REQUEST FOR PROPOSAL-DIGITAL LIBRARY SYSTEM

CHAPTER 1

1.0  Introduction

The institute of finance management is seeking Proposals from Respondents for the provision of Digital Library systems (the Services) in order to meet the outcomes set out in chapter 2 (System requirements). Respondents are not required to bid to provide all the Services for example, the Library will accept bids providing solutions for particular material types, such as audio, buying server, RAM, upgrade a system that will run all plantform or solutions for particular activities, such as delivery but should be aware that the Library may favor Proposals which meet all of the Library's requirements.

Digital library system is a library system in which collections are stored in digital formats (as opposed to print, microform or other media) and accessible by computers. Library content may be stored locally, or accessed remotely via a network.

1.1    Objectives of the digital library system

The Library is seeking Vendors who employ the latest technology in academic library systems. The Library intends to use a request for proposal procurement process, including a technical and financial evaluation, before negotiating and awarding a contract. The contract will not be awarded to the lowest priced proposal. After final evaluations, the award will be made to the Vendor who, in the Library’s sole judgment, submits the proposal that is the most cost effective and advantageous to the library.

The system to be purchased must be a hosted system consisting of software, installation, documentation, supplies, testing, training, migration of all files, and maintenance necessary for ongoing operations. The system must have a proven record of successful operations in academic libraries of similar size to that of the institute of finance management digital library system.

The institute of finance management serves a diverse population, so the system must contain features for those with visual, hearing, or physical impairments. Screen displays and prompts should be available for persons who read languages other than English.

Vendors are invited to offer alternative solutions in their proposals and to propose enhancements to their existing software to satisfy the Library’s requirements.

1.2    Library overview

There are 350 students with 120 academic staff. The education level available is public 3-year Bachelor and post-Graduate programs through the Master’s level. Graduate level students make up 20% of the total student population and the percent of students who take at least one distance course is 60%. There is also a large number (40%) of students who are in hostel in institute campus. The average student age is 28.

The institute is located in the city centre of Dar es Salaam in Ilala Municipal at shabani Robert street/samora avenue.

1.3    System Capacity Requirements for the institute of finance management

The institute of finance management has an annual materials budget of 1500000000 TZS. The following table shows the library’s current and projected database sizes, transaction loads, and public and staff workstations as of December 12, 2013, along with the projections for 2015.

December 12, 2012		Projected 2015
Bibliographic Records Item Records Patron Records Annual Circulation Concurrent user connections (staff) Patron Internet Workstations	200,000 240,000 350 26,000 14 40		275,000 325,000 500 35,000 16 40

1.4  Goals of the New digital Library System

·         Web-accessible on campus and off campus

·         DLS incorporating thesaurus and dictionary entries with metadata in MARC records to provide patrons with spelling alternatives

·         Customers have the ability to place holds, renew items, and check and modify patron information online

·         Catalog enrichment features such as book jackets, reviews, and so forth.

·         Interactive web site.

·         Circulation functions

·         Cataloging with Z39.50 access to other catalogs and the ability for other libraries, to access the Library’s holdings.

·         Authority control

·         Course reservations

·         Serials Management

·         Interlibrary Loan functions

·         Ability to contact customers regarding overdue materials via automated e-mail and telephone contact

·         Reports

·         Ability to add features in the future such as RFID and self-check stations

Chapter 2: System Requirements

2.1 Basic system requirements

Vendors must be able to provide all of the following products and services required for successful implementation and operation:

·         Hardware (using of new technology hardware like highly capacity processor)

·         Software (both operating system and application)

·         Hardware and software Installation

·         Hardware and software maintenance (example changing of operating system)

·         Data conversion.

·         Database loading

·         Training and support if needed by the Library

·         Documentation.

The Library will own its own data and be able to easily export that data at no additional charge. The vendor will describe the ability to add modules or functions over time. The Vendor will supply a stand-alone, client based version of the software that will allow circulation to continue in the event of system, power, or communications failure. The system must have the ability to run all application modules concurrently on the same hardware configuration. The system must allow remote log-ins into the Public Access Catalog. Servers should communicate over the network at a minimum speed of 100 Mbps.

2.2 Hardware and Software Standards

·         The system clients will run on Microsoft windows 7, Microsoft Windows 8 and also should be compatible with Windows XP.

·         The system must accept input from devices such as barcode scanners.

