System Wide Automated Network: SWAN
Integrated Library System
& Related Services
Request for Proposal
SWAN in conjunction with RMG Consultants, Inc.
2013
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125 Tower Drive, Burr Ridge, IL 60527
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Prepared by
RMG Consultants, Inc. & SWAN
© Copyright 2013 RMG Consultants, Inc.
Date of Issuance:
July 26, 2013
Deadline for Email Inquiries
August 7, 2013 4 p.m. CDT
Deadline for Submission of Intent to Propose
August 21, 2013 4 p.m. CDT
Proposal Due Date & Time:
August 28, 2013 4 p.m. CDT
NOTICE TO READERS & USERS OF THIS PROPRIETARY REQUEST FOR PROPOSAL
The material contained herein includes RMG Consultants, Inc. proprietary information and may only be
used for purposes as agreed upon by RMG Consultants, Inc. and SWAN. No other use or disclosure of
this document or portion thereof shall be permitted without prior written consent by RMG Consultants,
Inc. All rights are reserved. No part of this publication may be reproduced, stored in a retrieval system,
or transmitted, in any form or by any means, electronic, mechanical, photocopying, microfilming,
recording, or otherwise, without permission, in writing, from RMG Consultants, Inc.
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PREFACE
RMG Consultants, Inc. has provided this proprietary Request for Proposal for an Integrated Library
System and Related Services for System Wide Automated Network (SWAN).
Please note from the Table of Contents how this RFP is organized.
Section 1 of this RFP presents an introduction, overview, and requirements of the RFP and
procurement process, and provides information on the legal and administrative requirements of the
RFP process.
Section 2 of this RFP provides specifications of configurations of systems and services for which cost
proposals are requested. RFP Table 2-0 summarizes configurations of interest. Beginning with Section
2.1, separate sections describe further each of the Configurations listed in RFP Table 2-0, and contain
checklists, cost forms, and specific requests for information and questions of vendors to which vendors
must respond in their proposals.
Section 3 provides instructions to vendors on the organization, contents, and submission of proposals.
Section 4 addresses re-use of SWAN’s existing peripherals with the ILS.
Section 5 addresses requirements for seamless interfaces between the ILS and SWAN’s ILS-dependent
or related systems and services.
Section 6 addresses SWAN’s requirements for implementation of the ILS.
Please note that the costs of its ILS are of primary concern to SWAN: one-time costs, annual costs,
and the total cost for 5-years.
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Table of Contents
NOTICE TO READERS & USERS OF THIS PROPRIETARY REQUEST FOR PROPOSAL........................... 3
PREFACE ................................................................................................................................................ 5
NOTICE OF INTENT TO PROPOSE TO SWAN RFP ............................................................................... 10
SECTION 1: INTRODUCTION, OVERVIEW, AND REQUIREMENTS OF THE SWAN RFP &
PROCUREMENT PROCESS................................................................................................................... 12
Overview of SWAN ........................................................................................................................... 12
SWAN Statistics ............................................................................................................................ 14
Discovery Service for SWAN ............................................................................................................. 15
The Optimal Integrated Library System (ILS) for SWAN ................................................................... 15
SWAN’s Network .............................................................................................................................. 16
Information Describing SWAN’s Millennium System and Technology Environment ..........................17
Note about Cost .................................................................................................................................17
SECTION 1.1: OVERVIEW OF RFP PROCEDURE ............................................................................... 18
SECTION 1.2: PROPOSED TIMETABLE FOR RFP PROCESS AND KEY PROJECT EVENTS ............... 19
SECTION 1.3: GENERAL INSTRUCTIONS TO VENDORS .................................................................. 20
SECTION 2: CONFIGURATIONS, REQUIREMENTS, COST FORMS, AND QUESTIONS FOR SYSTEMS
AND SERVICES ..................................................................................................................................... 29
RFP TABLE 2-0: SUMMARY OF CONFIGURATIONS OF SYSTEMS AND SERVICES ..................... 30
SECTION 2.1 CONFIGURATION #1: ON-PREMISE SERVER-BASED INTEGRATED LIBRARY SYSTEM
(ILS) FOR SWAN PRODUCTION SYSTEM ......................................................................................... 34
CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY FUNCTIONALITY WANTED
BY SWAN ...................................................................................................................................... 35
RFP TABLE 2.1-1: CHECKLIST OF YES OR NO ILS QUESTIONS.................................................... 36
RFP TABLE 2.1-2: Configuration #1 Cost Form.............................................................................. 39
CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY FUNCTIONALITY WANTED
BY SWAN ...................................................................................................................................... 42
RFP TABLE 2.1-3: CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY
FUNCTIONALITY WANTED BY SWAN.......................................................................................... 43
RFP TABLE 2.1-4: ILS QUESTIONS FOR NARRATIVE RESPONSE ................................................ 61
RFP TABLE 2.1-5: SWAN ILS TRAINING REQUIREMENTS ............................................................ 69
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SECTION 2.2 CONFIGURATION #2: ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND
TRAINING SYSTEM FOR SWAN ....................................................................................................... 70
RFP TABLE 2.2-1: Configuration #2 Cost Form ..................................................................................71
SECTION 2.3 CONFIGURATION #3: INTEGRATED LIBRARY SYSTEM AS A SERVICE (ILS SaaS) FOR
SWAN – PRODUCTION SYSTEM .......................................................................................................77
RFP TABLE 2.3-1: Configuration #3 Cost Form.................................................................................. 78
RFP TABLE 2.3-2 ILS SaaS QUESTIONS FOR NARRATIVE RESPONSE ............................................ 80
SECTION 2.4 CONFIGURATION #4: ILS TEST AND TRAINING SYSTEM AS A SERVICE (ILS SaaS)
FOR SWAN ....................................................................................................................................... 82
RFP TABLE 2.4-1 Configuration #4 Cost Form: COST SUMMARY FOR ILS TEST AND TRAINING
SYSTEM AS A SERVICE (ILS SaaS) .................................................................................................... 83
SECTION 2.5 CONFIGURATION #5: SOFTWARE-ONLY AND SERVICES FOR AN ON PREMISE
SERVER-BASED INTEGRATED LIBRARY SYSTEM FOR SWAN – PRODUCTION SYSTEM ............... 85
RFP TABLE 2.5-1Configuration #5 Cost Form: COST SUMMARY FOR SOFTWARE-ONLY AND
SERVICES ON-PREMISE SERVER-BASED PRODUCTION SYSTEM .................................................. 86
SECTION 2.6 CONFIGURATION #6: SOFTWARE-ONLY AND SERVICES FOR AN ON-PREMISE
SERVER-BASED STANDALONE ILS TEST AND TRAINING SYSTEM FOR SWAN ............................. 91
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM: COST SUMMARY FOR SOFTWARE-ONLY
AND SERVICES FOR AN ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM FOR SWAN ..................................................................................................................... 92
SECTION 2.7 CONFIGURATION #7: DISCOVERY SERVICE FOR SWAN............................................ 97
RFP TABLE 2.7-1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES ...... 98
RFP TABLE 2.7-2 Configuration #7 Cost Form: COST SUMMARY FOR DISCOVERY SERVICE .... 105
RFP TABLE 2.7-3: SWAN SUBSCRIPTION DATABASES TO BE SEARCHED .................................107
RFP TABLE 2.7-4 STATE-PROVIDED DATABASES TO BE SEARCHED ....................................... 109
RFP TABLE 2.7-5 SWAN ACCESS TO SELECTED INTERNET SITES ............................................ 110
RFP TABLE 2.7-6 DISCOVERY SERVICE QUESTIONS FOR NARRATIVE RESPONSE ................... 111
SECTION 2.8 CONFIGURATION #8: SAMPLE PERIPHERAL DEVICES FOR USE WITH
CONFIGURATIONS #1, #2, #3 AND #4 ........................................................................................... 113
RFP TABLE 2.8-1 Configuration #8: SPECIFICATIONS OF PERIPHERAL DEVICE TYPES ............ 114
RFP TABLE 2.8-2 Configuration #8 COST FORM .........................................................................115
SECTION 2.9 CONFIGURATION #9: CUSTOM DEVELOPMENT SERVICES.................................... 116
RFP TABLE 2.9-1 Configuration #9 Cost Form ............................................................................. 117
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RFP TABLE 2.9-2 CUSTOM DEVELOPMENT SERVICES QUESTIONS FOR NARRATIVE RESPONSE
.................................................................................................................................................... 118
SECTION 3: INSTRUCTIONS FOR FORMAT AND CONTENTS OF PROPOSALS................................. 119
SECTION 3.1: INSTRUCTIONS FOR PART 1 OF PROPOSAL ........................................................... 121
SECTION 3.2: INSTRUCTIONS FOR PART 2 OF PROPOSAL ........................................................... 124
SECTION 3.3: INSTRUCTIONS FOR PART 3 OF PROPOSAL ........................................................... 126
SECTION 3.4: INSTRUCTIONS FOR PART 4 OF PROPOSAL ........................................................... 126
SECTION 4: RE-USE OF SWAN’S PCs AND PERIPHERALS ................................................................. 128
RFP TABLE 4-1: PCs AND OTHER PERIPHERAL DEVICES TO BE RE-USED WITH ILS ................ 129
SECTION 5: REQUIREMENTS FOR INTERFACES WITH SWAN’s ILS-DEPENDENT OR RELATED
SYSTEMS............................................................................................................................................. 131
TABLE 5-1CHECKLIST OF SEAMLESS INTERFACES BETWEEN YOUR ILS AND THIRD-PARTY
SYSTEMS AND SERVICES........................................................................................................... 132
SECTION 6:
ILS IMPLEMENTATION REQUIREMENTS.................................................................... 134
SECTION 6.1: Proposer's Services ................................................................................................... 134
SECTION 6.2 Documentation ..........................................................................................................135
SECTION 6.3: Training .................................................................................................................... 136
SECTION 6.4: Specification of Parameters...................................................................................... 136
SECTION 6.5: Supplies ..................................................................................................................... 137
SECTION 6.6: System Installation .................................................................................................... 137
SECTION 6.7: Database Extraction, Conversion, Preparation and Loading ..................................... 139
SECTION 6.8: APPLICATION OF AUTHORITY CONTROL (NOT REQUIRED) ................................. 142
SECTION 6.9: PROVISION OF SMART BARCODE LABELS (NOT REQUIRED) ................................ 142
SECTION 6.10: ACCEPTANCE PROCEDURES ................................................................................. 142
SECTION 6.11: PERFORMANCE WARRANTIES AND TESTS .......................................................... 145
APPENDIX 1: SWAN BARCODE LABELS & PATRON ID CARDS ......................................................... 146
APPENDIX 2: SWAN LIMITS WITH CURRENT ILS ................................................................................147
APPENDIX 3: SAMPLE DAY ONE REQUIRED REPORTS ..................................................................... 149
APPENDIX 4: SWAN’s CURRENT HOLDS FUNCTIONALITY............................................................... 156
APPENDIX 5: SWAN’S EXISTING ILS SERVER HARDWARE & CONFIGURATION................................ 157
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NOTICE OF INTENT TO PROPOSE TO SWAN RFP
SWAN requests notification on or before August 13, 2013 4:00PM CDT, by completion and return of
this form, of intent of Vendor to submit a proposal in response to the Integrated Library System &
Related Services Request for Proposal. SWAN requests this information in order to plan for adequate
review of proposals.
Please fill out and return this form as provided below; responses may be returned by email
transmission.
PROPOSER ILS READINESS FOR SWAN RFP: REQUIRED
Before the proposer considers responding to SWAN’s RFP, it is required that the two questions below
be answered YES in order for the proposal to be considered by SWAN.
Questions to Proceed with SWAN RFP
Answer YES or
NO
1. Does the proposer’s software presently run a group of 25 or more
independent public libraries that has been running in a production
environment for 1 full year? The libraries must be independent
organizations and at least 25 of them must be public libraries.
2. Does the proposer’s software presently run an installation with an
annual circulation of 10 million transactions or more? This will
include check-outs of combined home library patrons and combined
reciprocal borrower patrons.
If the proposer has answered no to one or both of these questions, do not submit a
proposal to SWAN. Any proposal received that has answered no to either of these
questions will be rejected.
If the proposer has answered yes to each of these questions, please note these libraries
below and then again in “Part 1.3: Vendor's Experience” of your proposal.
Group Name(s)
Library Staff Contact Name
Email & Phone of Contact
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(1)
Name of Firm Intending to Submit Proposal:
(2)
Name of Contact:
(3)
Telephone Number of Contact:
(4)
Email Address of Contact:
(5)
Signature of Representative of Firm:
PLEASE RETURN THIS NOTICE TO:
Aaron Skog
SWAN Executive Director
Reaching Across Illinois Library System
125 Tower Drive
Burr Ridge, IL 60527
aaron.skog@railslibraries.info
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SECTION 1: INTRODUCTION, OVERVIEW, AND REQUIREMENTS OF THE
SWAN RFP & PROCUREMENT PROCESS
The purpose of this Request for Proposal (hereafter “RFP”) for an Integrated Library System and
Related Services for System Wide Automated Network (SWAN) is to solicit proposals for an Integrated
Library System (ILS) and Related Services for use by SWAN.
Overview of SWAN
SWAN is a consortium of 77 independent public, special, and academic libraries that has been in
existence since 1974. It utilizes a governing structure of 7 library directors serving as the SWAN Board
and employs 15 staff.
SWAN staff performs the following for the consortium:
ILS system administration, which includes management of all ILS configuration
Server hardware administration and support, managing backup software
Centralized cataloging, including authority control, batch loading of records
Helpdesk duties, interfacing
Training on ILS software for library staff
Migration services for automated and non-automated libraries that wish to join SWAN
Management of a virtual private network connected to all 77 libraries through which ILS
software communicates
SWAN currently utilizes an Innovative Interfaces Inc. Millennium system for the ILS.
SWAN has three levels of membership:
1. Full: access to all ILS modules and features (77 members)
2. Enhanced Access: limited access to the ILS to view patron records and place holds (1 member)
3. Internet Access: access to the OPAC for contracting libraries that wish to place holds on
materials (21 members).
The current Millennium ILS configuration uses three servers, owned and operated by SWAN, and
housed at RAILS Burr Ridge data center. A fourth server is owned and operated by Innovative Interfaces
and resides in the RAILS Burr Ridge data center. The Millennium servers are virtual machines running
run in a VMware, with the exception of the Encore Discovery server:
1.
2.
3.
4.
Server 1, Production: Millennium ILS
Server 2, Report: Millennium ILS
Server 3, Test: Millennium ILS
Server 4, Encore: Encore Discovery OPAC
The SWAN OPAC runs in the following configuration
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1. Millennium with WebPAC – configured with PINS (publicly available)
2. Millennium with WebPAC – configured as a “No PIN” port 2084(access restricted)
3. Millennium with WebPAC – configured as a “Multiple Holds” port 2085 (access restricted to
contracting libraries called “Internet Access” members)
4. Millennium with “EZPAC” – Millennium’s KidsPAC port 90 (publicly available)
5. Encore Discovery – second OPAC server, optional to member libraries to use (publicly available)
SWAN does not utilize a mobile version of its two OPAC WebPAC and Encore Discovery. Individual
library branding within the WebPAC is not utilized.
No Innovative Interfaces software is subscribed to or hosted at Innovative Interfaces.
All 77 SWAN libraries are OCLC members, participating in a state-wide Illinois State Library Group
Services contract for bibliographic records and OCLC’s WorldCat Resource Sharing (soon to become
WorldShare ILL). Cataloging is provided by central site staff as well as from six member libraries. MARC
records, both bib and item, are imported into the Millennium ILS interactively. Batch loading of MARC
records is performed by central site staff for certain MARC record subscriptions. Brief records are
downloaded from various book jobbers providing both item and acquisition order records.
SWAN’s bibliographic and item holdings for its 77 member libraries are updated in OCLC through a
contractual arrangement with 3rd party vendor The MARC of Quality. The vendor MARCIVE is used for
SWAN authority control. This consists of central staff loading and authorizing new headings as well as
replacing and deleting headings on a monthly basis.
SWAN does not utilize or presently participate in ILL software other than the OCLC WorldCat Resource
Sharing.
SWAN owns the following products in addition to a basic Millennium System that are shared by all
consortium members:
KidsPAC catalog
Web Access Management proxy for databases
Pathfinder Pro (formerly WebBridge Open URL resolver)
eCommerce for WebPAC
eCommerce for Express Lane Self Check
Patron Self-Registration
Digital Signatures
Patron Images
Z39.50 server
Patron API/Web Services
Item Status API for RFID interface
Fines Payment API/Web Services
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WebPAC Pro (English)
Encore Discovery (English)
The following products are available for purchase by member libraries:
Serials (59 member libraries purchased, 54 active)
Acquisitions (59 member libraries purchased, 21 active)
Express Lane Self Check English (14 member libraries purchased)
SIP2 Licenses for third party access (17 member libraries purchased)
Third Party Products integrated with Millennium:
3M Cloud Library (utilizing Innovative SSL Patron API/Web Service for patron authentication)
Boopsie mobile app for the catalog (utilizing SIP2)
Bowker Syndetic Solutions reviews and book jackets
Bowker LibraryThing (on a library limited basis)
Library Ideas Freegal and Freading (utilizing Innovative SSL Patron API/Web Service for patron
authentication)
OverDrive (utilizing Innovative SSL Patron API/Web Service for patron authentication)
Other products are utilized by member libraries which do not require integration.
SWAN Statistics
900 Total user licenses
77 Member libraries, one has three facilities
79 Delivery locations
6 Libraries using RFID
504 Logins
104 Locations served
88 Hold pickup locations
1,037 Lines in the Loan Rule Determiner Table
500 Loan Rules
194 Patron Types
93 Item types
3,000 Statistical categories
7,920,000 Total Items
1,450,000 Total Bibliographic Records
1,078,000 Total Patrons
13,500,000 Total 2012 Circulation
2,800,000 Total 2012 SWAN Consortia ILL & Reciprocal Borrowing combined
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Discovery Service for SWAN
This RFP is also soliciting proposals for an affordable Discovery Service for SWAN that would search its
subscription databases, OPAC, and open content available on the Web.
SWAN has multiple e-book subscriptions
OverDrive’s My Media Mall
OverDrive’s Media on Demand
OverDrive’s eMedia Library
Baker & Taylor Axis 360
ProQuest’s eBrary
3M Cloud Library
Library Ideas’ Freading
SWAN’s primary content vendors are:
Baker & Taylor (B&T)
BRODART
EBSCO
Ingram
Midwest Tape
The Optimal Integrated Library System (ILS) for SWAN
Please note that the goal of this procurement is to provide an affordable, full-featured Integrated
Library System (ILS) with easy-to-use capabilities for public and staff, including web browser interfaces
for all public and staff users.
The system should feature a centralized Discovery Service (also referred to as an OPAC) that will be
SWAN’s unifying public access interface and point of access to the variety of online electronic resources
that are available in the SWAN environment.
The Discovery Service would allow users to:
Search the catalog and other local SWAN electronic resources;
Connect through the Internet or SWAN network to a centralized Web site;
Connect using HTTP protocols to online resources available on the Web; and
Create persistent individualized or personalized versions of the user interface.
The Discovery Service will include capabilities for personalized library services
o Authentication of users for Access to Restricted Resources , including Web sites
o User-customizable interfaces to library resources
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o
o
o
o
Profiles for personalized library services and content alerts
Content alert service matching user profile
Seamless access to and ability to download e-book content within the Discovery
Service
Federated and faceted multiple database searching, and organization and presentation
of aggregated search results
SWAN’s Network
The SWAN consortium takes great care to protect its ILS network traffic and data. To secure all data:
Member libraries connect to SWAN via their Internet connection through a VPN
Member library locations connect via SonicWALL appliance managed by SWAN staff
SonicWALL models will vary depending on library need
The minimum member library Internet connection speed is a T1 circuit at synchronous 1.5 mbps
Several libraries utilize a fiber connection or have redundant connections using T1 circuit and
Comcast Business Class, with maximum connection speeds of synchronous 8 mbps
Wi-Fi connections for public users are in some instances segmented from the SonicWALL
appliance, but Wi-Fi access points are managed by the libraries
The use of secure socket layer (SSL) is used for the purposes of patron authentication and payment of
fines using an online e-commerce system within the Millennium WebPAC. Other forms of patron
authentication are used with 3rd party vendors.
SWAN ILS servers were purchased in December 2012. The Millennium Production, Report, and Test
servers run in a virtual machine environment using VMware. See Appendix 5 for details on this
hardware and configuration.
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Information Describing SWAN’s Millennium System and Technology Environment
Appendices 1 through 5 show samples of Member Libraries’ patron and book bar code labels and ID
cards, and provide other specifications for SWAN’s technology environment in which the ILS must
operate successfully.
Section 4 of this RFP describes SWAN Member Libraries’ installed PCs and other peripheral equipment
and requests vendors to indicate if these items can be used with proposed systems.
Section 5 identifies requirements for interfaces between the ILS and SWAN’s current and anticipated
ILS-dependent and related systems and services.
Section 6 of this RFP describes requirements for implementation of the ILS.
Note about Cost
Please note that cost is a major concern for SWAN – costs in both dollars and human resources.
Please note that this RFP and SWAN’s process for evaluating proposals are intended to explore
possibilities for both an on-premise server-based ILS and an ILS Software as a Service (SaaS).
SWAN seeks a single-vendor, turnkey approach for the requested system and services -- a single vendor
is sought to be responsible for the entire project.
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SECTION 1.1: OVERVIEW OF RFP PROCEDURE
Proposals must be received by SWAN on or before August 28, 2013 4:00PM CDT. Proposals will be
treated as confidential until evaluations are completed and the successful Proposer has been
recommended.
It is planned that the proposals received by SWAN will be read, reviewed, and evaluated by the SWAN
ILS Committee.
Negotiations with proposers will be conducted for SWAN by a Negotiating Team that will include
representatives from RMG Consultants, Inc., the SWAN Board, and the SWAN ILS Committee, with
assistance from SWAN’s Attorney.
The successful proposal will be selected as a result of the fair application of evaluation criteria in
processes that will involve the groups designated above.
