Download Integrated Library System & Related Services PDF

Integrated Library System & Related Services
Name: Integrated Library System & Related Services
Pages: 159
Year: 2013
Language: English
File Size: 1.9 MB
Downloads: 0
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Page | 3 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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Page | 5 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 37AB existing peripherals with the ILS. Section 5 addresses requirements for seamless interfaces between the ILS and 37AB ILS dependent or related systems and services. Section 6 addresses 37AB 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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Page | 6 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 37AB B " .............................................................................................................................. 16 Information Describ 37AB 3 4 ... " ..........................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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Page | 7 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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Page | 8 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 D3 C 37AB 3 0 AB 0 2 0 2A 3 ................................................................. 128 RFP TABLE 4 1: PCs AND OTHER PERIPHERAL DEVICES TO BE RE USED WITH ILS ................ 129 3 4 CB 2 1D 2 B43 C2 B4 2 A 3 7 4 37AB 3 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 A00 B 8 37AB D22 B4 C 3 DB 4 CBA 4E ............................................................... 156 A00 B 8 37AB 3 8 34 B 3 3 26 2 A2 7A2 CB D2A4 CB................................ 157


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Page | 10 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 " "" " " ... " " " 37AB 2 0 " " tions 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. "" " " " "" " " " " " 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. "" " " " "" " n 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 " 0 " 6 " " " ... " "" " Group Name(s) Library Staff Contact Name Email & Phone of Contact


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