Integrated Library System & Related Services

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Dec 10, 2013 (3 years and 7 months ago)

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1 2 5 T o we r Dr i v e, B u r r R i d g e, I L 6 0 5 2 7

2013

Integrated Library System
& Related Services

Request for Proposal

SWAN in conjunction with RMG Consultants, Inc.

System Wide Automated Network: SWAN

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Prepa
red by

RMG Consultants, Inc.
&
SWAN

© Copyright

2013

RMG Consultants,
Inc.



Date of Issuance:

July 2
6, 2013

Deadline

for Email Inquiries

August 7
, 2013 4 p.m. C
D
T

Deadline for Submission of Intent to Propose

August 21
, 2013 4 p.m. C
D
T

Proposal Due Date & Time:

August 28
, 2013 4 p.m. C
D
T



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 Consultant
s,
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 le
gal 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
, a
nd 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 o
f 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
PR
OPOSE TO SWAN RFP

................................
................................
...............

10

SECTION 1: INTRODUCT
ION, OVERVIEW, AND R
EQUIREMENTS OF THE S
WAN RFP &
PROCUREMENT PROCESS
................................
................................
................................
...................

12

Overview of SWAN

................................
................................
................................
...........................

12

SWAN Statistics

................................
................................
................................
............................

14

Discovery Service for SWAN

................................
................................
................................
.............

15

Th
e 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 FORM
S, 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 APP
LICATIONS SOFTWARE M
ODULES AND KEY FUNCT
IONALITY 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 K
EY FUNCTIONALITY WANTED
BY SWAN

................................
................................
................................
................................
......

42

RFP TABLE 2.1
-
3: CHECKLIST OF ILS APPLICATIONS SOFTWARE MODULES AND KEY
FUNCTIONALITY WANTED B
Y 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 Co
st 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 FO
R 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 C
OST FORM:
COST SUMMARY FOR SOF
TWARE
-
ONLY
AND SERVICES FOR AN
ON
-
PREMISE SERVER
-
BASED STANDALONE ILS

TEST AND TRAINING
SYSTEM FOR SWAN

................................
................................
................................
.....................

92

SE
CTION 2.7 CONFIGURATION #7: DISCOVERY SERVICE FOR SWAN
................................
............

97

RFP TABLE 2.7
-
1 CHECKLIST OF FEATURES & FUNCTIONALITY OF DISCOVERY SERVI
CES

......

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 QUESTION
S 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 INTERF
ACES WITH SWAN’s ILS
-
DEPENDENT OR RELATED
SYSTEMS

................................
................................
................................
................................
.............

131

TABLE 5
-
1CHECKLIST OF SEAMLESS INTERFACES BETWEEN YOUR ILS AND THIRD
-
PARTY
S
YSTEMS 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: APPLI
CATION 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 HARDW
ARE & 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.

Pleas
e 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
enviro
nment 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 a
n installation
with a
n

annual circulation of 10 million transactions or more? This will
i
nclude 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 thes
e
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: INTRODUCT
ION, OVERVIEW, AND R
EQUIREMENTS OF THE
SWAN
RFP

& PROCUREMENT PROCES
S

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 a
n

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



H
elpdesk duties, interfacing



T
raining on ILS software for library staff



Migration services for automated and non
-
automated libraries that wish to join SWAN



Manage
ment 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 ma
chines running
run in a VMware
, with the exception of the Encore Discovery server
:

1.

Server 1, Production:

Millennium ILS

2.

Server 2, Report: Millennium ILS

3.

Server 3, Test: Millennium ILS

4.

Server 4, Encore: Encore Discovery OPAC

The SWAN

OPAC

runs in the following

configuration

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1.

Millennium with WebPAC



configured w
ith 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

(acce
ss restricted to

contracting libraries called “Internet Access” members
)

4.

Millennium with
“EZPAC”


Millennium’s
Kid
sPAC

port 90

(publicly available)

5.