Section 1.2 that follows outlines and presents the current timetable for SWAN’s review and evaluation
of proposals, execution of a contract for procurement of automated systems and services, and
installation of the system.
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SECTION 1.2: PROPOSED TIMETABLE FOR RFP PROCESS AND KEY PROJECT
EVENTS
This timetable will be adjusted as necessary throughout the RFP process.
Key Project Events
Date of Issuance
Dates & Times
July 26, 2013
Deadline for Email Inquiries
August 7, 2013 4 p.m. CT
Deadline for Submission of Intent to Propose
August 21, 2013 4 p.m. CT
Proposal Due Date & Time:
August 28, 2013 4 p.m. CT
Selection of Top Proposals:
September 19-20, 2013
Interviews & System Demonstrations with
Vendors
October 2013
Vendor Visit
October 3 – 4, 2013
Vendor Visit
October 7 – 8, 2013
Vendor Visit
October 10 – 11, 2013
Selection of Preferred Proposal
November 7 – 8, 2013
Vendor(s) Visits to SWAN for Detailed
Implementation Planning & Contract Negotiations
November 21 – 22, 2013
SWAN Board Approval of Contract
December 2013
Execute Contract(s)
December 2013
Install Integrated Library System
January – August 2014
The timetable for delivery, installation, and implementation will be adjusted as necessary.
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SECTION 1.3: GENERAL INSTRUCTIONS TO VENDORS
1.3.1) Vendor Communication
To maintain a fair and impartial competitive selection process, SWAN must avoid private
communication with prospective proposers. Please respect this policy and do not attempt to query
SWAN personnel or member library staff about the RFP except as provided herein. Upon release of this
RFP, all Vendor communications concerning this acquisition must be directed to the contact person
identified below in Section 1. 3.2. Unauthorized contact regarding the RFP with other SWAN
employees may result in disqualification of Proposer. Any oral communications will be considered
unofficial and non-binding on SWAN, and will not alter or change this RFP. Vendors should rely only on
written statements issued by the contact person identified below in Section 1.3.2.
No contact with or visitation to SWAN personnel at any location may be made by vendors' personnel
regarding this RFP except through and with the approval of the contact person identified below in
Section 1.3.2, and then only by appointment.
1.3.2
Written questions concerning this RFP must be directed via email to:
Aaron Skog
SWAN Executive Director
Reaching Across Illinois Library System
125 Tower Drive
Burr Ridge, IL 60527
Phone: 630.734.5122
aaron.skog@railslibraries.info
All inquiries must be submitted:
In email with references to specific section numbers of the RFP,
Not later than August 7, 2013 4:00PM CDT
To Aaron Skog at the following email address: aaron.skog@railslibraries.info
SWAN intends to respond in email to these inquiries and to distribute copies of the responses to all
potential proposers to whom this RFP has been sent.
1.3.3 Vendors who plan to submit proposals in response to this RFP are requested to fill out and
return to SWAN on or before August 21, 2013 4:00pm CDT the accompanying Notice of Intent to
Propose.
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1.3.4 SWAN reserves the right to change the proposed timetable or issue amendments to the RFP at
any time.
1.3.5 The Vendor must certify in writing that for all proposals submitted which are not withdrawn
that all Vendor proposal terms, including prices, will remain in effect for a minimum of 120 days
following the Proposal Due Date.
1.3.6 On or before August 28, 2013 4:00PM CDT please return one electronic copy and 10 printed
copies to SWAN:
Aaron Skog
SWAN Executive Director
Reaching Across Illinois Library System
125 Tower Drive
Burr Ridge, IL 60527
aaron.skog@railslibraries.info
You may submit your electronic copy response in MS Word or PDF.
Print copies of the Vendor's proposal must be received by SWAN by August 28, 2013 4:00Pm
CDT in a sealed container marked "Proposal for an Integrated Library System and Related
Services".
Vendors are responsible for insuring that proposals are received at SWAN by the Due Date and
Time. Proposals arriving after the deadline will be returned to their senders unopened.
Proposer assumes the risk of the method of dispatch chosen. SWAN assumes no responsibility
for delays caused by the U.S. Postal Service or other delivery services. Postmarking by the due
date will not substitute for actual proposal receipt. Late proposals will not be accepted.
1.3.7
A Vendor may submit only one proposal.
1.3.8 A Vendor may withdraw a proposal which has been submitted at any time up to the Proposal
Due Date and Time. To accomplish this, a written request signed by an authorized representative of the
Vendor must be submitted to the contact person identified in Section 1.3.2 above. After withdrawing a
previously submitted proposal, the Vendor may submit another proposal at any time up to the Proposal
Due Date and Time.
1.3.9
All equipment proposed must be new equipment and warranted as new equipment.
1.3.10 SWAN will not be liable for any errors in vendors’ proposals. Vendors will not be allowed to alter
proposal documents after the Proposal Due Date and Time.
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1.3.11 Failure of a Vendor to follow the instructions of the RFP may result in rejection of the Vendor's
proposal.
1.3.12 SWAN expressly reserves the right to reject any and all proposals without penalty, to waive all
technicalities and irregularities and deviations of proposals from this RFP, and to be the final judge as to
which is the best overall proposal, and to award a contract to the Vendor whose proposal it considers to
be in the best interest of SWAN.
1.3.13 SWAN reserves the right to award a contract without discussion or negotiation if it is
determined that such an award will result in fair and reasonable prices and would be the most
advantageous to SWAN.
1.3.14 The proposal of any Vendor who refuses to enter into a contract after it has been awarded will
be rejected.
1.3.15 As a result of the selection of a Vendor to supply products and/or services to SWAN, SWAN is
neither endorsing nor suggesting that the Vendor's products or services are the best or only solutions.
The Vendor agrees to make no reference to SWAN in any literature, promotional material, brochures,
sales presentations or the like without the express written consent of SWAN.
1.3.16 SWAN will treat all proposals as confidential until negotiations are completed and the
successful Proposer has been selected. SWAN intends to disseminate information to the SWAN ILS
Committee, to SWAN’s Attorney(s), and to others whom SWAN deems in its sole discretion to have an
interest in the proposal. In no event shall SWAN be liable for any breach of confidentiality. All materials
submitted in response to this RFP will become the property of SWAN and become public records, and
will not be returned.
1.3.17 All proposals and accompanying documentation and materials submitted in response to this
request become the property of SWAN. Selection or rejection of a proposal does not affect this right.
1.3.18 During the evaluation process, SWAN will hold confidential the contents of all SWAN’s working
papers and discussions relating to vendors’ proposals.
1.3.19 The cost for developing the proposals will be borne by the vendors. SWAN is not liable for any
costs incurred by vendors in the preparation and presentation of proposals, demonstrations, and
benchmarks submitted in response to this RFP, or for travel costs for site visits to SWAN.
1.3.20 SWAN may, at its sole discretion, select or reject equipment and/or software proposed by the
Vendor. As part of the evaluation process, SWAN may find it necessary to evaluate the addition or
deletion of hardware or software components of a Vendor's proposal in order to make equivalent
comparisons to other proposals.
1.3.21 This RFP and the successful Vendor's response, as amended by agreements between SWAN
and the Vendor, will become part of the contract documents. Additionally, SWAN will require that
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Vendor representations which appear in the proposal with respect to system performance (e.g.,
response time) be warranted by the contract. Failure of a Vendor to produce results promised in the
proposal in demonstrations may result in elimination of the Vendor’s proposal.
1.3.22 SWAN will select as the successful Proposer the Vendor whose proposal SWAN determines
best meets the needs of SWAN, based on the evaluation criteria set forth herein.
The determination of the successful proposal will be based upon information supplied by the Vendor in
response to this RFP and upon other information that will be obtained by SWAN as it deems necessary.
The lowest-cost Proposer may not be determined to be the lowest responsible Proposer when all
factors of evaluation of proposals have been considered. However, the total quoted price is an
important factor in determination of the selected proposal.
1.3.23 During the first phase of the evaluation process, SWAN intends to evaluate all proposals
according to the criteria listed in ¶1.3.29, including the possible elimination of any given proposal
because of strongly negative findings or judgments on the basis of any one of the criteria.
1.3.24 Proposals not eliminated during this first phase of the evaluation process will be further
evaluated during the second phase in which SWAN may submit written questions and requests for
clarifications, further information, and better pricing to some or all proposers; and require written
answers to such questions and requests; and may conduct site visits to and/or telephone interviews of
libraries using systems provided by proposers.
During this second phase of the evaluation process SWAN may select two or more proposals and
require the respective proposers at their expense to visit SWAN to make presentations on their systems
and proposals, to answer questions posed by SWAN, and to enter competitive negotiations with
SWAN.
SWAN intends to complete the second phase of the evaluation process by applying again the
evaluation criteria listed in ¶1.3.29 to all proposals not eliminated during the first phase of the
evaluation process.
1.3.25 The successful Proposer will be required to visit SWAN at its expense a second and possibly a
third time to conduct negotiations and planning with SWAN. The dates specified in Section 1.2of the
RFP have been reserved for these meetings.
1.3.26 In the event that a contract acceptable to SWAN cannot be executed with the top Proposer,
SWAN may eliminate that Proposer from further consideration. SWAN will then proceed to conduct
negotiations and planning sessions with the Proposer next preferred. Such process will be continued
until either an acceptable contract is executed or all proposals have been eliminated.
1.3.27 The SWAN ILS Committee shall assign a point value for each criterion to each proposal being
evaluated; the determination of each point value shall be by consensus.
Page | 23
The successful proposal will be selected as a result of the fair application of evaluation criteria by the
SWAN Board.
1.3.28 The SWAN ILS Committee shall be co-chaired by two individuals designated by the SWAN
Board.
1.3.29 The following criteria shall be employed in the evaluation of proposals and the decision to
award the contract to the successful Vendor. Each proposal will be scored independently.
1. Applications functions and capabilities of proposed software
30 points
2. Resource sharing functionality
30 points
3. Overall suitability of the Vendor and proposed system to present and
24 points
future needs of SWAN
4. Quoted costs of proposal
20 points
5. Costs to SWAN implied by the proposal
20 points
6. Vendor's proposed training for SWAN
11 points
7. Vendor's plan and ability for fulfilling proposal
10 points
8. Performance in other locations of Vendor and of systems similar to those
10 points
proposed
9. Future development and ongoing development of consortia features.
10 points
Ability to contribute to development and the capacity of the system to
support growth.
10. Provision, capabilities, and costs of software to load, store, and output in
10 points
applicable MARC formats bibliographic and authority records, and
machine-readable patron, loan, and other records to/from SWAN’s system
11. Suitability, performance, capacity, and growth path of proposed system
6 points
hardware and software platforms and telecommunications systems,
including the results of applicable benchmark tests, as described in Section
6.10 & 6.11
12. Vendor's hardware and software maintenance services and software
5 points
support services
13. Significance of deviations of proposal from the system requirements and
4 points
Page | 24
instructions for format and content of the proposal
14. Vendor's overall experience in the library automation industry
4 points
15. Vendor's financial stability
3 points
16. Vendor's company organization and staffing
3 points
Total
200 Points
Strongly negative findings or judgments on the basis of any one of the above criteria may
result in elimination of a given proposal from further consideration.
1.3.30 The SWAN ILS Committee will assign point values for each criterion to each proposal being
evaluated according to the following guidelines:
0=
Proposal is non-responsive or wholly inadequate; this could result in elimination
of a given proposal from further consideration.
Highest Score =
Best proposal
Equal Score =
Two or more proposals may receive the same score when they are considered
equally responsive.
1.3.31 The evaluation process is designed to award the acquisition not necessarily to the Vendor of
least cost, but rather to that Vendor with the best combination of attributes based upon the evaluation
criteria.
The SWAN ILS Committee will compile the scores, which during the first phase of the
evaluation process, as described by ¶1.3.23, will be used to select two or more proposals for further
evaluation during the second phase; and which during the second phase will be the basis for selecting
the successful proposal.
Vendor is aware that comparison of Vendors' proposals can be a difficult process due to
multiple variables including price, products, references, and recommendations. This process requires
subjective assessment by SWAN of overall suitability and quality for SWAN’s purposes. SWAN’s use of
evaluation criteria in no way alters SWAN’s discretion in selecting a Vendor deemed by SWAN to be
best suited to meet SWAN’s need.
1.3.32 Negotiations for procurement of a system will be conducted by SWAN’s Negotiating Team as
described in Section 1.1.
Page | 25
1.3.33 SWAN will formulate benchmark and acceptance testing procedures and system performance
warranties with the successful Vendor, and provisions for such will be included in the contract for
procurement of its system. Section 6.10.5.2 of this RFP presents requirements for transaction
throughput and response-time testing that will be part of system acceptance. Section 6.10 presents
definitions, guidelines, and requirements for acceptance tests.
1.3.34 Payment for the system and services provided by the successful Vendor will be made upon
completion of specific tasks, for which terms and conditions will be included in the contract for
procurement of SWAN’s system.
SWAN’s contract with the successful Vendor will include provisions for monetary penalties for nonperformance of the successful Vendor in making scheduled delivery of components of contracted
systems and services.
1.3.35 This RFP, the successful Vendor’s proposal, and other written communications between SWAN
and the successful Vendor will become part of the contract to be negotiated with the successful
Vendor.
1.3.36 Regardless of where located, all equipment and materials, including software, are to be insured
under policies carried and paid for by the successful Vendor during the period between signing of the
contract and acceptance of the system.
1.3.37 Award of a contract is subject to the availability, appropriation, and certification of sufficient
funds as may be required; and any contract resulting from such award may be canceled if sufficient
funds are not available, appropriated, and certified.
1.3.38 Approval of selected Vendor and final contract lies with the SWAN Board.
1.3.39 The successful Vendor may be required to provide a performance bond payable to SWAN,
executed by a surety authorized to do business in Illinois, in the sum of 100 percent of the contracted
price, as it may be increased, said bond to be delivered to SWAN at the time contract documents are
signed.
1.3.40 SWAN requires that the contract with the Vendor include the following terms:
A
Vendor acknowledges that SWAN’s financial commitment in purchasing and
maintaining the system is substantial and that SWAN enters into the contract
expecting Vendor will remain in business in the foreseeable future to service and
maintain the system and fulfill Vendor’s obligations. Accordingly, Vendor
represents and warrants that:
(1)
Vendor has not received any notice or claim from any other
party that any portion of the system is being used contrary
Page | 26
to or in violation of another party’s patent, copyright,
trademark, trade secret, license, or other intellectual
property interest;
(2)
Vendor is not now negotiating for the sale or transfer of its
business or assets to another entity or company;
(3)
Vendor has no knowledge or information that, in the
foreseeable future, its ability to fulfill its obligations and
commitments to SWAN will be hindered or jeopardized.
B
Vendor and SWAN shall pay all reasonable attorney’s fees, expert witness fees, and
costs incurred by the other in enforcing the terms and provisions of the contract
and in defending any proceeding to which either Vendor or SWAN are made parties
as a result of the wrongful acts or omissions of the other party. The parties intend
that only the prevailing party is entitled to fees and costs.
C
The liability of Vendor and SWAN and any concomitant damages shall be
determined in such amount and to such extent as is commensurate with their
conduct as provided by ILLINOIS law.
D
Any claims, disputes, or liabilities of the parties or other matters between Vendor
and SWAN shall be resolved in the circuit court of COOK County, ILLINOIS, in
accordance with ILLINOIS law. Vendor and SWAN are not precluded, of course,
from consenting to mediation or arbitration.
E
Upon termination of the contract, Vendor will provide all cooperation and
assistance reasonably necessary to assist SWAN with the transition to another
system.
F
In the event any portion of the system must be repaired or replaced due to defects
in materials, and provided SWAN is current with its payments to Vendor, Vendor
shall pay all costs of repair or replacement, including all transportation or shipping
costs.
G
Vendor represents and warrants that:
(1)
It is familiar with SWAN and its current operations and
systems.
(2)
It is familiar with and is satisfied as to all local conditions
which may affect cost and/or performance of Vendor’s
Page | 27
system.
(3)
H
All work will be performed in accordance with the standard
of care applicable to comparable technological systems and
services in the CHICAGO metropolitan area.
Vendor agrees to indemnify and hold harmless SWAN from and against all claims,
losses, damages, and expenses to the extent such claims, losses, damages or
expenses are caused by Vendor’s conduct, acts, errors, or omissions. SWAN agrees
to indemnify and hold harmless Vendor from and against legal liability for all
claims, losses, damages, and expenses to the extent such claims, losses, damages
or expenses are caused by SWAN’s conduct, acts, errors or omissions. In the event
such claims, losses, damages, or expenses are caused by the joint or concurrent
conduct, acts, errors or omissions of Vendor and SWAN they shall be borne by each
party in proportion to its own conduct.
Page | 28
SECTION 2: CONFIGURATIONS, REQUIREMENTS, COST FORMS, AND
QUESTIONS FOR SYSTEMS AND SERVICES
This section specifies alternative configurations of required systems and services described in RFP
TABLE 2-0, for which cost proposals are requested.
RFP TABLE 2-0 summarizes configurations of interest. Beginning with Section 2.1, separate sections
describe further each of the Configurations listed in RFP Table 2-0, and contain checklists, cost forms,
and specific requests for information and questions of vendors to which vendors must respond in their
proposals.
Please note the following explanations and instructions for Section 2:
RFP TABLE 2-0 summarizes configurations of interest;
The Vendor must complete and return a Cost Form (included in each subsequent Configuration
section) for each Configuration that is proposed -- including alternative configurations;
The Vendor is encouraged to propose alternative solutions for each Configuration -- please
include a Cost Form for each alternative that is proposed;
The following sections, beginning with Section 2.1, describe each of the Configurations listed in
RFP TABLE 2-0.
These following sections contain checklists, cost forms, and specific requests for information
and questions of vendors to which vendors must respond in their proposals.
Page | 29
RFP TABLE 2-0: SUMMARY OF CONFIGURATIONS OF SYSTEMS AND
SERVICES
(Sections that follow describe each of the Configurations summarized below)
CONFIGURATION #1
ON-PREMISE SERVER-BASED INTEGRATED LIBRARY S YSTEM (ILS) FOR SWAN –
PRODUCTION SYSTEM
Configuration #1 is for a total, turnkey hardware/software on-premise serverbased solution sized for 2018 for ≥2,200 peak-load concurrent public and staff
users at 80 library locations: 1,100 Staff Licenses, and Unlimited (estimated at
≥1,100) Web Portal and Public Access Users, including ≥1,100 at public
workstations in libraries); plus needed services including data migration and
training. The hardware servers should be scaled for ≥2,200 concurrent users
(1,100 staff, ≥1,100 Public Access Users). Separate hardware servers should be
configured for the Database Server (ILS production) and Web Server (OPAC)
and any other servers as needed (such as SIP).
For Configuration #1 please fill out and return:
RFP TABLE 2.1-1 APPLICATIONS MODULES AND FUNCTIONALITY
CHECKLIST
RFP TABLE 2.1-2 CONFIGURATION #1 COST FORM
RFP TABLE 2.1-3 CHECKLIST QUESTIONS
TABLES 2.1-4 NARRATIVE QUESTIONS
CONFIGURATION #2
ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING SYSTEM FOR
SWAN
Configuration #2 is for a Test and Training System that would be provided as a
total, turnkey Hardware/Software Server solution sized for ≥30 users; and would
have the same software modules as Configuration #1, and would be used for
training staff, examining data migration test files, and testing software releases.
For Configuration #2 please fill out and return:
RFP TABLE 2.2-1 CONFIGURATION #2 COST FORM
Page | 30
Configuration #3
Integrated Library System as a Service (ILS SaaS) for SWAN – Production
System
Configuration #3 is for an ILS provided as Software as a Service (SaaS) delivered
over the Internet that would be remotely operated and managed by vendor on
behalf of SWAN, to accommodate the same number of users as specified for
Configuration #1.
For Configuration #3 please fill out and return:
RFP TABLE 2.3-1 CONFIGURATION #3 COST FORM
Configuration #4
ILS Test and Training System as a Service (ILS SaaS) for SWAN
Configuration #4 is for a Test and Training System that would be provided as
Software as a Service sized for ≥30 users; and would have the same software
modules as Configuration #3, and would be used for training staff, examining
data migration test files, and testing software releases for Configuration #2.
For Configuration #4 please fill out and return:
TABLES 2.4-1 CONFIGURATION #4 COST FORM
Configuration #5
Software-Only and Services for an On-Premise Server-Based Integrated
Library System for SWAN – Production System
Configuration #5 is for a total, turnkey Software-Only and services solution for
an On-Premise Server-based Production System for which Hardware Servers
would be provided by SWAN, to accommodate the same number of users as
specified for Configuration #1.
For Configuration #5 please fill out and return:
RFP TABLE 2.5-1 CONFIGURATION #5 COST FORM
Configuration #6
Software-Only and Services for an On-Premise Server-Based Standalone ILS
Test and Training System for SWAN
Configuration #6 is for a total, turnkey Software-Only and Services solution for
an On-Premise Server-based Test and Training System for which Hardware
Servers would be provided by SWAN, to accommodate the same number of
users as specified for Configuration #2
For Configuration #6 please fill out and return:
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM
Page | 31
Configuration #7
Discovery Service for SWAN
Configuration #7 is for a Discovery Service to search SWAN’s databases, OPAC,
and State-provided resources.
For Configuration #7 please fill out and return:
RFP TABLE 2.7-1 SERVICES CHECKLIST
RFP TABLE 2.6-2 CONFIGURATION #6 COST FORM
RFP TABLE 2.6-6 NARRATIVE QUESTIONS
Configuration #8
Sample Peripheral Devices for Use with Configurations #1, #2, #3 and #4
Configuration #8 is for a list of quotations for sample peripheral devices,
including inventory control devices, and any other equipment specified for use
with ILS Configurations #1, #2, #3, and #4.
For Configuration #8 please fill out and return:
RFP TABLE 2.8-2 (CONFIGURATION #8 COST FORM)
Configuration #9
Custom Development Services
Configuration #9 is for personnel allocated to custom development of the ILS
and related systems and services to implement capabilities wanted by SWAN.