·         System must have the capability to export any part of the bibliographic database in a format that can be imported into common database and spreadsheet software

2.3 System Security

The system must:

v  Accommodate three levels of security:

o   Network

o   Database

o   Application

v  Allow the restriction of specific functions to specific users

v  Allow restriction of access to local or remote databases based on the:

o   IP address of the user

o   User’s log-in ID

2.5 System Administration

Staff must be able to manage the system without vendor intervention and be able to shut down and restart the system without vendor intervention. The system must check the integrity of the entire file system during each restart of the system and servers must log errors by date and time.

2.6 Training and Documentation

The Vendor must:

·        Describe and provide a copy of its training plan along with all related costs to support the project

·        Provide onsite training for the Library Staff

·        Provide a minimum of two five-hour, consecutive days of  training in the use of the system modules, features, and administration .

·        Provide a minimum of one eight-hour day of on-site assistance when the system goes live.

·        Costs for additional training requested by the Library within one year of installation

·        Must train the Library and system administration staff to manage and operate the system on a day to day basis including:

·        Startup and shutdown

·        Monitor system performance and perform routine management tasks

·        Handle emergencies

·        Troubleshoot and resolve routine problems

·        Load bibliographic and patron records

·        Perform backups, recommended preventive maintenance, and security measures

·        Provide documentation updates and release notes electronically

2.7 Technical Support, Warranties, and Migration of Data

The Vendor must:

·        Give a written description of the system support provided during and after installation

·        Affirm that the system software to be installed is latest released version and that the software is not in the product testing phase

·        Provide a software maintenance program that includes all future software updates

·        Agree to license the software for perpetual use for a fixed fee without additional royalties or service fees, except for fees for annual software maintenance

·        Be able to provide technical support 8:00 am to 8:00 pm Central Time six days a week (Monday through Saturday)

·        Agree to accept non-emergency requests for technical support through a toll-free phone number and e-mail address

·        Describe any routine or preventive maintenance activities and how often these activities may occur and if there is downtime

·        Describe all hardware and software proposed for the project

·        Maintain the library system on their hardware that is free from defects

·        Load all of the Library’s current borrower records into the system

·        Load and index all bibliographic records and items in standards USMARC format provided by the Library

·        Load and index, without added cost, at least one added “gap” file containing additional records created by the Library during the interval between the initial data transfer and completion of system installation and training.

Chapter 3: Functional Requirements

3.1 Acquisitions Module

 There must be an acquisitions module in the IFM Digital Library System that manages funds, selections, purchases, receives, and invoices the Library’s materials.

 The system must support Electronic Data Interchange (EDI), that supports standards for ordering, claiming, canceling, invoicing, and reporting for library materials.

 The module must have the capabilities to create budget categories, manage lists of titles for future purchase, search through created lists, and track the costs of materials.

 The module must allow for IFM record downloads into the catalog as a part of the acquisitions module.

3.2 Cataloging Module

The general functions of the Cataloging module must include:

 The real-time update of catalog records that are imported throughout the rest of the subsystems and modules

 the storage of all types of media records in the IFM Library

 the retrieval of records by at least barcode number, title control number, title, author, ISBN, and ISSN

 the support of item records that contain, but must not be limited to:

 Barcode number

 Current loan status

 Statistical category

 Last activity date and frequency of circulation

 Call number including Prefix and/or Suffix

 Price

 Date entered into system

 Last edited date

 Note field

 Publication date

 the inability to delete items with the status of checked out and inform staff before deleting an item with a librarian hold

The standards in the Cataloging module must:

 be capable of creating and maintaining a bibliographic database with full records and utilizing appropriate data from those files in other modules

 fully support all MARC and authority record formats

 be RDA and AACR2 compliant

 support bibliographic records that contain, but are not limited to, the following fields:

 title

 author

 call number, including prefix and/or suffix

 format

 place of publication

 publisher

 publication date

 edition

 ISBN

 ISSN

 subject headings

 series

 content notes

 subject

 variant title

 added entries

 date added

 date modified

 be both 10 and 13 digit ISBN compliant

The cataloging module must have the abilities to create and edit by:

 a full screen MARC edit view

 the use of templates in MARC format that contain required and recommended bibliographic fields

 an interface for staff members unfamiliar with MARC. The data from this interface must be stored in MARC format allowing it to be retrieved, indexed, and searched the same as full MARC records

 record validation during input

 enabling fields to be added, modified, or removed during record modification

 the transfer of bibliographic information to the item record

 the creation of brief records that can be used in the circulation module 

 checking for errors in bibliographic and authority records, saving the records, and alerting staff to the errors

The cataloging module must have the ability to import and export records. The system must:

 be able to search any Z39.50 database, import MARC bibliographic and authority records into an editor, and save those records to the database

 automatically match on fields to facilitate overlay of duplicate authority records

 be able to import records at any time

 have the ability to export bibliographic, item, and authority records from the system in appropriate MARC formats