Encore Discovery



second OPAC server, optional to member libraries to use

(publicly available)

SWAN does n
ot 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 7
7

SWAN libraries are OCLC me
mbers, 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 libr
aries. 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 provi
ding both item and acquisition order records.

SWAN’s bibliographic and item hold
ings

for its 7
7

member libraries are updated in OCLC through a
contractual arrangement with 3
rd

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 World
Cat Resource
Sharing.

SWAN

owns the following products in
addition to a basic Millennium S
ystem
that are

shared by all
consortium members:



KidsPAC catalog



Web Access Management proxy for databases



Pathfinder Pro (formerly
Web
B
ridge 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 Discove
ry
(
English
)

The following products are available for purchase by member libraries:



Serials (
5
9

member libraries purchased
, 54 active
)



Acquisitions (
59

member libraries purchased
, 21 active
)



Express Lane Self Check English (
14

member

libraries purchased)



S
IP2 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 ap
p 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
Innova
tive
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,
5
00,000

Total 2012 Circulation

2,800,000

Total 2012
SWAN Consortia
ILL & Reciprocal Borrowing combined



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Discovery Service for
SWAN

This RF
P

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 a
n 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 S
ervice

(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
c
atalog 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

p
ersonalized
l
ibrary
s
ervices

o

Authentication of
u
sers for Access to Restricted Resources

, including Web sites

o

User
-
c
ustomizable
i
nterfaces to
l
ibrary
r
esources

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o

Profiles for
p
ersonalized
l
ibrary
s
ervices and
c
ontent
a
lerts

o

Content
a
lert
s
ervice
m
atching
u
ser
p
rofile

o

S
eamless access
to
and

ability to

download e
-
book content within the Discovery
Service

o

Federated and
f
aceted
m
ultiple
d
ata
b
ase
s
earching, and organiza
tion 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 lib
rary 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 connect
ion 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 librar
ies

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 3
rd

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 Describin
g
SWAN’s

Millennium System

and Technology Environment

App
endices

1

through

5

show samples of
Member Libraries’
patron and book
bar code labels and ID
card
s, 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 requirement
s

for implementation of the
ILS
.

Note about Cost

Please note

that cost is a

major co
ncern 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
-
v
endor, turnkey approach for the requested system and services
--

a single
v
endor
is sought to be responsible for the entire project.




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18



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
representat
ives from RMG Consultants, Inc.
, the SWAN Board,

and

the
SWAN

ILS Committee
,
with
assista
nce from SWAN’s
Attorn
ey
.

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, exec
ution of a contract for procurement of automated systems and services, and
installation of the system.


Page |
19



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

Dates & Times

Date of Issuance

July 26, 2013

D
eadline

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

T
he
timetable for delivery, installation, and implementation will be adjusted as necessary
.





Page |
20



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 concern
ing 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
unoffici
al 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 m
ust

b
e 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@railslibra
ries.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.

Page |
2
1



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

on
e elec
tronic copy and
10
printed
copies to
SWA
N:

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 c
opies 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 Libr
ary 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 n
o 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 Sect
ion
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.

Page |
22



1.3.11

Failure of a Vendor to follow the instructions of the
RFP

may result in rejection of the Vendor's
prop
osal.

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, an
d 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 reasonab
le 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
S
WAN
,
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 rec
ords, 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

D
u
ring 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 i
ncurred 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 s
oftware 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 th
at
Page |
23



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 Ve
ndor 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 i
nformation 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
imp
ortant factor in determination of the selected proposal.

1.3.23

During the first phase of the evaluation process,
SWAN

intends to evaluate all proposals
accord
ing to the criteria listed in ¶
1.3.29, including the possible elimination of any given proposal
because of strongly negative findi
ngs

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 pri
cing

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
libra
ries 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 firs
t 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 reserv
ed for these meeti
ngs
.