The Services would include but not necessarily be limited to the following
positions/roles:
Team Leader: That would serve as the Vendor’s Custom Development
Liaison to SWAN and as Manager of the Custom Development Team,
including the below-described Lead Analyst and Developer roles.
The Team Leader would be a designated individual, allocated as needed
to SWAN-related tasks.
Lead Analyst: That would serve as the Vendor’s Lead Analyst in working
with SWAN to define requirements for wanted functionality, and in
working with other Vendor staff to develop the wanted functionality.
The Lead Analyst would be a designated individual, allocated as needed
to SWAN-related tasks.
Developers: Development personnel that would be allocated as needed
Page | 32
to SWAN-related development tasks to provide wanted functionality,
including production of documentation.
For Configuration #9 please fill out and return:
RFP TABLE 2.9-1 CONFIGURATION #9 COST FORM
RFP TABLE 2.9-2 NARRATIVE QUESTIONS
Page | 33
SECTION 2.1 CONFIGURATION #1: ON-PREMISE SERVER-BASED
INTEGRATED LIBRARY SYSTEM (ILS) FOR SWAN PRODUCTION SYSTEM
Please propose an ILS that would be provided as a total, turnkey Hardware/Software On-Premise
Server-Based solution sized for year 2018 for ≥2,200 peak-load concurrent public and staff users at 80
library locations: 1,100 Staff Licenses, and Unlimited (estimated at ≥1,100) Web Portal and Public
Access Users, including ≥1,100 at public workstations in libraries); plus needed services including data
migration and training. The hardware servers should be scaled for ≥2,200 concurrent users (1,100 staff,
≥1,100 Public Access Users). Separate hardware servers should be configured for the Database Server
(ILS production) and Discovery Services (OPAC) and any other servers as needed (such as SIP2).
CONFIGURATION #1 requirements are based on best estimates at the time of this writing.
Estimated Data Storage and Processing Requirements: Please configure for 2018
Estimates
2013 Current
77
2018 Estimates
80
Titles
1,442,470
1,510,000
Volumes/Items
7,920,075
8,100,000
13,000,000
16,000,000
1,077,333
1,200,000
895,315
1,000,000
900
1,800
Staff Workstations in SWAN
Libraries
1,180
1,380
Public Workstations, Laptops,
Tablets, etc. in SWAN libraries
1,200
1,400
Patrons connected through
Internet
20,000
25,000
Total Estimated Concurrent
Users
2,200
2,400
Libraries
Annual Circulation
Patrons
Authority Records
Staff Licenses
Page | 34
CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY
FUNCTIONALITY WANTED BY SWAN
Checklist of ILS Questions
RFP TABLE 2.1-1 presents a checklist of Yes or No questions about your proposed ILS for you to
complete and return. This checklist matches the Cost Form RFP TABLE 2.1-2
Cost Forms for ILS
RFP TABLE 2.1-2 contains a Cost Form for providing quotes for Configuration #1. Costs for each
application category should be quoted based on the more detailed itemization as shown on RFP TABLE
2.1-1.
In the checklist which follows as RFP TABLE 2.1-3, please indicate for the ILS you are quoting for
Configuration #1 whether the described feature or function is available (in general release and installed
in at least one customer site), planned or in development (with a specific hard release date), or not
available.
ILS Questions for Narrative Response
RFP TABLE 2.1-4 presents a list of questions about your proposed ILS for you to answer.
Page | 35
RFP TABLE 2.1-1: CHECKLIST OF YES OR NO ILS QUESTIONS
In the checklist that follows, please indicate a Yes or No answer to each question posed of your ILS.
Please include the completed checklist in Part 3 of your Proposal.
These Yes/No questions mirror the RFP TABLE 2.1-2: CONFIGURATION #1 COST FORM which follows
this checklist.
(1)Module
(2)Question
1. Central Site Hardware
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
2
(2) Yes
(3) No
Can the ILS Application server run separately from the ILS
Database server?
Is the Discovery Service running in a separate server?
Is the disk storage-array a separate piece of hardware?
Is the operating system software & utilities included with
the ILS?
Do you supply a configuration with an uninterruptable
power supply (UPS)?
Web/Portal Servers
Can the ILS run a Training or Test ILS server separate from
the Production ILS server?
Is the ILS backup system a separate device?
Will additional or other hardware be required?
SUBTOTAL: Hardware
Applications Software and Utilities
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
Bibliographic Database System (including DBMS license)
Is there ILS Cataloging functionality with Authority
Control?
Is there ILS Acquisitions with Fund Accounting?
Is there ILS Serials Control?
Is there a Discovery Service?
Is there System Administration of the Discovery Service?
Is there an ILS Circulation System?
Is there an ILS Stock Rotation Module/Capability?
Is there an ILS Course Reserve Module?
Is there an ILS Program Registration, Room Booking and
Scheduling Module?
Is there a native ILS Inventory Control?
Page | 36
RFP TABLE 2.1-1: CHECKLIST OF YES OR NO ILS QUESTIONS
In the checklist that follows, please indicate a Yes or No answer to each question posed of your ILS.
Please include the completed checklist in Part 3 of your Proposal.
These Yes/No questions mirror the RFP TABLE 2.1-2: CONFIGURATION #1 COST FORM which follows
this checklist.
(1)Module
2.12
2.13
2.14
2.15
2.16
2.17
3
2.18
2.19
Interfaces
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
3.13
3.14
3.15
3.16
3.17
3.18
3.19
3.20
3.21
(2)Question
Is there an ILS Inter-library Loan (ILL) Management
System?
Does the ILS have a Z39.50 Server?
Does the ILS have a Z39.50 Client module?
Does the ILS have a Report Generator?
Can the ILS manage Subscription Services to electronic
resources?
Does the ILS have a Electronic Resource Management
(ERM) capability?
Does the ILS have a Web Browser based staff client?
Does the ILS have a System Administration Module?
(2) Yes
(3) No
3M: Cloud Library
3M: self-check
3M: AMH
A.N.D. Technologies: P-Counter
Bibliotheca: self-check
Central Technologies (CenTec): i-circ self-check
Comprise: SAM
Cybrarian
Envisionware: LPTOne
Envisionware: PC Reservation
Evanced Solutions: Events, Room Reserve, Summer
Reader
ITS: MyPC
ITS: Papercut
Librarica: CASSIE
Library Ideas: Freading
Library Ideas: Freegal
OCLC: EZ Proxy
OverDrive: eMedia Library, My Media Mall, Media on
Demand
Pharos: Computer Reservation System
Pharos: Print Management
TechLogic: ACS self-check
Page | 37
RFP TABLE 2.1-1: CHECKLIST OF YES OR NO ILS QUESTIONS
In the checklist that follows, please indicate a Yes or No answer to each question posed of your ILS.
Please include the completed checklist in Part 3 of your Proposal.
These Yes/No questions mirror the RFP TABLE 2.1-2: CONFIGURATION #1 COST FORM which follows
this checklist.
(1)Module
3.22
3.23
3.22
(2)Question
TechLogic: AMH
Unlimited SIP2 Interfaces
Vendprint
(2) Yes
(3) No
Page | 38
RFP TABLE 2.1-2: Configuration #1 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED ILS PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Category
One-Time Annual
$ Cost
$ Cost
1
Central Site Hardware
1.1 Database/Application Server
1.2 Web Server
1.3 Disk storage
1.4 Operating system software, utilities
1.5 Uninterruptable power supply
1.6 Web/Portal Servers
1.7 Training, Other server(s)
1.8 Backup device
1.9 Other
1.10 SUBTOTAL: Hardware
2
Applications Software and Utilities
(include costs for all items from RFP TABLE 2.1-1)
2.1 Bibliographic Database System (including DBMS license)
2.2 Cataloging (w/Authority Control)
2.3 Acquisitions (w/ Fund Accounting)
2.4 Serials Control (w/ Fund Accounting)
2.5 Discovery Service
2.6 Administration of Discovery Service
2.7 Circulation System
2.8 Stock Rotation Module/Capability
2.9 Course Reserve Module
2.10 Program Registration, Room Booking and Scheduling Module
2.11 Inventory Control
2.12 ILL Management System
2.13 Z39.50 Server
2.14 Z39.50 Client module
2.15 Report Generator
2.16 Subscription Services
2.17 Electronic Resource Management
2.18 Browser Based Staff Client
2.19 System Administration Module
(3)
Page | 39
RFP TABLE 2.1-2: Configuration #1 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED ILS PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
3
4
5
Category
Interfaces
3.1 3M: Cloud Library
3.2 3M: self-check
3.3 3M: AMH
3.4 A.N.D. Technologies: P-Counter
3.5 Bibliotheca: self-check
3.6 Central Technologies (CenTec): i-circ self-check
3.7 Comprise: SAM
3.8 Cybrarian
3.9 Envisionware: LPTOne
3.10 Envisionware: PC Reservation
3.11 Evanced Solutions: Events, Room Reserve, Summer Reader
3.12 ITS: MyPC
3.13 ITS: Papercut
3.14 Librarica: CASSIE
3.15 Library Ideas: Freading
3.16 Library Ideas: Freegal
3.17 OCLC: EZ Proxy
3.18 OverDrive: eMedia Library, My Media Mall, Media on Demand
3.19 Pharos: Computer Reservation System
3.20 Pharos: Print Management
3.21 TechLogic: ACS self-check
3.22 TechLogic: AMH
3.23 Unlimited SIP2 Interfaces
3.22 Vendprint
3.23 SUBTOTAL INTERFACES
Data migration, preparation and loading of database
(2)
(3)
One-Time Annual
$ Cost
$ Cost
Other costs:
5.1 Freight
5.2 Installation (including expenses)
5.3 Training (see RFP Table 2.1-5 for requirements)
5.4 Documentation
Page | 40
RFP TABLE 2.1-2: Configuration #1 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED ILS PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
Category
5.5 Other
5.6 SUBTOTAL: OTHER COSTS
6
TOTAL SYSTEM COST
7
Number of Users/User Licenses
8
Amount of physical disk storage (GB)
8.1 Amount of logical storage as configured
9
Cost of disk storage
9.1 One-Time
9.2 Annual Maintenance
10
Warranty Periods (in years)
10.1 Software
10.2 Central Site Hardware
11
5-Year Costs
11.1 All One-time costs
11.2 Total of all recurring Costs for 5-years
11.3 Total 5-year Cost (Line 11.1 + 11.2)
(Note: These will be used to determine the quoted costs)
(2)
(3)
One-Time Annual
$ Cost
$ Cost
Page | 41
CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY
FUNCTIONALITY WANTED BY SWAN
The RFP TABLE 2.1-3: CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY
FUNCTIONALITY WANTED BY SWAN expands on the RFP TABLE 2.1-1, seeking details on
functionality.
Please indicate for the ILS you are quoting for Configuration #1 whether the described feature or
function is available (in general release and installed in at least one customer site), planned or in
development (with a specific hard release date), or not available.
The RFP TABLE 2.1-3 checklist is numbered by column:
1. Applications Modules and Functions: SWAN has organized these around traditionally
expected ILS modules, but it is possible that “modules” do not exist within the Proposer’s ILS
2. Date Available MM/YYYY: this allows a Proposer to note modules and functions that are in
development for a future release
Installed in a Library? SWAN wishes to see if a specific module or function is in a production
environment.
3. Yes
4. No
3rd Party Product? SWAN is allowing for the use of a 3rd party product to be noted in lieu of an
absent ILS module or function.
5. Yes
6. No
Page | 42
RFP TABLE 2.1-3: CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES
AND KEY FUNCTIONALITY WANTED BY SWAN
In the checklist that follows, please indicate a Yes or No answer to each Module and Function posed of
your ILS. Please include the completed checklist in PART 2 OF YOUR PROPOSAL, to specify the items
included in your quotation for Configuration #1.1
Column 1
1.1.1
1.1.2
1.1.3
1.1.4
1.2.1
1.2.3
Can bib records be edited and
validated?
Merge bib records and combine
their holding/item records
automatically?
Batch export MARC records with
or without holding information via
scheduled task?
1.2.5.1
1.2.5.2
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Cataloging (w/Authority Control)
Is there a subscription to MARC
cataloging source?
Batch import/download MARC
records from any source and
generate bib records, item, and
acquisition order records?
1.2.5
Column 3 Column 4
Installed in a Library?
Bibliographic Database System
Unicode compliant?
Supports FRBR?
Supports RDA
Supports for diacritics?
1.2.2
1.2.4
Column 2
Date
Available
MM/YYYY
Export of bib and holdings
records for designated group of
libraries?
Quick and easy export of the
entire bibliographic database?
Page | 43
NO
Column 1
1.2.5.3
1.2.5.4
1.2.5.5
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
OCLC Connexion client
interactively (i.e. immediately
visible in the catalog) loads bib,
item, and order records into the
ILS?
Ability to overlay existing
records in SWAN via OCLC
Connexion?
Full and immediate indexing
of imported records including
keyword indexing?
1.2.6
1.2.7
Spell checker?
Real-time download with Z39.50
targets?
1.2.8
1.2.8.1
1.2.8.2
1.2.8.3
1.2.9
1.2.9.1
1.2.9.2
1.2.9.3
1.2.9.4
1.2.9.5
1.2.9.6
1.2.9.7
1.2.9.8
Global edit bib records?
Add/delete fields?
Edit fields and subfields?
Replace fields and subfields?
Global edit holding/item record?
Collections?
Item type?
Call number?
Location?
Notes?
Status?
Add/delete fields?
Limited by library location’s
items?
Build customized spine and
pocket labels?
1.2.10
Column 2
Date
Available
MM/YYYY
1.2.11
Provide customizable duplicate
detection?
1.2.11.1
1.2.11.2
1.2.11.3
Duplicate call numbers?
Duplicate OCLC nos.?
Duplicate standard numbers,
e.g. MARC 020, 022, 024, 028,
037?
Page | 44
NO
Column 1
1.2.11.4
1.2.11.5
1.2.12
1.2.13
1.2.14
1.2.15
1.2.16
1.2.17
1.2.17.1
1.2.17.2
1.2.18
1.2.19
1.2.20
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Duplicate detection by LC
no.?
Duplicate detection by title,
MARC, and non-MARC?
Use formatted coding templates
to reduce errors in fixed-field
coding?
Manage links between authority
and bibliographic records
automatically?
Fully supports Unicode in special
characteristics and diacritics?
Flexibility in searching
bibliographic records by any
MARC field?
Create customized lists and
reports?
Ability to create non-MARC
metadata that is searchable and
indexable, e.g. brief order records,
generic MARC-like records?
Dublin core?
Other?
Authority Control
Automatically verify the headings
in any record?
Merge authority records and
adjust their linked headings
automatically?
Ability to create, edit, merge,
delete headings?
1.2.21
Ongoing update authority
headings according to LC?
1.2.22
Globally update authority
headings records by any
MARC field?
Report blind headings?
1.2.23
Column 2
Date
Available
MM/YYYY
Page | 45
NO
Column 1
1.3.0
1.3.1
Download Acquisitions
Vendor selection list?
1.3.1.2
Integrate multiple Vendors’
selection lists?
1.3.1.3
Staff additions and deletions
to selection and order lists?
1.3.1.4
Electronic ordering with
selection list?
Are selections and purchase
request functions part of the
Acquisitions Module?
1.3.3
Ability to make customizable data
entry and add free text fields to
selection and purchase requests?
1.3.4
Ability to produce individual
purchase requests and desiderata
1.3.5
Sort purchase requests by
selector, program or budget code,
1.3.6
Ability to customize work slips to
reflect local format and fields
1.3.7
1.3.7.1
1.3.7.2
1.3.8
Is there “Workslip” functionality?
Electronic workslips?
Printed workslips ?
Accessibility to acquisitions
information throughout the
processing workflow and in the
OPAC? For:
Selection?
Ordering?
Receiving?
1.3.8.1
1.3.8.2
1.3.8.3
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Acquisitions (w/ Fund
Accounting)
Ability to have separate
Acquisitions budgets, vendors,
activity and data for designated
groups of libraries
Ability to create and maintain
selection and ordering lists?
1.3.1.1
1.3.2
Column 2
Date
Available
MM/YYYY
Page | 46
NO
Column 1
1.3.8.4
1.3.8.5
1.3.8.6
1.3.8.7
1.3.9
1.3.10
1.3.10.1
1.3.10.2
1.3.10.3
1.3.10.4
1.3.10.5
1.3.10.6
1.3.10.7
1.3.11
1.3.11.1
1.3.11.2
1.3.11.3
1.3.11.4
1.3.11.5
1.3.11.6
1.3.11.7
1.3.11.8
1.3.11.9
1.3.12
1.3.12.1
1.3.12.2
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Pre-processing?
Cataloging?
Post-processing?
OPAC?
Ability to suppress
selections/desiderata bib records
in OPAC?
Automatic update of bib record in
OPAC throughout the
acquisitions/processing/cataloging
workflow for requested, ordered,
pre-processing, cataloging,
estimated wait time, available,
personal emails?
Selection
Ordering
Receiving
Pre-processing
Cataloging
Post-processing
OPAC
Ability to send emails at the
selection stage and throughout
the
acquisitions/processing/cataloging
workflow? For the following:
Requesting user?
Acquisitions vendor?
Selection?
Ordering?
Receiving?
Pre-processing?
Cataloging?
Post-processing?
OPAC?
Import EDI records from vendors?
Ordering?
Invoicing?
Page | 47
NO
Column 1
1.4.1
1.4.1.1
1.4.1.2
1.4.2
1.4.3
1.4.4
1.4.5
1.4.6
1.4.7
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Serials Control (w/ Fund
Accounting)
Issue arrival prediction?
Regular patterns?
Irregular patterns?
Automatic check-in?
Flexible Holdings Display (Free
Text)?
Manual edit of holdings patterns?
Display of serials holdings data in
other modules?
Accommodate and link title
variations?
Accommodate and link multiple
formats of the same title (print,
fiche, electronic)?
1.4.8
1.4.9
Hyperlink to e-version of journal?
Flexible, customizable display of
call # and location?
1.4.10
Share Vendor records with
Acquisitions Module?
1.4.11
Share Fund records with
Acquisitions Module?
1.4.12
Manage subscription renewals
and cancellations?
1.4.13
Support automatic or mediated
claims and cancellations in email
or print formats?
1.4.13.1
1.4.13.2
1.4.13.3
1.4.13.4
1.5.1
1.5.2
Discovery Service
Web browser visual User Interface
Language Interfaces? in the
following languages:
Automatically, via email?
Manually, via email?
Automatically, via printouts?
Manually, via printouts?
Page | 48
NO
Column 1
1.5.2.1
1.5.2.2
1.5.2.3
1.5.2.4
1.5.2.5
1.5.2.6
1.5.3
1.5.4
1.5.5
1.5.6
English?
Spanish?
Polish?
Arabic
Farsi
Tagalog
Smartphone Interface?
E-Commerce Interface?
Spell checker?
Authentication by patron type to
access secure websites and
restricted resources?
1.5.7
Does your system allow
geolocation or GPS authentication
for OPAC users?
URL Link resolver?
Link from the Discovery Service to
multimedia and e-content? For:
1.5.8
1.5.9
1.5.9.1
1.5.9.2
1.5.9.3
1.5.9.4
1.5.10
E-books?
E-journals?
Videos?
Audio books?
Patron customizable capabilities
and personalization for…
1.5.10.1
Interface look and feel
(skins)?
To make request for alerts for
new content via keyword?
1.5.10.2
1.5.10.3
1.5.10.4
1.5.11
1.5.11.1
1.5.11.2
1.5.11.3
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
User created “favorites” lists?
Other capabilities?
Capabilities and vendor support
for Library’s page level
customization?
Audio books?
Customizable search buttons
Customizable search
interface
Page | 49
NO
Column 1
1.5.11.4
Display enriched content:
e.g., from Content café
1.5.12
Does your system offer patrons a
purchase option (e.g. Amazon),
and is this customizable at the
local library level?
1.5.13
“Similar search” or “did you
mean” function?
1.5.14
Limit searches to specific library
within SWAN?
1.5.15
Limit searches to specific
collections within SWAN?
1.5.16
Ability to narrow down search
results?
Ability for Patrons to place holds
on specific copies?
1.5.17
1.5.18
Ability for Patrons to place holds
on specific volumes?
1.5.19
Ability to specify item locations in
first results display screen?
1.5.20
Ability to specify item locations
and their display order in
subsequent results display
screens?
Ability to shelf-browse by library
Faceted searching?
RSS notification?
Content alert service matching
user profile?
1.5.21
1.5.22
1.5.23
1.5.24
1.5.25
1.5.26
1.5.27
Single Sign On (SSO)?
Suspend/unsuspend holds?
Cancel holds?
1.6
Administration of Discovery
Service
Customizable interfaces by
individual libraries?
1.6.1
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Page | 50
NO
Column 1
1.6.2
Can the OPAC be customized at
the HTML/XHTML/CSS level?
1.6.3
Staging port for testing
configurations?
Profiles for Personalized Library
Services?
1.6.4
1.7.1
1.7.1.1
1.7.1.2
1.7.1.3
1.7.1.4
1.7.1.5
1.7.2
1.7.3
Can notice language be controlled
by library/group of libraries?
1.7.5
Can active URLs be embedded in
email notices and SMS
notifications?
Will the ILS store and retrieve
patron email notices sent from the
ILS?
Is there Offline Circulation
Backup?
Is there Online Patron
Registration?
1.7.7
1.7.8
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Circulation System
Are the Patron notifications…
Printed?
Email?
Text messages to phones?
Pre-overdue notices?
Automated Telephone
Notification System?
Can the patron select their
preferred delivery options for
notices and receipts?
Can individual libraries set
preferred options for their
patrons’ notices and receipts?
1.7.4
1.7.6
Column 2
Date
Available
MM/YYYY
Page | 51
NO
Column 1
1.7.9
1.7.9.1
1.7.9.2
1.7.10
1.7.10.1
1.7.10.2
1.7.10.3
1.7.10.4
1.7.10.5
1.7.10.6
1.7.10.7
1.7.10.8
1.7.10.9
1.7.10.10
1.7.11
1.7.11.1
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Intuitive and easy to use staff
interface
To make status changes?
