Integrated Library System & Related Services

159 Pages·2013·1.9 MB·English

System Wide Automated Network: SWAN

Integrated Library System
& Related Services
Request for Proposal
SWAN in conjunction with RMG Co nsultants, Inc.
2013
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1 2 5 T o w e r D r i v e , B u r r R i d g e , I L 6 0 5 2 7
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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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