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 t
he 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 |
24



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

individual
s

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 capabilit
ies of proposed software

30 points

2.

Resource sharing functionality

30 points

3.

Overall suitability of the Vendor and proposed system to present and
future needs of SWAN

24 points

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 sys
tems similar to those
proposed

10 points

9.

Future development and ongoing
development of consortia features.
Ability to contribute to development and the capacity o
f the system to
support growth.

10 points

10.

Provision, capabilities, and costs of software to load, store, and output in
applicable MARC formats bibliographic and auth
ority records, and
machine
-
readable patron, loan, and other records to/from SWAN’s system

㄰ 灯楮瑳

ㄱ1

Suitability, performance, capacity, and growth path of proposed system
hardware and software platforms and telecommunications systems,
including the resul
ts of applicable benchmark tests
,

as described in
Section
6.10

& 6.11

6 points

12.

Vendor's hardware and software maintenance services and software
support services

5 points

13.

Significance of deviations of proposal from the system requirements and
4 points

Page |
25



instruction
s 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

findi
ngs

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.

High
est 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 rat
her 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 m
ore 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 varia
bles 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 |
26



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

present
s

requirem
ents 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 Ve
ndor will be made upon
completion of specific tasks, for which terms and conditions will be included
i
n the contract for
procurement of
SWAN’s

system.

SWAN’s

contract with the successful Vendor will include provisions for monetary penalties for non
-
performance of the successful Vendor in making scheduled delivery of components of contracted
systems and services.

1.3.35

This
RFP
, the successful Vendor’s proposa
l, 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 docume
nts 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
expectin
g 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
h
as not received any notice or claim from any other
party that any p
ortion of the system is being used contrary
Page |
27



to or in violation of another party’s patent, copyright,
trademark, trade secret, license, or other intellectual
property interest;


(2)

Vendor
i
s not now negotiating for the sale or transfer of its
business or asse
ts to another entity or company;


(3)

Vendor
h
as 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 t
he 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 a
mount 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 t
he 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 |
28



system.


(3)

All work will be performed in accordance with the standard
of care applicable to comparable technological systems and
services in the
CHICAGO

m
etropolitan
a
rea.

H

Vendor agrees to indemnify and hold harmless
SWAN

from and against all claims,
losse
s, 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 |
29



SECTION 2:

CONFIGURATIONS, REQUIREMENTS, COST FORMS, AND

Q
UESTIONS FOR

SYSTEMS AND SERVICES

This section specifies alternative configurations of required systems and services described in
RFP

T
ABLE
2
-
0
, for which cost proposals are requested.

RFP

T
ABLE
2
-
0

summarizes configurations of interest. Beginning with
Section 2.1
, separate sections
descri
be 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 i
nstructions for
Section 2
:



RFP

T
ABLE
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 li
sted in
RFP

T
ABLE
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 |
30



RFP TABLE 2
-
0
:
SUMMARY
OF CONFIGURATIONS OF SYSTEMS AND
SERVI
CES


(Sections that follow describe each of the Configurations summarized below)


C
ONFIGURATION
#1

O
N
-
P
REMISE
S
ERVER
-
B
ASED
I
NTEGRATED
L
IBRARY
S
YSTEM
(ILS)

FOR
SWAN



P
RODUCTION
S
YSTEM


Configuration #1 is
for

a total, turnkey hardware/software
on
-
premise server
-
b
ased solution sized for 2018 for ≥2,200 peak
-
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≥1,100) Web Portal and Public Access Users, including ≥1,100 at public
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瑩tn猠in lib牡ri敳); plu猠n敥d敤e獥牶ic敳eincludin朠g慴愠浩杲慴aon 慮d
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
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慮d 慮礠潴o敲 獥sve牳r慳ane敤敤e(獵捨s慳a卉P).