To edit records, item status,
etc. from one window, instead of
moving between windows?
Intuitive and easy to use staff
interface and functions for
Holds/Requests?
To turn off/on the capability
to place holds on specific
items/copies at the bibliographic
record or collection level?
To set rules by groups of item
types, patron types, and
locations?
Customizable holds?
Hold notifications?
Hold reminder notifications?
Customizable holds slips?
Customizable holds checkout slips?
Support for in-transit
shipment of requested items?
Hold workslips?
Hold transit workslips?
Capability to set up floating
collections?
For an individual multibranch library?
1.7.11.2
For a designated group of
SWAN libraries?
1.7.11.3
By designated groups of
items, e.g. collection or item type?
1.7.11.4
By designated groups of
library locations?
Page | 52
NO
Column 1
1.7.11.5
1.7.12
1.8
1.8.1
1.8.2
1.8.3
1.9.1
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Stock Rotation
Module/Capability
Capability to create groups of
items that will move as a group
between locations?
Capability to set a location routing
order for a group of items?
Capability to set a number of days
before routing at each location?
Course Reserve Module
Does Course Reserves have a staff
managed interface?
Does Course Reserves have an
accompanying display in the
Discovery Services/OPAC?
1.10
Program Registration, Room
Booking and Scheduling Module
1.10.1
Ability to create, edit, delete
events?
Programs for an event?
Repeating occurrences of
event?
Repeated times within the
occurrence (e.g., Event A
scheduled for Monday AM and
Tues PM)?
1.10.1.3
Column 3 Column 4
Installed in a Library?
Capability to specify a redistribution algorithm for a given
floating collection?
Is there a debt collection feature
that flags and tracks borrowers
that meet certain criteria for
collection agency referral?
1.9.2
1.10.1.1
1.10.1.2
Column 2
Date
Available
MM/YYYY
Page | 53
NO
Column 1
1.10.2
Ability to create, edit, delete
event locations? For:
1.10.2.1
1.10.2.2
Rooms on premise?
Combinations of large room
divided with partitions?
1.10.2.3
Off premise locations
(schools, other buildings)?
Ability to register patrons?
Staff interface registration?
Patron online registration?
Ability to determine eligibility
by patron type/home library?
1.10.3
1.10.3.1
1.10.3.2
1.10.3.3
1.10.3.4
1.10.3.5
1.10.3.6
1.10.4
1.10.4.1
1.10.4.2
1.10.5
1.10.5.1
1.10.5.2
1.10.6
1.10.6.1
1.10.6.2
1.10.7
1.10.7.1
1.10.7.2
1.10.8
1.10.8.1
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Ability to register nonpatrons?
Ability to waitlist patrons?
Ability to auto transfer from
waitlist
Ability to send confirmation of
registration?
By email?
By text message?
Ability to send reminders to
registrants
By email?
By text message?
Ability to send blast custom
notices to registrants
By email?
By text message?
Ability to send cancellation
notification?
By email?
By text message?
Ability to book rooms for no
conflict?
Ability to book setup and
takedown time before/after
Events?
Page | 54
NO
Column 1
1.10.8.2
Ability to book equipment for
rooms?
1.10.8.3
Ability to book staffing for
rooms?
Ability to notify creator or
presenter? For:
1.10.9
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Registration not meeting
minimum
1.10.9.2 Registration exceeding
maximum
1.10.10
Cancelation of program?
1.10.10.1 Notification to creator?
1.10.10.2 Notification to presenter?
1.10.11
Ability to display library programs
& events in OPAC?
1.10.9.1
1.10.11.1
Ability to display programs &
events in Calendar View?
Are programs searchable and
retrievable in the OPAC?
1.10.11.3
1.10.12
1.11.1
Ability to create room setup
views for staff?
Integration with e-Commerce for
fee payment?
Inventory Control Module
With portable inventory control
devices with no file size limit?
1.11.2
Ability to produce an integrated
shelf-list?
1.11.3
Ability to produce an exceptions
report?
1.12.1
1.12.1.1
1.12.1.2
ILL Management System
Does the ILS interface with other
software for inter-library loan
(ILL)?
Interoperate with OCLC?
Interoperate with other ILSs?
Page | 55
NO
Column 1
1.12.2
Does the ILS ILL system support
for authentication?
1.12.3
Does the ILS ILL system have the
ability to send overdue
notifications?
Custom email messages?
Pre-scripted email messages?
Over-due email notices?
Automatic text messages to
phones?
1.12.3.1
1.12.3.2
1.12.3.3
1.12.3.4
1.12.3.5
1.12.4
1.12.5
1.12.6
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Staff texting overdue
notices?
Capability to build a database of
libraries that have loaned
materials to the Library?
Ability to print ILL labels for
borrowing?
Ability for patron initiated ILL selfservice requests?
1.12.6.1
1.12.6.2
1.13.1
Z39.50 Server
Does Z39.50 server have ability to
restrict outside access?
Mediated requests?
Non-mediated requests?
1.13.2
Can the Z39.50 scope to SWAN
library collections?
1.14
1.14.1
Z39.50 Client
Does Z39.50 client search external
catalog target Z39.50 servers?
1.14.2
Does Z39.50 client retrieve and
import records into the ILS?
1.15.1
Column 2
Date
Available
MM/YYYY
Report Generator
Is there the capability for SQL
queries?
Page | 56
NO
Column 1
1.15.2
1.15.3
1.15.4
1.15.4.1
1.15.4.2
1.15.4.3
1.15.5
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
User customizable reports?
Capabilities to schedule reports?
Capabilities to generate reports
on batch loads and exports of
records?
MARC records?
Patron records?
Item records?
Are there capabilities to create
files of records and export them in
selected formats?
1.15.5.1
1.15.5.2
1.15.5.3
1.15.6
MARC format?
CSV format?
Export via FTP?
Does the Report Generator email
reports in a variety of formats?
1.15.6.1
1.15.6.2
1.15.6.3
1.16
Subscription Services
NOT REQUIRED BY SWAN: SKIP QUESTION
1.17
Electronic Resource
Management
NOT REQUIRED BY SWAN: SKIP QUESTION
1.18
1.18.1
Browser-based Staff Clients
Does the ILS have a browser
based client for all Staff modules?
1.18.1
Does the ILS have a browser
based client for System
Administration?
1.19
1.19.1
System Administration
Is the source code for the ILS
application available to be
modified by the SWAN system
administrator & designated library
staff, i.e. open source?
HTML?
CSV?
PDF?
Page | 57
NO
Column 1
1.19.2
Is the ILS software licensed under
the GNU General Public License?
1.19.3
Is the source code for the ILS
closed to the SWAN system
administrator?
Will SWAN have full/root (read,
write, modify) and direct SQL
access to database management
system (DBMS)?
Does the ILS have debugging or
logging tools which the SWAN
system administrator can utilize?
1.19.4
1.19.5
1.19.6
Does the ILS have a separation of
staff and user passwords and
privileges at granular level?
1.19.7
Can any record (item, bib, patron,
etc.) be modified or viewed by
more than one user at a time?
1.19.8
Can the System Administrator
functions add/remove access
rights for individual ILS users?
1.19.9
Could SWAN create additional
library locations (sites) without
additional cost?
Could SWAN rename its libraries
in the system without additional
cost?
SQL access for query?
SQL access for data
manipulation?
Can local system administrator
create temporary tables?
1.19.10
1.19.11
1.19.12
1.19.13
1.19.14
Can local system administrator
create permanent tables?
1.19.15
Can staff views be created based
on locally added tables?
1.19.16
Is the ILS NCIP fully compliant
with the NISO standard?
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Page | 58
NO
Column 1
1.19.17
1.19.18
1.19.19
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Does the ILS have application
programming interfaces (APIs)
available to the SWAN system
administrator?
Does the ILS staff client
communicate back to the ILS
server using encryption, e.g. SSL,
HTTPS?
Can your ILS production system
be configured and warranted for
99.99% availability?
1.19.20
Do the configurations you have
described and quoted achieve
99% availability?
2.1
2.1.1
2.1.2
2.1.3
2.1.4
2.1.5
2.1.6
2.1.7
Interfaces (See Section 5)
3M: Cloud Library
3M: self-check
3M: AMH
A.N.D. Technologies: P-Counter
Bibliotheca: self-check
Central Technologies (CenTec): icirc self-check
Comprise: SAM
2.1.8
2.1.8.1
Cybrarian
Envisionware: LPTOne
2.1.8.2
Envisionware: PC Reservation
2.1.8.3
Evanced Solutions: Events, Room
Reserve, Summer Reader
ITS: MyPC
ITS: Papercut
3M: Cloud Library
3M: self-check
3M: AMH
2.1.9
2.1.10
2.1.11
2.1.12
2.1.13
Column 2
Date
Available
MM/YYYY
Page | 59
NO
Column 1
2.1.14
2.1.15
2.1.16
Librarica: CASSIE
Library Ideas: Freading
2.1.17
2.1.18
OCLC: EZ Proxy
OverDrive: eMedia Library, My
Media Mall, Media on Demand
Pharos: Computer Reservation
System
Pharos: Print Management
TechLogic: ACS self-check
TechLogic: AMH
Unlimited SIP2 Interfaces
Vendprint
2.1.19
2.1.20.
2.1.21
2.1.22
2.1.23
2.1.24
Column 2
Date
Available
MM/YYYY
Column 3 Column 4
Installed in a Library?
YES
NO
Column 5 Column 6
3rd Party Product?
YES
Library Ideas: Freegal
Page | 60
NO
RFP TABLE 2.1-4: ILS QUESTIONS FOR NARRATIVE RESPONSE
Please respond in writing straightforwardly to the following questions; as a courtesy to readers; please
repeat each question with your answer. Please include the questions and answers in Part 3 of your
Proposal.
General Questions
Question #1)
Does your system provide web-based staff clients, and will you please list
them? Also, please list the modules and functions that cannot be performed with a web
browser and describe the clients that are required, and how they would be updated for libraries
using your ILS.
Question #2)
What is your experience in migration of libraries from Innovative Interfaces Inc.
Millennium System to your system? If SWAN were to migrate to the system you have
configured, what would be the requirements for migration of all bibliographic, patron, item,
vendor, acquisitions and transaction data to your system? Can all data be captured, output,
and migrated? Please discuss.
Question #3)
SWAN Libraries use item and patron barcode labels described in Appendix 1.
Does the system you have configured support use of these? Please discuss, and identify any bar
code types that your system cannot handle.
Question #4)
What are your recommended PC workstation configuration requirements for
PCs running your staff client?
Question #5)
What other workstation platforms can operate your staff client? (e.g. Mac,
Linux, Thin Client, iOS, Android)
Question #6)
What other workstation platforms can operate your OPAC/Discovery Service?
(e.g. Mac, Linux, Thin Client, iOS, Android)?
Question #7)
Which Web browsers is your ILS optimized for? What additional browsers will
work successfully with your system?
Question #8)
What are your recommended bandwidth requirements per staff user and per
public access user for Internet connectivity and for WAN/LAN delivery of services to users in
libraries? Explain your recommendations.
Question #9)
Describe access by mobile devices to your system for staff and patrons.
Question #10)
Do you provide an app, and if so, for which services? What functionality is
provided? Is the cost of the app included in your basic system price or is it an add-on for a cost?
Question #11)
Do you provide a site designed for mobile users, and if so, for which services?
Describe if it is a mobile site, a responsively-designed site, and what functionality is provided. Is
the cost of the mobile site included in your basic system price or is it an add-on for a cost?
Page | 61
Question #12)
scalability?
How does your proposed ILS on-premise server-based system provide
Question #13)
Describe the server hardware and operating system platforms and database
management systems that you offer and support for your ILS. Please note that SWAN has a
preference for Red Hat Linux if a Linux OS is utilized.
Question #14)
Will you warrant the functionality, response time performance, and uptime
availability of your on-premise ILS? Please describe your warranties of the functions, response
time performance, and system availability.
Question #15)
What assurances can you give that the systems you have described and quoted
in response to this RFP can accommodate the projected numbers of concurrent users and
transaction volumes projected for SWAN for 2018?
Question #16)
Describe how, where, and by whom, software support and upgrade services are
handled, including Help Desk services.
Question #17)
How often are there integer releases and dot releases?
Question #18)
How do you communicate plans and arrangements for scheduled
maintenance? How much downtime is required for maintenance? How far in advance would we
be warned of scheduled maintenance and scheduled system unavailability?
Question #19)
Describe how you provide security for an on-premise server based system.
Question #20)
Describe the system backup procedure. What media and formats are used for
backup? How long do you anticipate SWAN’s backup will take, given the size of the SWAN
database? Can the backup time be scheduled by SWAN?
Question #21)
Describe the system’s ability to download data. Would SWAN be able to get a
data dump from the system? Who executes the data dump, and are there fees involved?
Question #22)
Does the system control or warn about running of reports that impact system
performance? If so, please describe how the warning or control functions.
Question #23)
Does the system require authorization to run or perform batch functions that
are intensive in the use of system resources and/or that impact the performance of interactive
system functions? Please explain how this authority is assigned.
Question #24)
Describe if and how local library personnel can specify open/closed dates
without assistance from the System Administrator, and if on a local library basis these settings
will determine due dates on items and levying of fines.
Question #25)
Describe how patrons can be blocked based on fines accrued or accruing. How
are the block settings administered, and can they be determined at a local library level?
Page | 62
Question #26)
Describe how the daily operational functions of the system are set up or work in
the administration module or processes (i.e. materials becoming lost, holds showing up on a
pull holds list, holds expiring, notices being sent to patrons, etc.). Are these set up in a back-end
processes or are they controlled through scheduled reports or similar functionality? What
ability does SWAN have to control these processes?
Question #27)
Which fields in records in system files are searchable using reports?
Question #28)
What help do you provide during conversion, especially with mapping?
Question #29)
How does a staff member log into the system? Describe how user access
control is delegated. Who sets permissions? What levels of hierarchy are available? How many
logins are available?
Question #30)
Does the system continually update information on the server? What is the
turnaround time for entering or deleting items, e.g.?
Question #31)
Describe your plans for disaster recovery. How would your software
development and support services be continued?
Circulation, Holds and Notices:
Question #32)
How many patron and item types are available? Can circulation rules be set by
combinations of:
a. checkout locations
b. owning location
c. item types
d. patron types?
Question #33)
How are fines and fees assessed (by item owning location, borrowing location,
patron type, etc.)? Can fines/fees be set to always follow the owning library checkout location
rules?
Question #34)
library level)?
Who controls maximum fines, processing fees, etc. (at SWAN level, or local
Question #35)
What information is recorded in the borrower’s record about notifications sent?
Question #36)
Can priorities for filling holds be set by defined pickup location/filling location?
Can this be done by groups of locations? Please describe.
Question #37)
Is self-registration supported? Please describe.
Page | 63
Question #38)
What options are available for merging and linking borrower records?
Question #39)
What information is recorded on borrower-related financial transactions and
how can staff view the information?
Question #40)
Can items assigned a ‘claimed returned’ status age to lost, and what is the
process for this? Are fines changed if item is checked in through normal process? Explain the
claims return process.
Question #41)
Describe the workflow for the Holds/Requests. Of interest are:
a. Patron request workflow (both patron-initiated and staff-mediated)
b. Lending (Staff) workflow
c. Borrowing (Staff) workflow
d. Clearing the hold shelf
e. Ability to identify in the item record whose hold shelf the item is on
Question #42)
Describe if and how your ILS can create photographs of patrons and add them
to patron records. How does it display photographs of patrons? What additional hardware is
required? Please list recommended manufacturers and models.
Question #43)
Describe how your ILS can create and store patron signatures in patron records.
Question #44)
What receipt printers are supported? Are there options within the set-up of the
receipt printer to choose when it prints and how?
Question #45)
What delivery options are available for notices and receipts (e.g. email,
telephony, or SMS)?
Question #46)
What are the capabilities for allowing and filling requests, particularly in
relation to groups of pickup locations, item location, item type, patron type, and due date?
Question #47)
What options are available for lending libraries to be notified of pending holds
(paging list, push alerts, etc.)? What is the frequency of notification, and can that be set by local
libraries?
Question #48)
What options are available for borrowing libraries to be notified of expired
holds (list, push alerts, etc.)? How does your system handle holds that are unable to be filled?
Question #49)
Does your system have cascading holds (ability for patrons to place a hold on a
series and receive the items sequentially)? If so, describe how this functionality works. (See
Appendix 4 for more information about SWAN’s current holds functionality.)
Question #50)
Describe your process for loading patron records into the system.
Page | 64
OPAC and Discovery Service
Question #51)
Tell how the patron can modify their experience in the OPAC, e.g group the
libraries you want to search, save checkout history, search profiles
Question #52)
How does your system allow patrons to track their reading history?
Question #53)
how it works.
What social networking integration is available within your OPAC? Describe
Question #54)
How can patrons view, cancel, and suspend/freeze holds at the OPAC?
Question #55)
What web browsers is your OPAC optimized for? What additional browsers will
work successfully with your system?
Question #56)
How is FRBR employed to streamline the customer experience?
Question #57)
Describe if and how (e.g., with what features) your Discovery Service
incorporates semantic search?
Question #58)
library, user.
What facets are available for refined searching? Level of control: SWAN,
Question #59)
What widgets can be embedded in the catalog?
Question #60)
What is the order in which items are displayed in the OPAC when owned by
multiple libraries? How does the system prioritize the patron’s home library?
Question #61)
Describe how the OPAC handles e-content integration. Please specify vendors.
Question #62)
How are electronic items added to the catalog?
Question #63)
How are electronic items in the catalog discovered?
Question #64)
To what level do you provide authentication, checkout, and downloading
through the catalog?
Question #65)
How does your system handle the purchase of the same e-titles by multiple
libraries, from different platforms, vendors, or subscriptions?
Question #66)
Does your system provide single sign-on for e-content, databases, and other 3rd
party content? Describe how this works.
Question #67)
How can patrons make purchase suggestions within the OPAC?
Question #68)
How does your OPAC support Patron-Driven Acquisition for individual libraries?
Page | 65
Question #69)
required?
How does your system save settings for an individual library or user? Is login
Question #70)
Can the staff client be customized at the HTML/XHTML/CSS level? Can this be
done at the SWAN staff and local library level? Describe.
Question #71)
Describe if and how your ILS allows users to make credit card payments – and
for what. Does this service exist external to the ILS, and if so, who provides it? Describe if and
what SWAN or its member libraries are required to do to meet PCI compliance and any credit
card security requirements.
Question #72)
Describe options for customizing the appearance of the OPAC and staff client.
Can these changes be made at the individual library level?
Cataloging and e-Content:
Question #73)
What are the limits on the number of item records that can be connected to a
bib record, if any?
Question #74)
Can overlay rules for imported records of any kind be set to match on a MARC
tag, or to never match and always create a new record? Describe the available options.
Question #75)
How does the system track user bib additions and modifications?
Question #76)
What ability do local libraries have to create custom fields in item records?
Question #77)
Which classification schemes do you support (Dewey, LC, BISAC) and can they
be mixed within local libraries’ collections?
Question #78)
Describe how users can make global changes or modify groups of records.
Question #79)
Is your system fully RDA compliant? Are new MARC tags (e.g. MARC 264)
indexed? Can new MARC tags 3XX be fully-indexed or partially-indexed?
Question #80)
What label printers are supported? How are these printers set up in the system
and on PCs, especially for network printing? Please describe how spine label printing is
supported.
Question #81)
What fields in a MARC record are indexed? What fields can be keyword
indexed? What fields cannot be indexed at all? Can deletion of batches of item and bib records
be scheduled for off hours?
Acquisitions, Finance and Serials:
Page | 66
Question #82)
How does your system handle automatic creation of item records when doing a
batch-receiving function?
Question #83)
Describe how your system provides electronic ordering support (EDI or
otherwise), and list vendors. Describe how your system pulls in brief vendor records, especially
customized MARC tags, ability to match existing records, ability to create item records, order
records, acquisition records.
Question #84)
Describe how your system handles electronic invoicing.
System Administration:
Question #85)
What programming languages are used for the ILS?
Question #86)
Can staff user views be changed to include/suppress fields, change order of
fields, etc.? Can this be done from a central location or at the local library level?
Question #87)
location?
How do checkout statistics record transaction location/borrower location/item
Question #88)
Describe how statistics for holds filled are incremented and reported.
Question #89)
What statistics are retained at the item level and bib level? Are there annual
item statistics as well as total use to date? Do annual statistics automatically update each year?
Question #90)
List the languages of your ILS staff interface and OPAC/Discovery Service.
Question #91)
Must the production system be taken out of service for maintenance? If so, how
often, and for how long?
Question #92)
Describe if and how your system can be configured to allow for parental control
and consent of children’s access to the Internet/Web and also to content. Explain if any such
controls are age-related, and if so how this could be implemented.
Question #93)
Explain how such controls could be implemented within a consortium system
so that the autonomy of individual libraries’ preferred policies and practices can be
accomodated.
Question #94)
Describe if and how your system could allow autonomy among consortium
libraries’ policies and practices, including different loan periods and fines.
Question #95)
Describe and explain any limits or constraints in autonomy of policy and
practice in set-up and configuration of your system for a consortium implementation. Explain if
and how accommodations of consortium members’ independent policies and practices in
implementation of your system might introduce complexities in libraries’ operations and
workflows, and impact system performance.
Page | 67
Question #96)
Describe and quote all one-time and all recurring costs for 5-years, and the total
5-year costs for providing a redundant total, on-premise Hardware/Software production system
– the same as for Configuration #1 -- or a fail-safe Configuration #1 production system.
Reports and Stats:
Question #97)
Describe the capabilities and workflow for creation and running of custom
reports. Include the type of reporting capabilities you provide and whether or not they are
included in your base system components or whether additional charges for them are required?
Of interest are:
Combining data from two or more record types (e.g., bibliographic, item, patron, etc.) without
the use of SQL or other software or services for which there are additional charges.
Whether custom reports must be done at the System Administrator level or if local library
personnel can do this?
Question #98)
What tools can be used to create custom reports?
Question #99)
How can custom reports be created by the System Administrator and later run
by library personnel? (Please confirm that you have included available capabilities for custom
report generation in your responses to Section 2 Configurations and Costs.)
