Solution utilizes HTTPS on all pages
4.1.5.4 Solution optimizes Google
discovery. 4.1.5.5 Solution is compatible with all
major web browsers, Chrome, Firefox, Edge.
4.1.5.6 Solution provides ability to integrate popular title lists and auto-updated best seller lists.
4.1.5.7 Solution integrates with e-content vendors, allowing HEPL to manage content discovery without loading MARC records into main database
4.1.5.8 Solution allows for basic patron account management
4.1.5.9 Solution allows patrons to track checkout history, if desired
4.1.5.10 Solution allows patrons to pay fines online
4.1.5.11 Solution allows for patrons to submit and receive responses to materials requests
4.1.5.12 Solution enables patrons to track their favorite authors/creators and receive alerts when new content is added
4.1.5.13 Solution offers an easy to interpret holdings list for each entry, so patrons can easily tell if an item is checked in without navigating to a detailed display screen
4.1.5.14 Offers multiple profiles which are customizable by staff. i.e. by location, target age group, etc.
4.1.5.15 Supports enriched content (Syndetics) for graphics and allows for customizable images for items not provided in these files.
4.1.6 Implementation, Training and Support
Item Number Description Vendor Status
Vendor Notes
4.1.6.1 Vendor tests the application software before implementation
4.1.6.2 Vendor transfers HEPL’s current parameters to the new system and provides assistance to library staff in making changes to these parameters as required.
4.1.6.3 Vendor migrates HEPL’s present databases to the proposed system so that the system is fully operational on ‘Day One’ of live operations with the public and for all staff related operations.
4.1.6.4 Vendor migrates all library files including bibliographic records, items/copies, circulation transactions (charges, bills, holds), acquisitions data (vendor, orders, funds,) and patron data.
4.1.6.5 Vendor performs a test migration, allowing HEPL staff to review and approve data, before performing a final migration.
4.1.6.6 Vendor provides training for all modules and applications purchased.
4.1.6.7 Vendor provides documentation updates as changes are made to the system
4.1.6.8 Vendor provides a software maintenance program to include all future software updates and system enhancements applicable to system modules licensed.
4.1.6.9 Vendor provides a help desk/support service which is accessible via telephone, email, and web portal
4.1.6.10 Vendor provides a dedicated contact who is responsible for acting as the liaison between the library and the vendor regarding any issue or problem or question.
4.1.6.11 Library staff may search the vendor’s knowledge base as a self-service.
4.1.7 Interlibrary Loan and Requests
Item Number Description Vendor Status
Vendor Notes
4.1.7.1 Solution must offer an easy way to place and receive patron requests from the staff side
4.1.7.2 Solution offers a way for staff to provide responses to requests, and track them within the patron account
4.1.7.3 Solution must offer an easy way to catalog and circulate interlibrary loan items
4.1.7.4 Solution allows easy modification of hold pickup dates for Interlibrary Loan Items
4.1.8 Offline Functionality
Item Number Description Vendor Status
Vendor Notes
4.1.8.1 System must allow basic circulation functions in an offline environment (Checkout, Checkin)- most often caused by a power outage or Internet disruption
4.1.8.2 System allows easy reconciliation of offline transactions and logs
4.1.9 Outreach
Item Number Description Vendor Status
Vendor Notes
4.1.9.1 System offers a ‘bookmobile’ module for homebound patrons
4.1.9.2 Solution offers a mobile staff client for use on tablets and laptops outside the library. This module offers all circulation functions and basic item search and display.
4.1.9.3 Mobile solution allows for barcode scanner or integrated device camera for circulation functions.
4.1.9.4 Mobile solution works with an RFID pad for checkout.
4.1.10 Platform and Data
Item Number Description Vendor Status
Vendor Notes
4.1.10.1
Servers are mirrored at more than one location. Does your data center utilize multiple geographical locations for redundancy?
4.1.10.2 Patron functions are compatible with Android, iOS, Chrome OS, Windows, Mac OS.
4.1.10.3 Test server offered as part of the solution
4.1.10.4 Staff functions are compatible with Windows 10.
4.1.10.5 Solution is PCI compliant.
4.1.10.6 Solution utilizes SSL for patron and
staff functions 4.1.10.7 Data centers utilize redundant
Internet connections
4.1.11 Reporting
Item Number Description Vendor Status
Vendor Notes
4.1.11.1 Report module allows for test function before updating database.
4.1.11.2 Multiple ways to access and share finished reports. (xls, xml and pdf)
4.1.11.3 Reporting module contains a
variety of pre-developed reports representing all modules in the ILS and the ability to generate and save staff built templates.
4.1.11.4 Report generator easily allows users to query the database without requiring any specialized SQL experience
4.1.11.5 Ability to ‘run now’ or schedule reports to run in future or on a recurring schedule.
4.1.11.6 Ability to allow scheduled reports to be auto-emailed to one or several email addresses if desired
4.1.11.7 The solution provides report(s) that can be automatically sent to Unique Management regarding collection information.
4.1.12 Third Party Integration
Item Number Description Vendor Status
Vendor Notes
4.1.12.1 Solution is compatible with OverDrive, Hoopla, RB Digital and Freegal.
4.1.10.8 Hosting facilities/data center have an ISO/IEC 27001, or other industry specific certification.
4.1.12.2 System is compatible with EZProxy for offsite authentication or provides an alternative authentication solution.
4.1.12.3 Ability to process credit card payments in person, or online through the OPAC, with a credit card system being fully integrated into the circulation module.
4.1.12.4 Solution is compatible with Unique Management for materials collection.
4.1.12.5 Solution is compatible with Envisionware print release and time management software
4.1.12.6 Solution is compatible with CollectionHQ or offers similar functionality.
4.2 Mandatory Cost Worksheet
4.2.1 ILS/LSP
Item One time Cost/1st year
2nd year cost
3rd year cost
4th year cost
5th year cost
ILS provided via SAAS for use by at least 85 concurrent staff users
Test environment
Acquisitions module
Cataloging module
Circulation module
Reporting module – provide further details if additional Analytics modules are available
Serials module
Mobile/Outreach module
APIS/Web Services
SIP connections
Unlimited SMS notifications
Connection with Unique Management
Data Conversion/Migration
Training
Professional Consulting
Other fees- provide details on additional sheets as needed
4.2.2 Discovery Layer
Item One time cost/1st year
2nd year cost 3rd year cost 4th year cost 5th year cost
Solution delivered by SAAS
Enriched content/Syndetics
Electronic Resource connections (Hoopla, Overdrive, Freegal)
4.3 Declaration and Signature
OPTIONAL SITE VISIT: Representative that
attended:_______________________________________
DECLARATION:
The undersigned hereby declares the bid specifications have been carefully examined and this
proposal is submitted in compliance therewith. The undersigned understands that
competence and responsibility, time of completion, as well as other factors of interest to
HEPL may be a consideration in making the award. HEPL reserves the right to reject any and
all proposals, to accept or reject alternate proposals and unit prices, and waive technicalities
concerning the bid proposals received as it may be in HEPL’s best interest to do so.
AUTHORIZED REPRESENTATIVE:
Authorized Representative’s Name Title
Authorized Representative’s Signature Date
Company Telephone
Street Address E-Mail
City/State/Zip Fax