F
or Configuration #1 please fill out and return:




RFP

T
ABLE
2
.1
-
1

A
PPLICATIONS
M
ODULES AND
F
UNCTIONALITY
C
HECKLIST




RFP

T
ABLE
2
.1
-
2

C
ONFIGURATION
#1

C
OST
F
ORM




RFP

T
ABLE
2
.1
-
3

C
HECKLIST
Q
UESTIONS




T
ABLES
2.1
-
4

N
ARRATIVE
Q
UESTIONS

C
ONFIGURATION
#2

O
N
-
P
REMISE
S
ERVER
-
B
ASED
S
TANDALONE
ILS

T
EST AND
T
RAINING
S
YSTEM 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
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攠畳敤e景爠
瑲慩tin朠g瑡晦, 數慭inin朠g慴愠浩杲慴a潮 瑥t琠晩l敳Ⱐ慮d 瑥獴楮朠g潦瑷慲a r敬敡獥e.


For Configuration #2 pl
ease fill out and return
:





RFP

T
ABLE
2
.2
-
1

C
ONFIGURATION
#2

C
OST
F
ORM

Page |
31



Configuration

#3

Integrated Library System as a Service (ILS SaaS) for SWAN


Production
System


Configuration #3 is
for

a
n 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

T
ABLE
2
.3
-
1

C
ONFIGURATION
#3

C
OST

F
ORM

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
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i杵牡瑩潮 ⌳Ⱐ慮d would b攠畳敤e景爠瑲慩nin朠g瑡晦, 數慭inin朠
d慴愠浩杲慴a潮 瑥獴⁦il敳e

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景爠r潮晩杵牡瑩rn ⌲#


For Configuration #4 please fill out and return:




T
ABLES
2.4
-
1

C
ONFIGURATION
#4

C
OST
F
ORM

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 Hardw
are 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

T
ABLE
2
.5
-
1

C
ONFIGURATION
#5

C
OST
F
ORM

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

T
ABLE
2
.6
-
1

C
ONFIGURATION
#6

C
OST
F
ORM

Page |
32



Configuration #7

Discovery Service for SWAN


Configuration #7 is for a Discovery Service to search SWAN’s databases, OPAC,
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For Configuration #7 please fill out and return:




RFP

T
ABLE
2
.7
-
1

S
ERVICES
C
HECKLIST




RFP

T
ABLE
2
.6
-
2

C
ONFIGURATION
#6

C
OST
F
ORM




RFP

T
ABLE
2
.6
-
6

N
ARRATIVE
Q
UESTIONS

Configuration #8

Sample Peripheral Devices for Use with Configurations #1, #2, #3 and #4


Configuration #8 is for a list of q
uotations

for sample peripheral devices,
including inventory control devices, and any other equipment sp
ecified for use
with ILS Configurations #1, #2, #3, and #4.


For Configuration #8 please fill out and return:




RFP

T
ABLE
2
.8
-
2

(C
ONFIGURATION
#8

C
OST
F
ORM
)

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 Develo
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Lead Analyst: That would
serve as the Vendor’s Lead Analyst in working
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Developers: Development personnel that would be allocated as needed
Page |
33



to SWAN
-
related development tasks to provide wanted functionality,
including production of documentation.


For Configuration #9 please fill out and return:




RFP

T
AB
LE
2
.9
-
1

C
ONFIGURATION
#9

C
OST
F
ORM




RFP

T
ABLE
2
.9
-
2

N
ARRATIVE
Q
UESTIONS




Page |
34



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 (est
imated 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 SIP
2
).

C
ONFIGURATION
#1

requirements are based on best estimates at the ti
me of this writing.