Question #100) Describe the process for exporting reports. Can reports be emailed? In what
formats can reports be exported?
Question #101) Describe how your ILS supports Web-based report creation.
Page | 68
RFP TABLE 2.1-5: SWAN ILS TRAINING REQUIREMENTS
Please provide a cost quotation as requested in RFP Table 2.1-2, Line 5.3, for training services at the
following levels, for which full descriptions are requested in Part 1.4 of your Proposal, per Section 3.1.4
of this RFP:
General Training of SWAN staff in system concepts and the requirements for system operation
and performance.
Technical Training of key personnel in technical aspects of the system, including hardware,
software, telecommunications, and housekeeping. This training is to include trouble-shooting,
first-level maintenance, and daily operation of the system.
Ongoing Training for new libraries, new functions, software enhancements, and new system
components.
Applications Training of the following personnel estimated in the following table – including
some who will become trainers and will be responsible for training of other staff:
MODULE/FUNCTION
PERSONNEL TO BE TRAINED BY VENDOR
General Overview:
Acquisitions
80
Circulation
80
Cataloging
10
Facilities (Room) Booking/Scheduling
80
Program Registration
80
Serials
80
IT System Administrators
6
IT System Operators
6
Public Services
80
ESTIMATED TOTAL PERSONNEL TO BE
TRAINED
502
Page | 69
SECTION 2.2 CONFIGURATION #2: ON-PREMISE SERVER-BASED STANDALONE
ILS TEST AND TRAINING SYSTEM FOR SWAN
Please propose an On-Premise Standalone Test and Training System that would be provided as a total,
turnkey Hardware/Software Server solution and have the same software modules as Configuration #1,
and would be used for training staff, examining data migration test files, and testing software releases.
The Hardware/Software Server should be sized for ≥ 2,400concurrent users.
Cost Form for Configuration #2
RFP TABLE 2.2-1 contains a Cost Form for providing quotes for Configuration #2.
Page | 70
RFP TABLE 2.2-1: Configuration #2 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
(3)
One-Time Annual
Category
$ Cost
$ Cost
1 Central Site Hardware
1.1
Database/Application Server
1.2
Web Server
1.3
Disk storage
1.4
Operating system software, utilities
1.5
Uninterruptable power supply
1.6
Web/Portal Servers
1.7
Other server(s)
1.8
Backup device
1.9
Other
1.10 SUBTOTAL: Hardware
2 Applications Software and Utilities
(include costs for all items from RFP Table 2.1.1-1)
2.1
Bibliographic Database System (including DBMS license)
2.2
Cataloging (w/Authority Control)
Page | 71
RFP TABLE 2.2-1: Configuration #2 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
(3)
One-Time Annual
Category
2.3
Acquisitions (w/ Fund Accounting)
2.4
Serials Control (w/ Fund Accounting)
2.5
OPAC
$ Cost
$ Cost
2.6 Portal Module
2.7
Circulation System
2.8
Stock Rotation Module/Capability
2.9.
1
Course Reserve Module
2.9.
2
Facilities (Room) Booking and Scheduling Module
2.9.
3
Program Registration
2.10 Inventory Control
2.11 ILL Management System
2.12 Z39.50 Server
2.13 Z39.50 Client module
2.14 Management Information System/ Report Generator
Page | 72
RFP TABLE 2.2-1: Configuration #2 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
(3)
One-Time Annual
Category
$ Cost
$ Cost
2.15 Subscription Services NOT REQUIRED
2.16 Electronic Resource Management NOT REQUIRED
2.17 Staff client licenses
2.18 System Administration Module
2.19 SUBTOTAL: APPLICATIONS SOFTWARE
3
Interfaces3.1
3M: Cloud Library
3.2
3M: self-check
3.3
3M: AMH
3.4
A.N.D. Technologies: P-Counter
3.5
Bibliotheca: self-check
3.6
Central Technologies (CenTec): i-circ self-check
3.7
Comprise: SAM
3.8
Cybrarian
3.9
Envisionware: LPTOne
3.10 Envisionware: PC Reservation
Page | 73
RFP TABLE 2.2-1: Configuration #2 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
(3)
One-Time Annual
Category
$ Cost
$ Cost
3.11 Evanced Solutions: Events, Room Reserve, Summer Reader
3.12 ITS: MyPC
3.13 ITS: Papercut
3.14 Librarica: CASSIE
3.15 Library Ideas: Freading
3.16 Library Ideas: Freegal
3.17 OCLC: EZ Proxy
3.18 OverDrive: eMedia Library, My Media Mall, Media on Demand
3.19 Pharos: Computer Reservation System
3.20 Pharos: Print Management
3.21 TechLogic: ACS self-check
3.22 TechLogic: AMH
3.23 Unlimited SIP2 Interfaces
3.22 Vendprint
3.23 SUBTOTAL INTERFACES
Page | 74
RFP TABLE 2.2-1: Configuration #2 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
(3)
One-Time Annual
Category
$ Cost
$ Cost
4 Data migration, preparation and loading of database
5 Other costs:
5.1
Freight
5.2
Installation (including expenses)
5.3
Training (see RFP Table 2.1-5 for requirements)
5.4
Documentation
5.5
Other
5.6
SUBTOTAL: Other Costs
6 TOTAL SYSTEM COST
7
Number of Users/User Licenses
8 Amount of physical disk storage (GB)
8.1
Amount of logical storage as configured
Page | 75
RFP TABLE 2.2-1: Configuration #2 Cost Form
COST SUMMARY FOR ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING
SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
(3)
One-Time Annual
Category
$ Cost
$ Cost
9 Cost of disk storage
9.1
One-Time
9.2 Annual Maintenance
10 Warranty Periods (in years)
10.1 Software
10.2 Central Site Hardware
11 5-Year Costs
11.1 All One-time costs
11.2 Total of all recurring Costs for 5-years
11.3 Total 5-year Cost (Line 11.1 + 11.2)
(Note: These will be used to determine the quoted costs)
Page | 76
SECTION 2.3 CONFIGURATION #3: INTEGRATED LIBRARY SYSTEM AS A SERVICE
(ILS SaaS) FOR SWAN – PRODUCTION SYSTEM
Please propose an ILS provided as Software as a Service (ILS SaaS) delivered over the Internet that
would be remotely operated and managed by vendor on behalf of SWAN, with identical functionality as
Configuration #1, for the same number of users, and for the same interfaces.
Cost Form for Configuration #3
RFP TABLE 2.3-1 contains a Cost Form for providing quotes for Configuration #3.
ILS SaaS Question for Narrative Response
RFP TABLE 2.3-2 presents a question about human resource requirements for your proposed
Integrated Library System delivered as a Service (ILS SaaS) for you to answer.
Page | 77
RFP TABLE 2.3-1: Configuration #3 Cost Form
COST SUMMARY FOR ILS SaaS PRODUCTION SYSTEM
Please include the completed Cost Form in Part 3 of your Proposal.
(2)
(3)
(1)
Category
One-Time
Annual
$ Cost
$ Cost
1 Application Software Services
1.1
System Provision
1.2
Customization/programming
1.3
Profile Development and Setup
1.4
Other (
1.5
Web/Portal Servers
1.6
Other server(s)
1.7
Backup device
1.8
Other
1.9
SUBTOTAL
)
2 Other Costs
2.1
Data Extraction, Conversion, and Loading
2.2
Training
2.3
Training Travel Expenses
2.4
Installation (including expenses)
2.5
Other (
2.6
SUBTOTAL
)
Page | 78
RFP TABLE 2.3-1: Configuration #3 Cost Form
COST SUMMARY FOR ILS SaaS PRODUCTION SYSTEM
Please include the completed Cost Form in Part 3 of your Proposal.
(2)
(3)
(1)
Category
One-Time
Annual
$ Cost
$ Cost
3 Interfaces to other systems (same as Configuration #1)
4 TOTAL SYSTEM COST
5 5-Year Costs
5.1
All One-time costs
5.2
Total of all recurring Costs for 5-years
5.3
Total 5-year Cost (Line 5.1 + 5.2)
(Note: These will be used to determine the quoted costs)
Page | 79
RFP TABLE 2.3-2 ILS SaaS QUESTIONS FOR NARRATIVE RESPONSE
Please respond in writing straightforwardly to the following questions; as a courtesy to readers; please repeat
each question with your answer. Please include the questions and answers in Part 3 of your Proposal.
Question #1)
Does the software you would provide for an Integrated Library System as a
Service (ILS SaaS) have the same – identical – functionality as you would provide for an OnPremise Server-Based System?
Question #2)
Are the responses you have provided to Tables 2.1.1-3 and 2.1.1-4 valid for both
your ILS SaaS and On-Premise Server-Based System offerings? Please explain any differences.
Question #3)
How does your proposed ILS SaaS provide scalability?
Question #4)
service?
How does/will the lack of Net Neutrality impact the performance of your
Question #5)
Will you warrant the functionality, response time performance, and availability
of your ILS SaaS?
Question #6)
Is your ILS SaaS available 24 x 7 x 365?
Question #7)
Describe your warranties of the functions, response time performance, and
availability of your service.
Question #8)
Describe how, where, and by whom your ILS SaaS is hosted, and the platforms
that are used: hardware and operating system platforms and database management system.
Question #9)
operations.
Describe your plans for disaster recovery for ILS SaaS host facilities and
Question #10)
How would your ILS SaaS delivery be continued?
Question #11)
Is the ILS SaaS on a stand-alone server? Is it on multiple servers? Is it on
dedicated or shared server(s)?
Question #12)
How do you communicate plans and arrangements for scheduled
maintenance? How much downtime is required for maintenance?
Question #13)
How far in advance would we be warned of scheduled maintenance and
scheduled system unavailability?
Question #14)
Describe how, where, and by whom, ILS SaaS software upgrades are handled.
Question #15)
How often are there integer releases and dot releases?
Page | 80
Question #16)
Describe how you provide security for delivery of your ILS SaaS and its data
over the Internet and into local networks.
Question #17)
Describe if and how the SWAN System Administrator and personnel in SWAN
member Libraries can request and run reports and other batch processing operations.
Question #18)
Describe what and how accesses to the system policies, settings, tables, and
raw data would be provided to the SWAN System Administrator and to personnel in SWAN
Member Libraries.
Page | 81
SECTION 2.4 CONFIGURATION #4: ILS TEST AND TRAINING SYSTEM AS A
SERVICE (ILS SaaS) FOR SWAN
Please propose an ILS Test and Training System provided as a service (ILS SaaS) delivered over the
Internet that would be remotely operated and managed by vendor on behalf of SWAN, with identical
functionality as Configuration #3, with the same number of users as Configuration #2.
Cost Form for Configuration #4
RFP TABLE 2.4-1 contains a Cost Form for providing quotes for Configuration #4.
Page | 82
RFP TABLE 2.4-1 Configuration #4 Cost Form: COST SUMMARY FOR ILS TEST AND
TRAINING SYSTEM AS A SERVICE (ILS SaaS)
Please include the completed Cost Form in Part 3 of your Proposal.
(1)
Category
1 Application Software Services
1.1
System Provision
1.2
Customization/programming
1.3
Profile Development and Setup
1.4
Other (
1.5
Web/Portal Servers
1.6
Other server(s)
1.7
Backup device
1.8
Other
1.9
SUBTOTAL
(2)
(3)
One-Time
$ Cost
Annual
$ Cost
)
2 Other Costs
2.1
Data Extraction, Conversion, and Loading
2.2
Training
2.3
Training Travel Expenses
2.4
Installation (including expenses)
2.5
Other (
2.6
SUBTOTAL
)
Page | 83
RFP TABLE 2.4-1 Configuration #4 Cost Form: COST SUMMARY FOR ILS TEST AND
TRAINING SYSTEM AS A SERVICE (ILS SaaS)
Please include the completed Cost Form in Part 3 of your Proposal.
(1)
(2)
(3)
Category
One-Time
$ Cost
Annual
$ Cost
3 Interfaces to other systems (same as Configuration #1)
4 TOTAL SYSTEM COST
5 5-Year Costs
5.1
All One-time costs
5.2
Total of all recurring Costs for 5-years
5.3
Total 5-year Cost (Line 5.1 + 5.2)
(Note: These will be used to determine the quoted costs)
Page | 84
SECTION 2.5 CONFIGURATION #5: SOFTWARE-ONLY AND SERVICES FOR AN ON
PREMISE SERVER-BASED INTEGRATED LIBRARY SYSTEM FOR SWAN –
PRODUCTION SYSTEM
Please propose Software-Only and Services solution for an On-Premise Server-Based Production
System for which Hardware Servers would be provided by SWAN, to accommodate the same number
of users as specified for Configuration #1.
Cost Form for Configuration #5
RFP TABLE 2.5-1 contains a Cost Form for providing quotes for Configuration #5.
Page | 85
RFP TABLE 2.5-1Configuration #5 Cost Form: COST SUMMARY FOR SOFTWAREONLY AND SERVICES ON-PREMISE SERVER-BASED PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
1
One-Time
$ Cost
Central Site Hardware: Not Applicable, SWAN would provide servers
2
Applications Software and Utilities
Category
(3)
Annual
$ Cost
(include costs for all items from RFP TABLE 2.1-1)
2.1
Bibliographic Database System (including DBMS
license)
2.2
Cataloging (w/Authority Control)
2.3
Acquisitions (w/ Fund Accounting)
2.4
Serials Control (w/ Fund Accounting)
2.5
OPAC/Discovery Service
2.6
Portal Module
2.7
Circulation System
2.8
Stock Rotation Module/Capability
2.9.1
Course Reserve Module
2.9.2
Facilities (Room) Booking and Scheduling Module
2.9.3
Program Registration
2.10
Inventory Control
2.11
ILL Management System
2.12
Z39.50 Server
2.13
Z39.50 Client module
Page | 86
RFP TABLE 2.5-1Configuration #5 Cost Form: COST SUMMARY FOR SOFTWAREONLY AND SERVICES ON-PREMISE SERVER-BASED PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
Category
3
2.14
Management Information System/ Report
Generator
2.15
Subscription Services
2.16
Electronic Resource Management
2.17
Staff client licenses
2.18
System Administration Module
2.19
SUBTOTAL: APPLICATIONS SOFTWARE
(2)
(3)
One-Time
$ Cost
Annual
$ Cost
Interfaces to other systems and services (See Section 5)
3.1
3M: Cloud Library
3.2
3M: self-check
3.3
3M: AMH
3.4
A.N.D. Technologies: P-Counter
3.5
Bibliotheca: self-check
3.6
Central Technologies (CenTec): i-circ
self-check
Page | 87
RFP TABLE 2.5-1Configuration #5 Cost Form: COST SUMMARY FOR SOFTWAREONLY AND SERVICES ON-PREMISE SERVER-BASED PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
Category
3.7
Comprise: SAM
3.8
Cybrarian
3.9
Envisionware: LPTOne
3.10
Envisionware: PC Reservation
3.11
Evanced Solutions: Events, Room
Reserve, Summer Reader
3.12
ITS: MyPC
3.13
ITS: Papercut
3.14
Librarica: CASSIE
3.15
Library Ideas: Freading
3.16
Library Ideas: Freegal
3.17
OCLC: EZ Proxy
3.18
OverDrive: eMedia Library, My Media
Mall, Media on Demand
3.19
Pharos: Computer Reservation
System
3.20
Pharos: Print Management
3.21
TechLogic: ACS self-check
3.22
TechLogic: AMH
(2)
(3)
One-Time
$ Cost
Annual
$ Cost
Page | 88
RFP TABLE 2.5-1Configuration #5 Cost Form: COST SUMMARY FOR SOFTWAREONLY AND SERVICES ON-PREMISE SERVER-BASED PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
Category
3.23
Unlimited SIP2 Interfaces
3.22
Vendprint
3.23
SUBTOTAL: INTERFACE COSTS
4
Data migration, preparation and loading of database
5
Other costs:
5.1
Freight
5.2
Installation (including expenses)
5.3
Training (see RFP Table 2.1-5 for requirements)
5.4
Documentation
5.5
Other
5.6
SUBTOTAL: OTHER COSTS
6
TOTAL SYSTEM COST
7
Number of Users/User Licenses
(2)
(3)
One-Time
$ Cost
Annual
$ Cost
Page | 89
RFP TABLE 2.5-1Configuration #5 Cost Form: COST SUMMARY FOR SOFTWAREONLY AND SERVICES ON-PREMISE SERVER-BASED PRODUCTION SYSTEM
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
Category
8
10
11
(3)
One-Time
$ Cost
Annual
$ Cost
Amount of physical disk storage (GB)
8.1
9
(2)
Amount of logical storage as configured
Cost of disk storage
9.1
One-Time
9.2
Annual Maintenance
Warranty Periods (in years)
10.1
Software
10.2
Central Site Hardware
5-Year Costs
11.1
All One-time costs
11.2
Total of all recurring Costs for 5-years
11.3
Total 5-year Cost (Line 11.1 + 11.2)
(Note: These will be used to determine the quoted costs)
Page | 90
SECTION 2.6 CONFIGURATION #6: SOFTWARE-ONLY AND SERVICES FOR AN
ON-PREMISE SERVER-BASED STANDALONE ILS TEST AND TRAINING SYSTEM
FOR SWAN
Please propose Software-Only and Services solution for an On-Premise Server-Based Test and Training
System for which Hardware Servers would be provided by SWAN, to accommodate the same number
of users as specified for Configuration #2.
Cost Form for Configuration #6
RFP TABLE 2.6-1 contains a Cost Form for providing quotes for Configuration #6.
Page | 91
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM: COST SUMMARY FOR
SOFTWARE-ONLY AND SERVICES FOR AN ON-PREMISE SERVER-BASED
STANDALONE ILS TEST AND TRAINING SYSTEM FOR SWAN
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Category
1. Central Site Hardware: Not Applicable, SWAN would provide servers
(3)
One-Time Annual
$ Cost
$ Cost
N/A
N/A
2 Applications Software and Utilities
(include costs for all items from RFP Table 2.1.1-1)
2.1
Bibliographic Database System (including DBMS license)
2.2
Cataloging (w/Authority Control)
2.3
Acquisitions (w/ Fund Accounting)
2.4
Serials Control (w/ Fund Accounting)
2.5
OPAC
2.6
Portal Module
2.7
Circulation System
2.8
Stock Rotation Module/Capability
2.9.1
Course Reserve Module
2.9.2
Facilities (Room) Booking and Scheduling Module
2.9.3
Program Registration
2.10
Inventory Control
2.11
ILL Management System
2.12
Z39.50 Server
Page | 92
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM: COST SUMMARY FOR
SOFTWARE-ONLY AND SERVICES FOR AN ON-PREMISE SERVER-BASED
STANDALONE ILS TEST AND TRAINING SYSTEM FOR SWAN
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Category
2.13
Z39.50 Client module
2.14
Management Information System/ Report Generator
2.15
Subscription Services
2.16
Electronic Resource Management
2.17
Staff client licenses
2.18
System Administration Module
2.19
SUBTOTAL: APPLICATIONS SOFTWARE
3
Interfaces to other systems and services (See RFP TABLE 2-2)
3
SUBTOTAL: INTERFACES
3.1
3M: Cloud Library
3.2
3M: self-check
3.3
3M: AMH
3.4
A.N.D. Technologies: P-Counter
3.5
Bibliotheca: self-check
3.6
Central Technologies (CenTec): i-circ self-check
3.7
Comprise: SAM
(3)
One-Time Annual
$ Cost
$ Cost
Page | 93
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM: COST SUMMARY FOR
SOFTWARE-ONLY AND SERVICES FOR AN ON-PREMISE SERVER-BASED
STANDALONE ILS TEST AND TRAINING SYSTEM FOR SWAN
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Category
3.8 Cybrarian
3.9
(3)
One-Time Annual
$ Cost
$ Cost
Envisionware: LPTOne
3.10 Envisionware: PC Reservation
3.11 Evanced Solutions: Events, Room Reserve, Summer Reader
3.12 ITS: MyPC
3.13 ITS: Papercut
3.14 Librarica: CASSIE
3.15 Library Ideas: Freading
3.16 Library Ideas: Freegal
3.17 OCLC: EZ Proxy
3.18 OverDrive: eMedia Library, My Media Mall, Media on Demand
3.19 Pharos: Computer Reservation System
3.20 Pharos: Print Management
3.21 TechLogic: ACS self-check
3.22 TechLogic: AMH
3.23 Unlimited SIP2 Interfaces
3.22 Vendprint
Page | 94
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM: COST SUMMARY FOR
SOFTWARE-ONLY AND SERVICES FOR AN ON-PREMISE SERVER-BASED
STANDALONE ILS TEST AND TRAINING SYSTEM FOR SWAN
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Category
3.23 SUBTOTAL INTERFACES
(3)
One-Time Annual
$ Cost
$ Cost
4 Data migration, preparation and loading of database
5 Other costs:
5.1
Freight
5.2
Installation (including expenses)
5.3
Training (see RFP Table 2.1-5 for requirements)
5.4
Documentation
5.5
Other
5.6
SUBTOTAL: Other Costs
6 TOTAL SYSTEM COST
7 Number of Users/User Licenses
Page | 95
RFP TABLE 2.6-1 CONFIGURATION #6 COST FORM: COST SUMMARY FOR
SOFTWARE-ONLY AND SERVICES FOR AN ON-PREMISE SERVER-BASED
STANDALONE ILS TEST AND TRAINING SYSTEM FOR SWAN
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Category
8 Amount of physical disk storage (GB)
8.1
(3)
One-Time Annual
$ Cost
$ Cost
Amount of logical storage as configured
9 Cost of disk storage
9.1
One-Time
9.2 Annual Maintenance
10 Warranty Periods (in years)
10.1 Software
10.2 Central Site Hardware
11 5-Year Costs
11.1 All One-time costs
11.2 Total of all recurring Costs for 5-years
11.3 Total 5-year Cost (Line 11.1 + 11.2)
(Note: These will be used to determine the quoted costs)
Page | 96
SECTION 2.7 CONFIGURATION #7: DISCOVERY SERVICE FOR SWAN
Configuration #7 is for a Discovery Service to search SWAN’s databases, OPAC, State-provided
resources, and Internet resources.