The cataloging module must have the ability to perform authority control by:

 an automatic check of authority headings

 the ability of the staff to replace incorrect headings

 alerts when bibliographic data does not match an authority record

 the display of the results in an authority file search from which the staff may select the appropriate heading

 the real-time support for Library of subject headings and name authorities

 storing authority records in MARC format

 allowing staff to create new authority records when none are in the system

 allowing staff to perform global edits and updates to authority records

3.3 Circulation Module

The general functions of the circulation module are:

 that it must be able to read the Library’s current barcodes

 The following at a minimum must be displayed in each librarian’s record:

 Name

 Alternate address

 Telephone number

 E-mail address

 Borrowing category

 Lending status

 Librarian barcode number

 Pin number

 All materials on loan in order by date

 Holds ready and pending

 Bills open associated with account

 Comment field

 The system must allow the Library to determine circulation rules

 That authorized staff must be able to restrict borrower accounts as needed

 That the Library can set expiration dates on user accounts

 That the module must not confuse librarian barcode number with material barcode numbers

 The production of receipts for all librarian related transactions

 An automatic update in the catalog of item status when it is checked in or checked out

 Statistical records kept for all transactions

 An offline circulation feature in case of a network or server outage

The checkout functions of the circulation module are:

 System must be able to check out items when the borrower’s barcode card is not present

 The system must alert staff if no record exists for the librarian entered

 The system must be able to create temporary item records and permit circulation of the materials that are not in the bibliographic database

 The system must display at least the following on the checkout screen:

 Librarian name

 Borrowing category

 Librarian barcode number

 Lending status

 Item identification number

 Short title

 Call number

 Due date

 The system must alert staff if the item being checked out is already checked out to another librarian.

 System must verify that the correct librarian is checking out material at the time of the loan

 The system must check all items for outstanding holds, charges, and circulation restrictions before allowing them to be checked out

 The system must treat each checkout as a separate transaction but be able to list all checkouts for each person on one receipt

 The system must support RFID technology and self-check systems

The check-in functions of the circulation module are:

 Staff must be able to check in items by barcode, ISBN, or title

 Staff must be able to change the check-in date for managing book drops

 The ability to display the following information at check-in:

 Librarian name

 Librarian barcode

 Title

 Due date

 Shelving location

 Overdue alert (if any)

 It must alert staff if an item is on hold and give the option to print a hold slip

 That claim comments are capable such as marking an item damaged

The block functions of the circulation module are:

 The system must provide automatic restriction of borrower privileges for Library-defined criteria

 That blocks can be overridden by staff

 That blocks alerts must be audio and/or visual

 Fines must be able to be paid easily from the same window

 System must block librarians with overdue materials and unpaid fines from placing holds, borrowing, or renewing items.

The holds and renewal functions of the circulation module are:

 That it must generate e-mail notifications when items become available

 System must block the placing of holds on lost, missing items, or non-circulating items

 System must allow staff view and alter the sequence of holds in a queue

 System must automatically activate the next hold in the queue when a hold is removed and generate a hold notice to the next librarian in the queue

 System must monitor the length of time that an item sits on the hold shelf

 System must automatically print hold slips when items on hold are checked in

 System must allow librarians to renew items online, over the phone, or in person.

 System must allow the Library to restrict the number of renewals

The fines and overdues functions of the circulation module are:

 That it must generate e-mail notifications of overdue notices

 System must allow the Library to set the parameters for overdue and bill notices

 Fines must be calculated at the time of check-in, renewal, or checkout

 System must allow full or partial payment of fines with receipts

 Staff must have the capability to exempt fees and fines

 System must automatically cancel the lost status when an item is returned

 System must keep a history of librarian fine and fee payments

3.5 Reports Module

In addition to the specific criteria listed here, the Vendor must also describe and provide samples of reports that can be produced in the system.

In the Reports module the system must:

 Allow staff to run reports at any time

 Allow reports to be scheduled for specific times and on a periodic basis

 Display reports before printing

 Be able to generate librarian statistical reports based on any specific field or combination of fields

 Be able to track circulation statistics for the following transactions:

 Check-ins

 Checkouts

 Renewals

 Holds

 Notices generated by type

 Generate a report with the counts and lists of items added to or withdrawn from the collection over any specific period of time

 Allow staff to produce reports counting or listing items in the collection, subdivided by at least the following:

 Call number ranges

 Item format

 Item location

 Prefix and/or suffix

 Date added to the collection

 Last activity date

 Circulation status

 be able to run reports in a variety of formats including:

 HTML

 CSV

 Excel