Estimated Data Storage and Processing Requirements:
Please configure for 201
8

Estimates


2013 Current

2018 Estimates

Libraries

77

80

Titles

1,442,470

1,510,000

Volumes/Items

7,920,075

8,100,000

Annual Circulation

13,000,000

1
6
,000,000

Patrons

1,077,333

1,200,000

Authority Records

895,315

1,000,000

Staff Licenses

900

1,
8
00

Staff Workstations in
SWAN
Libraries

1,180

1,
3
80

Public Workstations, Laptops,
Tablets, etc. in SWAN libraries

1,2
00

1,
4
00

Patrons connected through
Internet

20,000

25,000

Total Estimated
Concurrent
Users

2,200

2,400

Page |
35



CHECKLIST OF
ILS

APPLICATIONS SOFTWAR
E MODULES AND KEY
FUNCTIONALITY WANTED

BY SWAN


Checklist of ILS Questions

RFP

T
ABLE
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

T
ABLE
2.1
-
2

Cost Form
s

for
ILS

RFP

T
ABLE
2
.1
-
2

contains a Cost Form for providing quotes for
Configuration #1
. Cos
ts for each
application category should be quoted based on the more detailed itemization as shown on
RFP

T
ABLE
2
.1
-
1
.

In the checklist which follows as
RFP

T
ABLE
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

T
ABLE
2
.1
-
4

presents a list of questions about your proposed
ILS

for you to answer.



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:

C
ONFIGURATION
#1

C
OST
F
ORM

which follows
this checklist.

(1)Module

(2)Question

(2) Yes

(3) No

1
.

Central Site Hardware







1.1

Can the ILS Application server run separately from the ILS
Database server?




1.2

Is the Discovery Service running in a separate server?




1.3

Is the d
isk storage
-
array a separate piece of hardware?




1.4

Is the o
perating system software

&
utilities

included with
the ILS?




1.5

Do you supply a configuration with an u
ninterruptable
power supply

(UPS)?




1.6

Web/Portal Servers




1.7

Can the

ILS run a Training or Test ILS server separate
from the Production ILS server?




1.8

Is the ILS b
ackup
system a separate device?




1.9

Will additional or other hardware be required?




1.10

SUBTOTAL: Hardware









2

Applications Software and Utilities








2.1

Bibliographic Database System (including DBMS license)




2.2

Is there ILS
Cataloging
functionality with
Authority
Control
?




2.3

Is there ILS
Acquisitions
with Fund Accounting?




2.4

Is there ILS
Serials Control
?




2.5

Is there a
Discovery Service
?




2.6

Is there System
Administration of
the
Discovery Service
?




2.7

Is there an ILS
Circulation System
?




2.8

Is there an ILS
Stock Rotation Module/Capability
?




2.9

Is there an ILS Course
Reserve Module?




2.10

Is there an ILS
Program Registration, Room Booking and
Scheduling Module
?




2.11

Is there a native ILS
Inventory Control
?



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:

C
ONFIGURATION
#1

C
OST
F
ORM

which follows
this checklist.

(1)Module

(2)Question

(2) Yes

(3) No


2.12

Is there an ILS Inter
-
library Loan (
ILL
)

Management
System
?




2.13

Does the ILS have a
Z39.50
Server
?




2.14

Does the ILS have a
Z39.50 Client module
?




2.15

Does the ILS have a
Report Generator
?




2.16

Can the ILS manage
Subscription Services

to electronic
resources?




2.17

Does the ILS have a
Electronic Resource Management

(ERM)
capability?




2.18

Does the ILS have a Web
Browser
b
ased
s
taff
c
lient
?




2.19

Does the ILS have a
System Administration Module
?



3

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



Page |
38



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:

C
ONFIGURATION
#1

C
OST
F
ORM

which follows
this checklist.

(1)Module

(2)Question

(2) Yes

(3) No


3.22

TechLogic: AMH




3.23

Unlimited SIP2 Interfaces




3.22

Vendprint










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)


(2)

(3)


Category

One
-
Time

$ Cost

Annual

$ 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

T
ABLE
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



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)


(2)

(3)


Category

One
-
Time

$ Cost

Annual

$ Cost

3

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



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



Page |
41



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)

(3)


Category

One
-
Time

$ Cost

Annual

$ Cost


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