SWAN’s user populations are estimated to be:
Active Registered Patrons
1,080,000
Library Staff Workstations
1,280
Population of Area Served
1,500,000
Checklist of Features and Functionality of Discovery Services
RFP TABLE 2.7-1 presents a checklist of features and functionality of Discovery Services. Please
indicate for the Discovery Service you are quoting for Configuration #5 whether the described
feature or function is available (in general release and installed in at least one customer site),
planned or in development (with a specific hard release date), or not available.
Cost Form for Discovery Services
RFP TABLE 2.7-2 contains a cost form for providing quotes for Configuration #5.
Lists of Resources to be Searched
RFP TABLE 2.7-3 contains a list of SWAN’s databases to be searched.
RFP TABLE 2.7-4 describes the e-resources available from the State that are to be searched.
RFP TABLE 2.7-5 lists Internet sites to which SWAN provides access through links from its web
site.
Discovery Service Questions for Narrative Response
RFP TABLE 2.7-6 presents a list of questions about your proposed Discovery Service for you to
answer.
Page | 97
RFP TABLE 2.7-1 CHECKLIST OF FEATURES & FUNCTIONALITY OF
DISCOVERY SERVICES
In the checklist that follows, please indicate a Yes or No answer to each question posed of your
Discovery Service. Please include the completed checklist in PART 2 OF YOUR PROPOSAL, to specify the
items, functions, and capabilities included in your quotation for Configuration #5 Discovery Service.
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
1
Comments
NO
Is there a single search box for your service?
1.1
2
MM/YYYY YES
(5)
Can it be embedded in any Web page?
Does your service perform searches:
2.1 Against an aggregated physical index of
harvested metadata?
2.2 With federated searching capabilities?
2.2.1
With Z39.50 connectors?
2.2.2
With custom-built connectors?
2.2.3
With other types of connectors?
2.3 With semantic searching capabilities?
3
Are metadata harvested and aggregated into a
physical index?
3.1 Could there be more than one aggregated
physical index for services to SWAN?
4
Could metadata be harvested from SWAN’s
Integrated Library System (ILS) service for your
Page | 98
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
MM/YYYY YES
(5)
Comments
NO
Discovery Service for SWAN?
4.1 Would these metadata be added to the physical
index?
5
Could metadata be harvested from open content
web sites designated by SWAN for your Discovery
Service for SWAN?
5.1 Could these metadata be added to the physical
index?
6
Could metadata be harvested from each subscription
database (see RFP Table 2.2-3)?
6.1 Would these metadata be added to the physical
index?
7
Could metadata be harvested from other Member
Library local systems or databases?
7.1 Could these metadata be added to the physical
index?
7.2 From SWAN local history contents stored in
Content DM and served by OCLC?
7.3 From SWAN historic newspapers stored in and
served by Olive?
8
Would the following e-resources be searched for
Page | 99
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
MM/YYYY YES
(5)
Comments
NO
SWAN by searches of an aggregated physical index?
8.1 SWAN’s Integrated Library System (ILS)
service?
8.2 SWAN’s subscription databases (see RFP Table
2.2-3)?
8.3 Open content web sites designated by SWAN
for your Discovery Service for SWAN?
8.4 Information from other Member Library local
systems or databases?
9
Would the following e-resources be searched for
SWAN by federated searches:
9.1 SWAN Integrated Library System (ILS) service?
9.2 SWAN subscription databases (see RFP Table
2.2-3)?
9.3 Open content web sites designated by SWAN
for your Discovery Service for SWAN?
9.4 Information from other Member Library local
systems or databases?
10 Does your service provide for user accounts and
profiles?
10.1
Are these stored in your system?
Page | 100
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
10.2
Are these accessed in the Library’s ILS?
10.3
Can your service provide an alert service to
users for new content for which metadata
are harvested?
MM/YYYY YES
(5)
Comments
NO
11 Is authentication required?
11.1
Is there automatic authentication by IP
address?
11.2
Is there authentication by user log-in?
12 Is an A to Z list provided?
13 Do or can search results include:
13.1
Relevance ranking?
13.2
Facets?
13.3
URL linking?
13.4
Enriched catalog data?
13.5
Social networking information?
13.6
Delivery of full content of discovered
resources?
13.7
“Do you mean?” hints
13.8
Do you have an autocorrect feature?
Page | 101
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
13.9
MM/YYYY YES
(5)
Comments
NO
User option to pay-for-download of
proprietary content to which user is not
authenticated for access?
14 Does your service interoperate or interface with ecommerce payment services?
15 Are there interfaces to mobile devices?
16 Are the interfaces ADA-compliant?
17 Does your service interoperate or interface with
other search engines?
17.1
Google?
17.2
Google Scholar?
17.3
Google Earth?
17.4
Yahoo?
17.5
Bing?
17.6
Wolfram Alpha?
17.7
(Other)?
17.8
(Other)?
17.9
(Other)?
18 Does your service search open content, e-book, and
social networking sites?
Page | 102
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
18.1
Project Gutenberg
18.2
Google Books
18.3
Google eBooks
18.4
Amazon
18.5
Baker & Taylor’s Blio
18.6
Barnes & Noble NOOKbook Store
18.7
Overdrive’s Digital Library Reserve
18.8
Facebook
18.9
Twitter
18.10
YouTube
18.11
MySpace
18.12
Pinterest
18.13
Hathi Trust
18.14
Google+
18.15
Internet Archive
18.16
Chronicling America, Historical American
Newspapers
MM/YYYY YES
(5)
Comments
NO
19 Does your service allow for customizations?
Page | 103
TABLE 2.7.1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVICES
(1)
(2)
(3)
(4)
Date
Installed
Available
in a Library
Features and Functions
19.1
For search results?
19.2
For look and feel?
MM/YYYY YES
(5)
Comments
NO
21 Does your service have skins?
22 Does your service provide usage reports?
Page | 104
RFP TABLE 2.7-2 Configuration #7 Cost Form: COST SUMMARY FOR
DISCOVERY SERVICE
Please include the completed Cost Form in Part 2 of your Proposal.
RFP TABLE 2.7-2 CONFIGURATION #7 COST FORM: COST SUMMARY FOR DISCOVERY SERVICE
(1)
Category
(2)
(3)
One-Time
Annual
$ Cost
$ Cost
1 Discovery Services
1.1
Services Provision
1.2
Customization/programming
1.3
Profile Development and Setup
1.4
Other
1.5
Other
1.6
Other
1.7
Other (
1.8
SUBTOTAL
)
2 Other Costs
2.1
2.2
2.3
2.4
2.5
Other (
2.6
SUBTOTAL
)
Page | 105
RFP TABLE 2.7-2 CONFIGURATION #7 COST FORM: COST SUMMARY FOR DISCOVERY SERVICE
(1)
Category
(2)
(3)
One-Time
Annual
$ Cost
$ Cost
3 TOTAL SYSTEM COSTS
4 5-Year Costs
4.1
All One-time costs
4.2
Total of all recurring Costs for 5-years
4.3
Total 5-year Cost (Line 4.1 + 4.2)
(Note: These will be used to determine the quoted costs)
Page | 106
RFP TABLE 2.7-3: SWAN SUBSCRIPTION DATABASES TO BE SEARCHED
SWAN libraries participate in a group purchase for electronic research databases annually. Presently 55
of the 77 SWAN libraries participate in a purchase with ProQuest, World Book, and EBSCO.
The individual databases below do not represent the sum total of subscription databases SWAN
libraries partake in, but the 55 libraries have unique URLS linking directly to the following resources.
Presently SWAN does not integrate these resources within its OPAC or Discovery Service.
Databases
ProQuest
1.
CultureGrams
World Book
2.
World Book Discover
3.
World Book Info Finder
4.
World Book for Kids
5.
World Book Online Reference Center
6.
World Book Spanish Language Encyclopedia
EBSCO
7.
Novelist Plus
8.
Academic Search Premier
9.
Auto Repair Reference Center
10. Business Source Premier
11. Consumer Health Complete
12. ConsumerReports.org
13. History Reference Center
14. Literary Reference Center
15. MasterFILE Premier
Page | 107
16. Middle Search Plus
17. Points of View Reference Center
18. Primary Search
19. Science Reference Center
Page | 108
RFP TABLE 2.7-4 STATE-PROVIDED DATABASES TO BE SEARCHED
SWAN’s 77 full member libraries currently choose to subscribe to OCLC Services under the State of
Illinois OCLC “Group Services” contract. The following OCLC databases are available to SWAN member
libraries.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
WorldCat
Electronic Books Database
ArchiveGrid
OCLC Article First database
CAMIO – Catalog of Art Museum Images Online
OCLC FirstSearch Electronic Collections Online database (bibliographic index only)
OAIster
OCLC PapersFirst database
OCLC ProceedingsFirst database
WorldCat Dissertations and Theses
Clase and Periodica
ERIC
GPO
MEDLINE
The World Almanac
Illinois Catalog (SILC)
ContentDM quick start
Page | 109
RFP TABLE 2.7-5 SWAN ACCESS TO SELECTED INTERNET SITES
None required by SWAN
Page | 110
RFP TABLE 2.7-6 DISCOVERY SERVICE QUESTIONS FOR NARRATIVE
RESPONSE
Please respond in writing straightforwardly to the following questions; as a courtesy to readers; please
repeat each question with your answer. Please include the questions and answers in Part 3 of your
Proposal.
Question #1)
Do you have GPS authentication? If so, please explain how this works?
Question #2)
What are your recommended PC workstation configuration requirements for
Public Access PCs and users’ personal PCs, laptops, and tablets operating with a Web browser,
using your service?
Question #3)
Does your Discovery Service have any limit on the number of e-content
providers or can it accommodate multiple providers and multiple subscriptions for the SWAN
consortium?
Question #4)
Will you warrant the response time performance of your service? Please
describe your warranties of the functions and response time performance of your service.
Question #5)
How does your proposed Discovery Service provide scalability to deal with
increased load or SWAN growth when it expands its user base?
Question #6)
Explain if and how your service can interoperate with SWAN’s planned
Integrated Library System (ILS) delivered as a service.
Question #7)
Explain if and how information from institutional systems and services other
than the Library’s ILS can be harvested and/or accessed and searched by your service.
Question #8)
Describe how you harvest metadata and construct indexes.
Question #9)
Explain how often metadata are harvested and the index updated.
Question #10)
Describe the Open Content sources that your service searches.
Question #11)
Describe how, where, and by whom your Discovery Service is hosted, and the
platforms that are used.
Question #12)
Describe how you provide security for delivery of your Discovery Service over
the Internet and into local networks.
Question #13)
What are your recommended bandwidth requirements per staff user and per
public access user for Internet connection for delivery to campus networks of your Discovery
Service? For example, will a public user on dial-up find the Discovery Service is problematic?
Page | 111
Question #14)
Will your Discovery Service allow for format type limiters per search? Please list
formats included.
Question #15)
Could you explain the usage statistics made available? Are accesses for full text
articles counted? Is the count of unique visitors tracked?
Question #16)
Is it possible to use Google Analytics with your website so that the library can
see the usage with its GA account?
Question #17)
Describe the interoperability between your Discovery search functions and
vendor databases.
Question #18)
How do you ensure support for new and forthcoming databases?
Question #19)
Describe if and how (e.g., with what features) your Discovery Service
incorporates semantic search.
Page | 112
SECTION 2.8 CONFIGURATION #8: SAMPLE PERIPHERAL DEVICES FOR USE
WITH CONFIGURATIONS #1, #2, #3 AND #4
SWAN requests quotations for peripheral devices that can be used specifically with the ILS proposed for
Configurations #1, #2, #3 and #4.
RFP TABLE 2.8-1 lists peripherals for which quotes are requested, so that SWAN can consider budget
requirements and possible purchases.
RFP TABLE 2.8-2 contains a cost form for providing quotes for Configuration #8.
Page | 113
RFP TABLE 2.8-1 Configuration #8: SPECIFICATIONS OF PERIPHERAL
DEVICE TYPES
Device Types
Portable Inventory Control Device for Use with ILS
Number to Be Quoted
10
Laser Bar Code Reader for Use with ILS
310
Spine Label Printer for Use with ILS
8
Receipt Printer for Use with ILS
350
Digital camera (capable of integrating with ILS for patron photos)
10
Digital signature pads (capable of integrating with ILS for patron
signatures for library card registration)
40
Page | 114
RFP TABLE 2.8-2 Configuration #8 COST FORM
(1)
1
Component
(2)
(3)
One-Time
Annual
$ Cost
$ Cost
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
2
5-Year Costs
2.1
All One-time costs
2.2
Total of all recurring Costs for 5-years
2.3
Total 5-year Cost (Line 2.1 + 2.2)
(Note: These will be used to determine the quoted costs)
Page | 115
SECTION 2.9 CONFIGURATION #9: CUSTOM DEVELOPMENT SERVICES
SWAN requests quotations for Custom Development Services that would consist of personnel allocated
to custom development of the ILS and related systems and services to implement capabilities wanted
by SWAN. The Services would include but not necessarily be limited to the following positions/roles:
Team Leader: That would serve as the Vendor’s Custom Development Liaison to SWAN and
as Manager of the Custom Development Team, including the below-described Lead Analyst
and Developer roles.
The Team Leader would be a designated individual, allocated as needed to SWAN-related
tasks.
Lead Analyst: That would serve as the Vendor’s Lead Analyst in working with SWAN to define
requirements for wanted functionality, and in working with other Vendor staff to develop the
wanted functionality.
The Lead Analyst would be a designated individual, allocated as needed to SWAN-related
tasks.
Developers: Development personnel that would be allocated as needed to SWAN-related
development tasks to provide wanted functionality, including production of documentation.
RFP TABLE 2.9-1 contains a cost form for providing quotes for the average hourly cost for
Configuration #9 Services.
RFP TABLE 2.9-2 presents a list of questions about your proposed Custom Development Services for
you to answer.
Page | 116
RFP TABLE 2.9-1 Configuration #9 Cost Form
AVERAGE HOURLY COST RATE FOR CUSTOM DEVELOPMENT SERVICES
Please include the completed Cost Form in Part 2 of your Proposal.
(1)
(2)
Average
Hourly
Category
$ Cost
1 Average Hourly Rate for Custom Development Services
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RFP TABLE 2.9-2 CUSTOM DEVELOPMENT SERVICES QUESTIONS FOR
NARRATIVE RESPONSE
Please respond in writing straightforwardly to the following questions; as a courtesy to readers; please
repeat each question with your answer. Please include the questions and answers in Part 3 of your
Proposal.
Question #1)
Would the personnel providing your proposed Services be employees of or
contractors to your company?
Question #2)
Explain alternative ways for SWAN to request and receive wanted Custom
Developments to your proposed ILS and related systems and services.
Question #3)
Does your development process allow for joint development with other libraries
or organizations?
Question #4)
community.
Cite any examples of the cost of crowdsourcing development within your ILS
Question #5)
What is the typical timeframe from concept to implementation?
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SECTION 3: INSTRUCTIONS FOR FORMAT AND CONTENTS OF PROPOSALS
In order to facilitate handling, understanding, and review and evaluation of Proposals, the format of the
Proposal should be as follows. Each copy of the Proposal should consist of the parts named below,
each of which should be individually, separately fastened or identified and complete in itself so that
review of each can be accomplished independently of the other parts:
Proposal Outline: Proposer Must Include the Following:
PART 1 VENDOR'S REQUIREMENTS AND QUALIFICATIONS
PART 1.1: VENDOR'S COMPANY
PART 1.2: VENDOR'S COMPLIANCE
COMPANY ORGANIZATION AND STAFFING
VENDOR'S FINANCIAL STABILITY
NON-COLLUSION AFFIDAVIT
PART 1.3: VENDOR'S EXPERIENCE
PART 1.4: SUMMARY OF ILS VENDOR’S PLAN FOR FULFILLING PROPOSAL
PART 1.5: VENDOR’S SUBCONTRACTORS
PART 2 COSTS OF ILS AND/OR DISCOVERY SERVICES
RFP TABLE 2.1-2
CONFIGURATION #1 COST FORM
RFP TABLE 2.2-1
CONFIGURATION #2 COST FORM
RFP TABLE 2.3-1
CONFIGURATION #3 COST FORM
RFP TABLE 2.4-1
CONFIGURATION #4 COST FORM
RFP TABLE 2.5-2
CONFIGURATION #5 COST FORM
RFP TABLE 2.6-2
CONFIGURATION #6 COST FORM
RFP TABLE 2.7-1
CONFIGURATION #7 COST FORM
RFP TABLE 2.8-1
CONFIGURATION #8 COST FORM
RFP TABLE 2.9-1
CONFIGURATION #8 COST FORM
ITEMIZED PRICE LIST OF PROPOSER'S HARDWARE AND SOFTWARE COMPONENTS AND RELATED
SERVICES
ITEMIZED PRICE LIST OF VENDOR'S SERVICES
ALTERNATIVE PAYMENT PLANS
PART 3 SPECIFIC RESPONSES TO R EQUESTS POSED BY THE RFP
RFP TABLE 2.1-1 CHECKLIST OF ILS APPLICATIONS S OFTWARE MODULES AND K EY
FUNCTIONALITY WANTED BY SWAN
RFP TABLE 2.1-3 CHECKLIST OF YES OR NO ILS QUESTIONS
RFP TABLE 2.1-4 ILS QUESTIONS FOR NARRATIVE RESPONSE
RFP TABLE 2.3-2 ILS SAAS QUESTION FOR NARRATIVE RESPONSE
RFP TABLE 2.5-1 CHECKLIST OF FEATURES AND FUNCTIONALITY OF DISCOVERY
SERVICES
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RFP TABLE 2.5-6 DISCOVERY SERVICE QUESTIONS FOR NARRATIVE RESPONSE
TABLE 4-2 SWAN’S PCS AND OTHER PERIPHERAL DEVICES TO BE RE-USED WITH ILS
TABLE 5-1 CHECKLIST OF S EAMLESS INTERFACES BETWEEN YOUR ILS AND THIRD-PARTY
SYSTEMS AND SERVICES
PART 4 DESCRIPTIONS OF VENDOR'S CURRENT PRODUCTS AND SERVICES
PART 5 OTHER INFORMATION VOLUNTARILY SUPPLIED BY VENDOR
Each part of the Proposal should have its own title page containing the appropriate title and name of
the Vendor.
The following sections of this RFP prescribe the contents for each part of the Proposal.
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SECTION 3.1: INSTRUCTIONS FOR PART 1 OF PROPOSAL
This section of each Vendor's Proposal should be entitled "PART 1: VENDOR'S REQUIREMENTS AND
QUALIFICATIONS." It should contain the sections named below.
3.1.1
Part 1.1: Vendor's Company
This section of Vendor's Proposal should present the following information:
3.1.1.1 Company Organization and Staffing
Vendor should provide a description of its company organization and staffing, including the
names and position titles of all full-time personnel who are assigned to the project. This
organization and staffing description should describe the Vendor's ability to supervise and
administer all aspects of fulfilling implementation of the ILS (Integrated Library System) and/or
Discovery Service addressed in the Proposal.
3.1.1.2 Vendor's Financial Stability
In this section of the Proposal Vendor is requested to attach a complete, audited financial
statement and previous year's financial report for (1) the branch or department of the
organization involved specifically in the project, and (2) for the overall organization.
Vendor is requested to disclose any and all judgments, pending or expected litigation, or other
real or potential financial reversals which might materially affect the viability or stability of the
proposing organization; or warrant that no such condition is known to exist.
3.1.2
Part 1.2: Vendor's Compliance
This section of the proposal shall present the following information.
3.1.2.1 Equal Employment Opportunity Statement
1) The Vendor will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, age, physical handicap, marital status, or national
origin.
2) The Vendor will take affirmative action in regard to employment, upgrading, demotion,
transfer, recruitment, recruitment advertising, layoff, termination, rates of pay or other
forms of compensation and selection for training, so as to ensure that applicants are
employed and that employees during employment are treated without regard to their
race, color, religion, sex, age, physical handicap, marital status, or national origin.
3.1.2.2 Non-Collusion Affidavit
Vendor must attest that the proposal submitted in response to this RFP has not been directly or
indirectly induced or solicited in conjunction with any other vendors to put in a sham proposal
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or in any other way whatsoever in any manner sought to secure by collusion an advantage over
any other Vendor or proposals.
3.1.2.3 Gratuities
SWAN may, by written notice to the Vendor, terminate the right of the Vendor to proceed
under this procurement process upon one (1) calendar days’ notice, if it is found that gratuities
in the form of entertainment, gifts, or otherwise were offered or given by the Vendor or any
agent or representative of the Vendor, to any employee of SWAN or its member libraries with a
view toward securing a contract or securing favorable treatment with respect to the awarding
or amending, or the making of any determination with respect to the performing of such
contract; proved, that the existence of the facts upon which SWAN makes such findings shall be
in issue and may be reviewed by any competent court.
3.1.3
Part 1.3: Vendor's Experience
This section of the Proposal shall present the following information.
3.1.3.1 Vendor is requested to submit the name, address, and telephone number of five (5)
buyers of integrated library systems provided by Vendor that are as large as or larger than
SWAN.
3.1.3.2 Vendor is requested to submit the name, address, and telephone number of any buyer
of
An Integrated Library System or service:
1) Provided by Vendor that replaced buyer’s Millennium System.
2) Provided by Vendor as a hosted ILS service delivered over the Internet that supports
25,000 concurrent users.
A Discovery Service:
1) Provided by Vendor to a library automation consortium similar to SWAN.
3.1.4
Part 1.4: Summary of ILS Vendor’s Plan for Fulfilling Proposal
This section of the Proposal regarding a proposed ILS must describe how Vendor would manage and
staff its efforts, how it would work with personnel of SWAN, and how it would provide the services
requested.
Vendor should describe its responsibilities, and project a schedule of key events in its performance from
time of award of contract to completion of delivery, installation, and acceptance of the various
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subsystems (and phases) of the proposed systems. In particular, Vendor's plan should address the
following:
3.1.5
Summary of project plan that addresses key issues;
Resumes and descriptions of roles of Vendor's personnel who would be assigned to working
with SWAN;
Time frame from date of award of contract to a hypothetical Day 1 of System Operations, and
acceptance of system(s);
Vendor's responsibilities and key dates;
Responsibilities and dates of key events and activities that should be required of SWAN for it to
install any required local components and successfully operate the system;
Checkpoints and procedures for SWAN’s review and appraisal of progress of installation;
Any pre-delivery site preparation or other preparations required of SWAN;
Conversion and loading of SWAN’s machine-readable files of Bibliographic, Authority,
Acquisitions, Item Holdings, Serials Holdings, Patron, Fines, and Circulation Transaction
(including Loans) Records.
Systems-level and applications-level of software support;
Training;
Pre-operations test;
Response-time test;
Insurance;
Acceptance of system;
Payment plan for purchase of the service.
Part 1.5: Vendor’s Subcontractors
In this section of the Proposal, Vendor should name and provide information about each subcontractor.
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SECTION 3.2: INSTRUCTIONS FOR PART 2 OF PROPOSAL
This section of the Proposal should be entitled "Part 2: Costs of Systems and Services." It should
present itemized costs of those required systems and services that the Vendor could provide in
response to the requests of this RFP.
Section 2 of this RFP specifies configurations of system components and services for which cost
quotations are requested.
In addressing costs, Vendor is requested to address alternative payment plans, as requested in Section
3.2.4 of this RFP.
Section 2 of this RFP specifies configurations of system components and services for which cost
quotations are requested, and contains the following tables which are to be filled out and included in
Part 2 of the Proposal:
RFP TABLE 2.1-2
RFP TABLE 2.2-1
RFP TABLE 2.3-1
RFP TABLE 2.4-1
RFP TABLE 2.5-2
RFP TABLE 2.6-2
RFP TABLE 2.7-1
RFP TABLE 2.8-1
RFP TABLE 2.9-1
CONFIGURATION #1 COST FORM
CONFIGURATION #2 COST FORM
CONFIGURATION #3 COST FORM
CONFIGURATION #4 COST FORM
CONFIGURATION #5 COST FORM
CONFIGURATION #6 COST FORM
CONFIGURATION #7 COST FORM
CONFIGURATION #8 COST FORM
CONFIGURATION #9 COST FORM
Please provide estimates of costs, or principles for establishing costs, for the items listed below. Where
possible, please estimate unit costs; else the one-time cost for non-unit based charges. Please fully
comment on each estimate, line-by-line.
3.2.1
Configuration/Cost Summary
Please complete and return the CONFIGURATION /COST FORMS #1 - #9 included in Section 2 of this RFP
for each configuration, according to the instructions that are provided in RFP TABLE 2-0 and elsewhere
throughout Section 2 of this RFP.
3.2.2
Itemized Price List of Proposer's Hardware and Software Components and Related Services
Please provide product identification name, number, definition, and unit price of each hardware and
software component of Vendor’s system relevant to Vendor’s Proposal; and name, description, and unit
price of each of Vendor’s services relevant to hardware and software components. Please show
applicable discounts.
3.2.3
Itemized Price List of Vendor's Services
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Please provide name, description, and unit price of each of Vendor's services relevant to Vendor’s
Proposal. Please show applicable discounts.
3.2.4
Alternative Payment Plans
Please describe alternative payment plans that could be provided.
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SECTION 3.3: INSTRUCTIONS FOR PART 3 OF PROPOSAL
This section of Proposal should be entitled "PART 3: S PECIFIC RESPONSES TO REQUESTS POSED BY THE
RFP." In this section, Vendors should provide responses to the requests made by Sections 2, 4, and 5,
including the following tables that are to be filled out and included in Part 3 of the Proposal:
RFP TABLE 2.1-1 CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY
FUNCTIONALITY WANTED BY SWAN
RFP TABLE 2.1-3 CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES & KEY
FUNCTIONALITY WANTED BY SWAN
RFP TABLE 2.1-4 ILS QUESTIONS FOR NARRATIVE RESPONSE
RFP TABLE 2.1-5 SWAN ILS TRAINING REQUIREMENTS
RFP TABLE 2.3-2 ILS SAAS QUESTION FOR NARRATIVE RESPONSE
RFP TABLE 2.7-1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY
SERVICES
RFP TABLE 2.7-6 DISCOVERY SERVICE QUESTIONS FOR NARRATIVE RESPONSE
RFP TABLE 2.9-2 CUSTOM DEVELOPMENT SERVICES QUESTIONS FOR NARRATIVE
RESPONSE
RFP TABLE 4-1: PCS AND OTHER PERIPHERAL DEVICES TO BE RE-USED WITH ILS
TABLE 5-1CHECKLIST OF SEAMLESS INTERFACES BETWEEN YOUR ILS AND THIRDPARTY SYSTEMS AND SERVICES
SECTION 3.4: INSTRUCTIONS FOR PART 4 OF PROPOSAL
This part of the Proposal shall be entitled “PART 4: DESCRIPTIONS OF VENDOR’S CURRENT PRODUCTS
AND SERVICES.”
In Section 4.1 of the Proposal, Vendor shall annotate with detailed and explicit narrative information on
the deviations of vendor's proposed systems and services from this RFP’s Section 6 Implementation
Requirements.
The remaining sections of Section 4.1 of the Proposal shall contain a detailed table of contents of
whatever additional descriptive information the Vendor may wish to submit on its currently available
systems.
In particular, the Vendor is requested to provide the following:
A description of how information is organized on Online Public Access Catalog displays. Please
describe the sorting technique used (alphabetical, ALA filing rules, chronologically), and if stopwords and filing indicators are used.
Samples of Operations Reports, and a brief outline of the process and sorting order by
which they are provided.
Samples of Management Reports, and names of reports that can be provided.
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3.5
A description of how confidentiality of patrons’ records and transactions can be
maintained.
A description of how backup to system files is accomplished.
Sample copies of system documentation, including training materials and operations
manuals, are requested.
Descriptions of your capabilities for a public access “Discovery Services” or OPAC.
Descriptions of your capabilities for Unicode and the encoding and display of records in
multiple languages and character sets.
Instructions for Part 5 of Proposal
This section of the Proposal shall be entitled “PART 5: OTHER INFORMATION VOLUNTARILY SUPPLIED
BY V ENDOR.” It shall contain a detailed table of contents of whatever information the Vendor may wish
to submit.
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SECTION 4: RE-USE OF SWAN’S PCs AND PERIPHERALS
Checklist of Re-Use of SWAN’s Peripherals with Proposed ILS
In the checklist that follows as RFP TABLE 4-1, please indicate with a Y (Yes) or N (No) response
whether or not a given type of peripheral device will work with your ILS.
Please include the completed table in Part 3 of your Proposal.
Please note that your return of the filled-out RFP TABLE 4-1 is intended to provide documented
verification whether or not your ILS would work with these devices.
RFP TABLE 4-1 that follows provides minimum specifications for PCs used by SWAN Libraries.
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RFP TABLE 4-1: PCs AND OTHER PERIPHERAL DEVICES TO BE RE-USED
WITH ILS
Please include the completed checklist in Part 3 of your Proposal.
Library Equipment to be Re-Used
CAN BE USED WITH YOUR
PROPOSED ILS: Yes (Y) or No (N)
PC Workstation spec:
PC with 3 GHz CPU, 1 GB RAM, 1 GB Hard Disc space
1024 x 768 pixel resolution monitor
OS: Windows 2000 SP2
OS: Windows XP
OS: Windows Vista
OS: Windows 7 Professional
OS: Windows 8
OS: 64 Bit
Thin client spec:
Processor: 1 GHz dual core, or Numo System-on-chip, 1024 x
768 pixel resolution display
Star receipt printer models:
TSP847PAR
TSP847USB
TSP743PAR
TSP743USB
EPSON receipt printer:
TM220ACU Epson Impact Printer
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TM220NON Epson Impact Printer
TM-T88IV Epson Restick Thermal Receipt Printer
Spine Label printer (Used in Technical Services
departments):
GX420T Zebra Printers
Digital Camera (Used to Capture Patron Portraits for
Millennium Patron Images product):
AXIS 211W Network Camera
Digital Signature Pad (Used to Capture Patron Signature
for Millennium Digital Sigantures product):
Topaz SignatureGem Backlit LCD 1x5
Topaz SigLit 1x5
Laser guns:
MS9520PS2 PC Metrologic Laser Scanner
MS9520USB PC Metrologic Laser Scanner
MS3780USB PC Metrologic Matrix Scanner
MS3780KBW PC Metrologic Matrix Scanner
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SECTION 5: REQUIREMENTS FOR INTERFACES WITH SWAN’s ILSDEPENDENT OR RELATED SYSTEMS
Checklist of Seamless Interfaces
In the checklist that follows as RFP TABLE 5-1, please indicate with a Yes or No answer whether or not
you could provide a seamless interface between your ILS and each specified SWAN ILS-dependent or
related system or service. Please include the completed table in Part 3 of your Proposal.
Please note that your return of the filled-out RFP TABLE 5-1 is intended to provide documented
verification that your ILS system would work seamlessly with the SWAN’s dependent and related
systems.
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TABLE 5-1CHECKLIST OF SEAMLESS INTERFACES BETWEEN YOUR ILS AND
THIRD-PARTY SYSTEMS AND SERVICES
Please include the completed checklist in Part 3 of your Proposal, to specify the items included in your
quotation for CONFIGURATIONS #1, #2, #3 AND #4.
ILS-DEPENDENT OR RELATED THIRD-PARTY SYSTEM OR SERVICE
1
3M: Cloud Library
2
3M: self-check
3
3M: AMH
4
A.N.D. Technologies: P-Counter
5
Bibliotheca: self-check
6
Central Technologies (CenTec): i-circ self-check
7
Comprise: SAM
8
Cybrarian
9
Envisionware: LPTOne
10
Envisionware: PC Reservation
11
Evanced Solutions: Events, Room Reserve, Summer Reader
12
ITS: MyPC
13
ITS: Papercut
14
Librarica: CASSIE
15
Library Ideas: Freading
16
Library Ideas: Freegal
17
OCLC: EZ Proxy
18
OverDrive: eMedia Library, My Media Mall, Media on Demand
Y
N
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19
Pharos: Computer Reservation System
20
Pharos: Print Management
21
TechLogic: ACS self-check
22
TechLogic: AMH
23
Unlimited SIP2 Interfaces
24
Vendprint
SUBTOTAL INTERFACES
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SECTION 6: ILS IMPLEMENTATION REQUIREMENTS
6.0
OVERVIEW
This section presents requirements for services relating to installation, implementation, testing,
acceptance, operation, and maintenance of the System. The contract with the successful Proposer will
include detailed provisions for these.
The configurations of services for which cost proposals are requested are specified in Section 2 of this
RFP.
Please note that Section 3.4 of this RFP gives instructions for submission of the PROPOSER’S PLAN FOR
FULFILLING PROPOSAL (PART 4.1 OF PROPOSAL) that should address the topics presented in the
sections that follow.
This section contains requests for information and questions of vendors, as indicated by shaded text.
Section 3 gives instructions for Proposer’s responses.
Contents of Section 6
Section Number
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
6.10
6.11
Section Name
Proposer’s Services
Documentation
Training
Specification of Parameters
Supplies
System Installation
Database Extraction, Conversion, Preparation and Loading
Application of Authority Control
Provision of Barcode Labels (NOT REQUIRED)
Acceptance Procedures
Performance Warranties and Tests
SECTION 6.1: Proposer's Services
SWAN requires the following assistance and services for which arrangements shall be made part of the
contract with the successful Proposer. Please note that Section 3.4 of this RFP gives instructions for
submission of the PART 1.4: PROPOSER’S PLAN FOR FULFILLING PROPOSAL that should address the
topics presented in the sections that follow.
6.1.1
Proposer's Assistance in Implementation
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SWAN expects assistance and services for the following, some of which are addressed in greater detail
by other sections in Section 6.
(1)
(2)
(3)
(4)
(5)
(6)
6.1.2
Review and analysis of SWAN’s plans for automated systems and services
Notification of required supplies and assistance in obtaining them
Planning for conversion of and loading of SWAN’s database of machine-readable
records (see Section 6.7).
The designation of a specific Proposer’s employee to serve as the Proposer’s manager
for implementation of the system; the provision of charge-free telephone calls by the
library to this manager; and the provision by the Proposer of as many on-site visits to
SWAN and days of service on-site by this manager and other Proposer’s personnel as
necessary.
A written plan and schedule for installation, data migration, and testing of the system
(see Section 6.10).
Planning and assistance for SWAN in implementing the system.
Hardware and Software Maintenance and Support
The Proposer must provide detailed information on its ability to provide hardware and software service
and maintenance.
The Proposer must have access to SWAN’s system to diagnose and correct problems.
6.1.2.1 Software Maintenance and Support
The successful Proposer should agree to provide Software enhancements or upgrades for those
subsystems provided to SWAN at no extra charge beyond the annual software maintenance
and support fee for as long as the Proposer has the contract with SWAN. The successful
Proposer must take full responsibility for software maintenance including upgrading,
improvements, additions, enhancements, and changes in every respect.
Proposer must specify the base office location of the personnel who would maintain the
proposed software.
6.1.2.2 Hardware Maintenance and Support
Proposer must describe its maintenance and repair procedures, including warranty periods,
preventive maintenance, onsite repair, etc.
SECTION 6.2 Documentation
The successful Proposer must provide complete and comprehensive documentation of its system,
which should include staff and patron documentation, operational documentation, and system
hardware and software documentation, including file layouts and schematics. The selected vendor is
expected to provide source code to SWAN along with technical documentation or to guarantee to
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SWAN in writing that source code and documentation have been deposited in escrow and will become
available to the library should the vendor cease business operations.
Modifications or enhancements to the manuals, or completely revised manuals and schematics
shall be provided to SWAN on a continuing and timely basis.
The Proposer is requested by Section 3.4 to provide sample copies of all types of documentation,
including training materials and operations manuals.
The Proposer is requested to describe all types of documentation, including training materials and
operations manuals, that are available in electronic format and available online or in other format.
SECTION 6.3: Training
The successful Proposer must provide training services at the following levels, for which full
descriptions are requested:
General Training: of SWAN staff in system concepts and the requirements for system operation
and performance.
Technical Training: of key personnel in technical aspects of the system, including hardware,
software, telecommunications, and housekeeping. This training is to include trouble-shooting,
first-level maintenance, and daily operation of the system.
Applications Training: of the following personnel estimated in the following table – including
some who will become trainers and will be responsible for training of other staff:
Please note RFP TABLE 2.1.1-5 specifies the numbers of staff to be trained.
Ongoing Training for new libraries, new functions, software enhancements, and new system
components.
The successful Proposer must provide multiple copies of training materials and of system user manuals.
The Proposer’s proposal must contain an outline of the training to be provided, including the level of
skill required of personnel to be trained, training schedule (showing numbers of days and hours), and
location of training.
The Proposer’s training program should include tests and assurances of trainees' proficiency.
SECTION 6.4: Specification of Parameters
The successful Proposer shall assist and work with SWAN to specify parameters for database
preparation and loading, and the specifications of options for functions and capabilities of the System
and its applications modules.
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SECTION 6.5: Supplies
SWAN may require assistance from the successful Proposer in obtaining supplies and services
necessary for the system.
SECTION 6.6: System Installation
SWAN requires that the System be installed in phases, as outlined in TABLE 6.6-1.
6.6.1
Delivery of System Components
All equipment and other components of the System will be delivered as “inside deliveries” to
SWAN’s premises to a specific location as specified by SWAN.
6.6.2
Cabling and Wiring
The successful Proposer will install data cables required for data communications between the
Proposer's central server or servers and the Network switch/hub in conformance with EIA-TIA
568A standard for Category 5e or 6 unshielded twisted pair cabling.
6.6.3
Electrical Service, Wiring, and Outlets
SWAN shall provide all electrical service, wiring, and outlets that are required for use by the
System.
6.6.4
Installation of System Components
The successful Proposer shall furnish all necessary labor, materials, and other services required
to unpack all System components and equipment and install them at sites specified by SWAN.
The successful Proposer will remove all debris generated in the performance of installation
activities. Installation shall be performed during SWAN’s normal business hours.
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RFP TABLE 6.6-1
OUTLINE OF PHASES FOR SYSTEM INSTALLATION
SWAN requests that all modules and capabilities of the System be installed and available for use on Day
One of Production Operation.
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SECTION 6.7: Database Extraction, Conversion, Preparation and Loading
The successful Proposer will provide the following services in order to prepare and load SWAN’s
database into the System.
6.7.1
Extraction of Records from Current System
Extraction of the following records from SWAN’s Millennium ILS:
6.7.2
Bibliographic
Item Records (for Books, Serials Issues, AV items)
Patron
Loans
Current Blocks
Requests
Fines
Collection Agency information
Acquisitions Orders
Acquisitions Vendor Records
Acquisitions Fund Records
Conversion of Records that Have Been Extracted from Current System
Conversion of records extracted from the Library’s current system:
Bib records
1,450,000
Item records
7,920,000
Loans
1.000,000
Current Blocks
97,632
Patrons
1,100,000
Holds
80,000
Fines
500,000
Collection Agency Account
16,500
Acquisitions Vendor Records
3,000
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Acquisitions Fund Records
5,000
Acquisitions Order Records
500,000
Acquisitions Purchase Requests
N/A
6.7.4
Processing and Loading of Item Records
Item records from SWAN’s current system are to be processed as described below and loaded into the
System. Location codes will be evaluated and if necessary revised during the migration.
The material codes that typically represent a mix of age, format, and genre from the current system will
be brought into conformance using a single set of material codes, converging codes as necessary.
SWAN estimates that 8 million item records will be required.
6.7.5
Processing and Loading of Bibliographic Records
SWAN has determined that no changes are required while moving to the new system.
6.7.6
Processing and Loading of Patron Records
SWAN’s patron records from the current system are to be processed as described below and loaded
into the System.
The Patron’s age level and patron type will be updated to a more current standing if the date their
patron record was entered suggests that they’ve grown out of that age level or patron type.
Loading and indexing of the Patron records into the proposed System, as specified by the parameters
developed by SWAN with the Proposer’s assistance.
1,100,000 Patron records are projected
6.7.7
Processing and Loading of Acquisitions Order Records
SWAN’s patron records from the current system are to be processed as described below and loaded
into the System.
Loading and indexing of acquisitions records into the proposed System, as specified by the parameters
developed by SWAN with the Proposer’s assistance.
(1)
(2)
(3)
3,000 vendor records are projected
5,000 fund records are projected
500,000 purchase order records are projected
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6.7.8 Processing and Loading of Serials Holdings Records
Serials Holdings records from the current system are to be processed as described below and loaded
into the System
1) Location codes will be evaluated and if necessary revised during the migration.
2) Material codes shall be altered to match up correctly as specified by the parameters developed
by SWAN with the Proposer’s assistance.
6.7.9 Processing and Loading of Circulation Loans Records
Circulation Loans records from the current system are to be processed as described below and loaded
into the System
1) Location codes will be evaluated and if necessary revised during the migration.
2) Material codes shall be altered to match up correctly as specified by the parameters developed
by SWAN with the Proposer’s assistance.
6.7.10 Processing and Loading of Circulation Requests Records
Circulation Requests records from the current system are to be processed as described below and
loaded into the System
1) Location codes will be evaluated and if necessary revised during the migration.
6.7.11 Processing and Loading of Circulation Fines Records
Circulation Fines records from the current system are to be processed as described below and loaded
into the System
1) Location codes will be evaluated and if necessary revised during the migration.
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SECTION 6.8: APPLICATION OF AUTHORITY CONTROL (NOT REQUIRED)
SECTION 6.9: PROVISION OF SMART BARCODE LABELS (NOT REQUIRED)
SECTION 6.10: ACCEPTANCE PROCEDURES
SWAN requires that the successful Proposer's system and each of its subsystems successfully pass the
following acceptance tests:
Successful loading of library database;
Successful, functional demonstration of required capabilities;
Performance of transactions at required response times;
Demonstration of reliable operation of the system
1) HARDWARE FUNCTIONALITY TEST
The purpose of the Hardware Functionality Test is to ascertain that the equipment installed by
Proposer is operational.
2) SYSTEM RELIABILITY TEST
The purpose of the System Reliability Test is to demonstrate and verify that the system operates at a
99% reliability level for an extended period of time.
3) MODULE FUNCTIONALITY TESTS
The purpose of the Module Functionality Test is to verify the required functional capabilities of each
module of software that has been delivered.
4) DATA LOAD TEST
The purpose of the Data Load Test is to demonstrate and verify that library's data files have been
properly loaded. This test will be performed to confirm that all patron records, bibliographic records,
item records, acquisitions and serials records, and transaction files have been successfully loaded into
the system. This test will be performed after all records have been loaded onto the system. This test
may overlap other tests.
5) RESPONSE-TIME ACCEPTANCE TEST
The purpose of the Response-Time Acceptance Test is to verify that the system is performing at the
warranted performance levels. SWAN will conduct or waive the Response-Time Acceptance Test as an
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acceptance test, after the acceptance tests described above have been successfully completed. Should
the system demonstrate acceptable levels of performance through daily operations the Library may
choose to waive the acceptance test. Waiving the test at such time will not waive Library's right to
conduct such tests in the future and require full warranty performance by the Proposer in the event of
test failure.
The following two sections present definitions, requirements, and guidelines for conducting the
Response-Time Acceptance Test.
5.1 General Definitions
The delivered system, incorporating hardware and software, will provide transaction response
times at user workstations, as shown. In establishing these performance criteria, the following
definitions will be used.
1. Transaction: A "transaction" is defined as a complete unit of work achieved by an
individual using an online workstation in interactive mode. Such unit of work will
consist of one (1) or more inputs by the individual, and a responding output by the
system for each input. Each input will consist of one (1) or more characters of
information resulting from a keystroke or operation of a label-reading device such as a
light-pen or laser scanner. Each response by the system will consist of one (1) or more
characters of information transmitted to the workstation at which the individual made
the corresponding input.
Complete units of work that constitute transactions include, but are not limited to, the
following:
check-in
check-out
renewal inquiry (of any type)
patron record input
patron record update
bibliographic record input
bibliographic record update
authority record input
authority record update
A given transaction is completed once the individual at the workstation has received
the last character of response from the system (other than a "transaction in process"
response) at the point where no more inputs or outputs are required to complete a unit
of work.
Some transactions may require more than one (1) input and more than one (1) output in
order to complete a unit of work. Examples include, but are not limited to, checkout of
a single book volume; conduct of a complex inquiry; printing transaction receipts.
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2. Workstation: Any device that provides for interaction between a user and the system.
Workstation devices include personal computers, other screen displays with keyboards,
light-pens, laser scanners, printer, and other user-operated devices.
3. Response Time: The elapsed time between the completion of a user input (pressing a
key, light-pen scanning or laser scanning of a label) and the start of the resulting
computer and printer response (first character of a display, acknowledge tone), other
than a "transaction in process" response.
5.2 General Guidelines for Performing Response-Time Acceptance Tests
On demand, within the acceptance period, during operation of the System under
normal business conditions during Normal Business Hours in which the activities of
users are not scripted to create pre-defined transaction mixes for purposes of stresstesting the System or the response-time performance or capacity of the System, a
thirty (30) minute Response-Time Acceptance Test may be conducted by the Library to
determine whether the System is meeting the contracted response times.
To successfully pass the Response-Time Acceptance Test, the System shall perform all
interactive transactions with average response times =2 seconds for users whose
workstations are connected to the system server via a =100mbps LAN segment.
The Response-Time Acceptance Test may be conducted by the Library to determine
whether the System is meeting the above response times using one (1) to three (3)
workstations connected to the system server via a =100 mbps LAN segment.
If the System is not meeting the response times as shown above, then the successful
Proposer shall make the necessary Equipment and Licensed Software adjustments to
cause the system to meet the contracted response time. The successful Proposer shall
make adequate personnel available to consult with the Library and to fix any problems
so that the system will meet all response times and performance measurements. If the
System does not meet response times and performance measures, then the successful
Proposer will continue to work to remedy the problem, and the Response-Time
Acceptance Tests shall be repeated. This process shall be repeated until either the
system successfully passes the Response-Time Acceptance Test or the Library rejects
the system.
6) ACCEPTANCE OF CHANGES TO SYSTEM
At the Library’s option, acceptance of each change to the system, including but not limited to
installation of new or upgraded hardware and/or software configuration, or a new or enhanced
software module or release, may also require successful completion of each of the types of
Acceptance Tests named above in (1) through (5) all of which must be attempted or waived by
the Library within thirty (30) days of such change.
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SECTION 6.11: PERFORMANCE WARRANTIES AND TESTS
SWAN requires that the successful Proposer warrant the performance of the system during the term of
the agreement between the Library and the successful Proposer, in which the system is under the
successful Proposer’s warranty period, and thereafter as long as the Library has a maintenance
agreement with the successful Proposer, as follows:
During operation of the system under normal business conditions during normal business hours in
which the activities of users are not scripted to create pre-defined transaction mixes for purposes of
stress-testing the system or the response-time performance or capacity of the system, the successful
Proposer warrants that the system shall perform all interactive transactions with average response
times ≤2 seconds for users whose workstations are connected to the system server via a ≥100mbps LAN
segment.
On demand, at any time during the term of the agreement between the Library and the successful
Proposer, in which the system is under the successful Proposer’s warranty period, and thereafter as
long as the Library has a maintenance agreement with the successful Proposer, a thirty (30)-minute
Response-Time Warranty Test may be conducted by the Library to determine whether the system is
meeting the above warranted response times using one (1) to three (3) workstations connected to the
system server via a ≥100mbps LAN segment. The transactions active at the time shall be those
occurring under normal business conditions during Normal Business Hours.
For the term of the agreement between the Library and the successful Proposer, if the system fails to
perform within the contracted response-time performance levels or functions and capabilities, the
successful Proposer will make whatever enhancements to licensed software or equipment, or both, are
necessary to provide the contracted levels of performance and functionality within a reasonable time
frame and at no cost to the Library.
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APPENDIX 1: SWAN BARCODE LABELS & PATRON ID CARDS
[Please answer Question #3 in RFP TABLE 2.1-4 on whether your system can work successfully with the
bar codes and their encoded values described by Appendix 1.]
1.
2.
3.
4.
SWAN library barcodes are ordered by member libraries individually.
All SWAN barcodes for patrons and items are the CODABAR format.
All SWAN barcodes are 14 digits
SWAN libraries also honor library cards from the neighboring Chicago Public Library, which
utilizes a 12 digit Code 39 format barcode.
5. The difference in Book from Patron barcodes is only the number sequence.
6. The SWAN library card which is hard plastic, ordered from any of a number of vendors.
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APPENDIX 2: SWAN LIMITS WITH CURRENT ILS
SWAN currently in the Millennium ILS has limits within its configuration “tables.”
Table
LOCATION/BRANCH Codes
Maximum Limit
3,600 codes
LOCATION Codes associated with a Locations
Served Entry
500 Location codes
LOCATION Codes associated with a Scope
1024 Location codes
Collection Agency Setting Table
100 Location codes per entry
Hold Pickup Location Table
500 Entries in table
Loan rules
1,000
Item Types
256
Patron Types
256
Formats (Materials Category)
32
Fixed Field Codes
26
Patron Block Table
900
Link Maintenance
Presently a scheduled nightly process performs (1)
synchronizing Items (additions and deletions) to
Location Served, (2) alphabetizing the display of
item records in the ILS & WebAC/Encore.
Time to Reshelve
Limited to 400 lines
# of Items on a Bibliographic Record
5,000
Imported Bib Record
Limited to creating 1 item attached to bib
There is also a limit of 100 LOCATION codes in order records and a limit of 255 Entries in the Addresses
referred to by RLOC (Receiving Loc)/BLOC (Billing Loc).
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SWAN is unlimited in the following areas:
Holds
Statistical codes
Reading history in OPAC patron account
Item records
Patron records
Bibliographic records
Serials checkin records
Authority records
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APPENDIX 3: SAMPLE DAY ONE REQUIRED REPORTS
Below is a listing of SWAN’s current ILS reports.
NAME OF
REPORT
DELIVERY DESCRIPTION
METHOD
Courtesy Notice
Email Only
Overdue Notice
(1st)
Paper
Email
Second Overdue
Notice
Billing Notice
Paper
Email
Paper
Only
Lists, by patron, items that are due soon. For items with loan
periods of 8 or more days, courtesy notices are sent out 3 days
before the due date. For items with loan periods of 3 to 7 days,
courtesy notices are sent out the day before items are due. No
courtesy notices are produced for items with loan periods of less
than 3 days
Lists, by patron, items that are 2, 7 or 14 days overdue. Each notice
lists the author (if there is one), title, call number, barcode, lending
library, owning location, due date and checkout date for each
overdue item. The loan rules determine when overdue notices are
produced. Bounced email notices are forwarded to the library listed
in the return address portion of the notice.
Each library can have these notices sent either to the library or
mailed directly to the patron. For reciprocal borrowing transactions
the circulating library decides how the notices are delivered.
Lists, by patron, items that are 7 or 28 days overdue. Each notice
lists the author (if there is one), title, call number, barcode, lending
library, owning location, due date and checkout date for each item.
Loan rules determine when overdue notices are produced. Bounced
email notices are forwarded to the library listed in the return
address portion of the notice.
Each library can have these notices sent either to the library or
mailed directly to the patron. For reciprocal borrowing transactions
these notices are sent to the patron’s home library, with a green tag
attached, asking for assistance in recovering the overdue item.
Lists, by patron, items that are 42 days (6 weeks) overdue. Bills list
the author (if there is one), title, owning location, call number,
barcode, lending library, date checked out, date due, and the
amount billed (item charge plus automatic $5.00 processing fee).
For reciprocal borrowing transactions both the patron’s home
library and the lending library receive a copy of the bill.
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Billing Statement
Lost Item Bill
Paper
Only
Paper
Hold Pick-up
Notice
Email
Only
Hold Cancellation
Notice
Paper
Email
Title Paging List
( bib-level holds)
Each
library
produces
in-house
Page Slips
(for item-level
holds)
Paper
Circulation Activity
by Terminal (Daily
Circ Stats)
Email
This bill is generated by the manual adjustment of a bill or lost item
bill and contains the same information as the Bill Notice.
Produced the day after an item has been declared lost via the “Mark
Lost Items” function, if the patron did not pay for the item. Lost
Item Bills list the author (if there is one), title, owning location, call
number, barcode, lending library, date checked out, date due, and
the amount billed (item charge plus automatic $5.00 processing fee).
Lists, by patron, items that were checked in and given the status of
“On Hold” in response to a hold. These notices are sent by email
only. Hold Pick-up notices list the author (if there is one), title, call
number, barcode, owning library, pick-up location and the pick-up
date for each item. The pick-up date is determined by the loan rule
and is set to 7 days from the time the item is put on the hold shelf.
Lists, by patron, holds that have been canceled or that have expired.
There are 4 different texts for these notices, one for each of the
following situations: a hold is cancelled by a library staff member at
the request of the patron; a hold is cancelled automatically because
all potential lenders were unable to fill the hold or refused to fill the
hold; a hold is cancelled automatically because there are no more
items in the database; or the hold expired. Hold cancellation notices
list the title, author (if there is one) and the call number (in the case
of item level holds) for each hold cancelled.
Lists, in call number order, items requested from your collection for
interlibrary loan. On a daily basis items should be pulled from the
shelf, checked in and sent to the borrowing library. If the item
cannot be found and the item record shows "On Shelf", change the
item’s status to missing. This will change in 2012 as libraries will
print the notices in-house.
Lists specific items requested from your collection for interlibrary
loan. On a daily basis items should be pulled from the shelf, checked
in and sent to the borrowing library. If the item cannot be found and
the item record shows a status of “On Shelf”, change the items
status to missing and send the item page slip to the borrowing
library to inform them that you will not be supplying the item.
Optional daily report by terminal number of checkouts, check ins,
and renewals. This report is delivered to your library’s generic email
alias.
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Weekly Reports
Duplicate Item
Barcodes
Fax
List of item barcodes use in more than one item record. Libraries
need to determine which entry is incorrect and fix it. This report is
only sent to those libraries with duplicate item barcodes. This report
is compiled and sent by SWAN’s central cataloging staff,
Bibliographic Services.
Monthly Reports
Circulation
Activity by
Terminal – Ptype
Circulation
Activity by
Terminal – Patron
Statistical
Category
“Pcode2”
Circulation
Activity by
Terminal-Pcode3
Circulation
Activity by
Terminal – Patron
Statistical
Category
“Pcode4”
Circulation
Activity by
Terminal – Item
Statistical
Category
“IC1STAT”
Circulation
Activity by
Terminal – Item
Type
Circulation
Activity by
Email
Count, by PTYPE, of items checked out, checked in, or renewed and
Print
a holds placed at your library. Gives a percentage of total
Download circulation on the system. Portions of this report are used to
calculate the holds placed at your library, and reciprocal borrowing
activity at your library counts.
Email
Count, by PCODE2, of items checked out, checked in, or renewed
Print
and of holds placed at your library. This report shows circulation to
Download your in-house generic patrons as well as the ILL generic patrons.
This report is used to calculate ILL items sent.
Email
Count, by PCODE3, of items checked out, checked in, or renewed
Print
and of holds placed at your library. This report provides a detailed
Download breakdown of circulation in your library to Non-SWAN reciprocal
borrowers.
Email
Count, by PCODE 4, of items checked out, checked in, or renewed
Print
and of holds placed in your library. Gives a percentage of total
Download circulation. Look at the codes assigned to your library for a
breakdown of the number of items circulated to your patrons.
Email
Count, by item IC1STAT code, of items checked out, checked in, or
Print
renewed and of holds placed at your library. Gives a percentage of
Download total circulation. These figures include items you borrowed on ILL
from other SWAN libraries.
Email
Count, by ITYPE, of items checked out, checked in, or renewed and
Print
of holds placed at your library. Gives a percentage of total
Download circulation. These figures include items you borrowed on ILL from
other SWAN libraries.
Email
Print
Count, by item location code, of items checked out, checked in, or
renewed and of holds placed at your library. Gives a percentage of
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Terminal – LOC
Download total circulation. The report includes items owned by your library
and those you borrowed from other SWAN libraries. Portions of this
report are used to calculate your ILL statistics, and total circulation
counts.
Circulation
Activity of Your
Items at All SWAN
Libraries
Comparative Circ
Activity by Agency
Webpage
This report contains the total number of checked outs, check ins and
renewals for items from each individual item location regardless of
where the transaction took place.
Webpage
OPAC Patron
Requests by
Location and
Ptypes
Webpage
Patron Renewals
Through the
Internet
Webpage
Renewals By Item
Location
(Circulation
[Renewal]
Statistics)
In-house Statistics
by Item Location
Webpage
This report contains the total number of check outs and renewals
(including ILLs received) done in each SWAN library for the month
and the percentage of SWAN’s total circulation. The same totals for
a particular library’s self-check unit are listed separately.
This report contains the total number of requests/holds placed by
patrons, or staff (if your staff uses the WebPAC to place holds for
patrons), via the WebPAC for the month. Each column counts the
requests/holds by Ptype and the rows count the requests/holds by
location of the WebPAC (e.g. the Internet or in a particular library).
This report contains a count, by item location, of the number of
renewals done by patrons via the Internet using the WebPAC and
the percentage of the total number of renewals done via the
Internet. This report is a subset of the numbers reported on the
Renewals By Item Location (Circulation [Renewal] Statistics) report.
This report contains a count, by item location, of the number of
renewals for the month regardless of where the renewal took place
(in a library or via the Internet) along with the percentage of the
total number of renewals.
ILL Items Sent and
Received
Webpage
Your Patrons’
Circulation
Webpage
Webpage
This report contains statistics generated by the use of the MilCirc
Count Use Mode. This mode and report allow libraries to track the
use of materials for various purposes such as internal use (items use
in the library but not checked out), photocopy use, or anything they
define. The grand total of these counts is located in the “Intl Use”,
“Copy Use” and “Iuse3” fields of item records.
This report contains the total number of ILLs sent to other SWAN
libraries or received from other SWAN libraries for the month. This
report is best viewed using Excel. SWAN libraries as borrowers are
listed vertically on the left side of the report (in column “A” in Excel)
and SWAN libraries as lenders are listed horizontally across the top
of the report (in row “1” in Excel). The total number of items your
library borrowed is listed in the last column on the right of the report
and the total number of items your library lent is listed in the last
row at the bottom of the report.
This report counts by PTYPE the number of checkouts, checkins,
renewals, and holds placed at each SWAN library or through the
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Activity Report
OPACs. This report shows your patrons’ activity both in your library
and as reciprocal borrowers in other SWAN libraries. Renewals and
holds placed via the Internet are found under the stat group
numbers of 0 (zero) and 100. Stat group numbers ending in 1, 2, 3,
4, or 5, report activity done via OPACs in a specific library. Stat
group numbers ending in a 6 report activity done at self-check units.
This report counts the number of new bib records added to the
database for each bib location (e.g. xxs and xxsj).
This report counts the number of new item records added to the
database by item location.
This report counts the number of new patron records added to the
database by HOME LIBR code. This report does not include any
patron records new to a library that were created from existing
patron records (e.g. re-registrations or “re-reges”).
Count, by non-SWAN library, of the number of items borrowed by
SWAN library patrons. This report is compiled and sent by SWAN
Member Services.
Lists items that have had a “Billed” status for 3 months. This report
includes both ILL and Reciprocal Borrowing transactions.
Bibs Added
Webpage
Items Added
Webpage
Patrons Added
Webpage
Non-SWAN Stats
Email
Items With Billed
Status
Each
library
produces
in house
Items With Claims
Returned Status
Each
library
produces
in house
Lists items that have had a “Claims Returned” status.. Since the
claims returned process is not used with ILL or Reciprocal Borrowing
transactions, this report should contain only those items that were
checked out at your library by your patrons.
Items With Lost
Status, Lost and
Paid Status, Lost
and Billed Status
Each
library
produces
in house
Lists items that have had a “Lost” status. This report may contain
some ILL transactions but no Reciprocal borrowing transactions.
Items With
Missing Status
Each
library
produces
in house
Lists items that have had a “Missing” status..
ILL/RB Status
Report
Each
library
produces
in house
In Transit Report
Each
library
Lists items with one of the following codes: IC2SUPP of “i” (ILL
delete); IC2SUPP of “r” (reciprocal borrowing delete); STATUS of
“q” (Metroreimburse); or STATUS of “d” (Metro RB CR). Items on
this list have had one of these codes for 13 months. This report is
produced in the 4th week of each month.
Lists items that have had a status of “In Transit”. This report
contains ILL and reciprocal return transactions.
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produces
in house
Annual Reports
Circulation
Activity of Your
Items at all SWAN
Libraries
Comparative
Circulation
Activity by Agency
Webpage
Annual total (based on calendar year) of the number of check outs,
check ins and renewals for each individual item location regardless of
where the transaction took place.
Webpage
Patron Renewals
Through The
Internet
Webpage
Renewals By Item
Locations
(Circulation
[Renewal]
Statistics)
Inhouse Statistics
by Item Location
Webpage
Annual total of check outs and renewals (including ILLs received)
done in each SWAN library and the percentage of SWAN’s total
circulation for the last two years. The same annual totals for a
particular library’s self-check unit are listed separately.
Annual total (based on calendar year), by item location, of the
number of renewals done by patrons via the Internet using the
WebPAC and the percentage of the total number of renewals done
via the Internet.
Annual total, by item location, of the number of renewals regardless
of where the renewal took place (in a library or via the Internet)
along with the percentage of the total number of renewals.
Cumulative
Circulation
Activity
Email
Occasional Reports
Millennium Offline
Circ Exception
Messages
Webpage
Paper
Annual total, by item location, of the statistics generated by the use
of the MilCirc Count Use Mode. (See this same report title under
“Monthly Reports for more details.)
Annual total (based on the library’s fiscal year) of the number of
items circulated by itype orIC1STAT code. This report contains the
total number of circulations in each IC1STAT code and the
percentage of the grand total that amount represents.
Lists each transaction that generated an exception message when
the transactions were processed. Exception messages fall into one
of two categories: not denied and denied. Exception messages that
have not been denied have been processed and counted by the
computer. Denied transactions may have to be hand keyed into
SWAN.
By Request
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Hourly Circ Stats
Email
Patron Counts
Email
Item/Inventory
Counts
Email
Patron Purges
Email
Order Record
Purges
Email
This optional report can be requested for use with a special project
and for a limited time frame. The report contains a count of
checkouts and check ins per hour for the time frame specified by the
requesting library.
This report furnishes a count of patron records by the criteria
established by the library.
Count of the number of items owned by a library by either Itype or
IC1STAT code. This report can include the total price of the items,
the number and total of renewals, the total number of checkouts,
the number of overdues produced for those items currently checked
out, and the year to date circulation (i.e. the total number of
circulations since 3/1/99).
Patron purges are done as often as needed and help keep patron
records up to date. It is recommended that libraries request at least
one purge per year.
Purges of fully paid or cancelled order records are done as often as
needed and make room for the creation of more order records. An
annual purge is recommended for libraries that have used the
Acquisitions module for at least 4 years.
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APPENDIX 4: SWAN’s CURRENT HOLDS FUNCTIONALITY
System looks at the location of an item, type of item and type of patron to determine if an item is
“holdable” to a patron and may be placed on both bibliographic and item levels.
Holds are typically filled in order of date/time placed however priority is given to holds to be picked up
at the item’s home. An ILL-filled statistic will increment when the item is checked out to the patron.
This statistic is reported by patron’s home library.
If an item is used to fulfill a hold the following occurs:
1) When the item is at the pickup location:
a) Item’s status is changed to indicate it is ready for pickup
b) Pickup notice generated for patron
2) When the item is not at pickup location (SWAN Member Library):
a) Item status is changed to indicate item is in transit to pick up location
b) Note is generated in item record to indicate both the item’s start and destination locations.
c) Hold information on patron’s record reflects in-transit status
3) When the item is not at pickup location (non-SWAN contracting Library*):
a) Item is automatically “checked out” to the contracting library
Library personnel are able to:
Choose pickup location of item
Define a “not wanted before” date
Define a “not wanted after” date, both manually and automatically
Determine if an item is holdable for a patron without needing to place a hold
Enter a note on the hold
Limit holds to certain collections
Cancel holds
Determine a hold’s status from both the bibliographic and patron records (i.e. not yet filled, in
transit to pick up location, on hold shelf awaiting patron pickup, etc.)
Place multiple holds on a bibliographic record for “book discussions”
Deny holds in the case of missing or damaged material
Re-prioritize the hold queue
Patrons are able to:
Place and cancel holds via PAC
Suspend and un-suspend holds for vacation, etc. and still have their hold move up in the queue
*SWAN contracts with non-SWAN libraries to allow them access to place holds
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APPENDIX 5: SWAN’S EXISTING ILS SERVER HARDWARE &
CONFIGURATION
SWAN ILS servers were purchased in December 2012. The current Millennium Production, Report, and
Test servers run in a virtual machine environment using VMware. For Configurations #5 & #6, SWAN
would consider running a Software-Only and Services for an On-Premise Server-Based ILS for SWAN’s
Production System environment and a Test.
Existing SWAN ILS Server Environment: Used for Production & Test/Training
2 EqualLogic PS4100x Virtualized iSCSI SAN, 15k SAS drives
2 Dell PowerEdge R910 (Application servers): (4) x Intel Xeon E7-4850 2.00GHz, 24M Cache, 6.4 GT/s
QPI, Turbo, HC, 10 Core 1066MHz Max Memory; 128GB Memory (32 x 4GB), 1066MHz
2 HP ProCurve gigabit switches
VMware vSphere Enterprise v5: 1 processor
VMware support Enterprise: 1 processor
VMware vCenter Standard for vSphere 5
VMware support Standard for vCenter Standard v5
Veeam Backup & Replication
Below is a network diagram of existing SWAN ILS server hardware, including centralized notice printer
and redundant firewalls.
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Figure 1 Existing SWAN ILS Server Diagram
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[END OF RFP DOCUMENT]
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