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E. Proposal Submission:.doc.doc.doc

  1. 1. Metro-Boston Library Network a service of the Boston Public Library Request for Proposal for an Integrated Library System Boston Public Library Bernard Margolis, President Katherine Dibble, Director of Public Services Ruth Kowal, Director of Operations Regional Services Office Deirdre Brennan, Regional Administrator Philip McNulty, Assistant Regional Administrator MBLN Network Coordinator Systems Office Patrick Cafferty, Systems Officer Frank Altieri, Assistant Systems Officer Carolyn Coulter, Applications Manager Finance Office Kathleen Kirleis, Chief Financial Officer
  2. 2. Metro-Boston Library Network Integrated Library System Request for Proposal Edward Maheigan, Budget & Procurement Manager 2
  3. 3. Metro-Boston Library Network Integrated Library System Request for Proposal Organization of the Request for Proposal A. Introduction...............................................................................................................................................................6 1. General Notice to Proposers.......................................................................................................................................6 2. Response.....................................................................................................................................................................7 3. Background of the Metro-Boston Library Network...................................................................................................8 4. Objectives for a new Integrated Library System........................................................................................................8 5. MBLN System Profile................................................................................................................................................9 6. System Sizing............................................................................................................................................................11 B. Proposal...................................................................................................................................................................12 7. Software ...................................................................................................................................................................12 8. Data Migration .........................................................................................................................................................12 9. Hardware ..................................................................................................................................................................13 10. Installation & Training ...........................................................................................................................................14 11. Ongoing Support.....................................................................................................................................................14 12. Cost Summary.........................................................................................................................................................15 13. Narrative Description..............................................................................................................................................15 C. Vendor Selection Criteria........................................................................................................................................17 14. Minimum Evaluation Criteria.................................................................................................................................17 15. Vendor Evaluation..................................................................................................................................................18 16. Timeline..................................................................................................................................................................19 D. Functional Evaluation.............................................................................................................................................20 17. Response Codes......................................................................................................................................................20 18. Definitions...............................................................................................................................................................21 19. System Software & Hardware................................................................................................................................22 2. System Operations....................................................................................................................................................25 3. Reports & Notices.....................................................................................................................................................28 4. User Interface............................................................................................................................................................32 5. Bibliographic Data Import & Export........................................................................................................................34 6. Cataloging.................................................................................................................................................................37 3
  4. 4. Metro-Boston Library Network Integrated Library System Request for Proposal 2. Authority Control......................................................................................................................................................42 3. Acquisitions..............................................................................................................................................................44 2. Serials Control..........................................................................................................................................................53 3. Public Catalog...........................................................................................................................................................62 4. Children’s Catalog....................................................................................................................................................70 5. Holds.........................................................................................................................................................................71 6. Inter-Library Loan....................................................................................................................................................74 7. Patron Information Service.......................................................................................................................................78 8. Circulation Control...................................................................................................................................................80 9. Closed-Stack retrieval...............................................................................................................................................89 10. Availability Booking...............................................................................................................................................90 11. Course Reserves......................................................................................................................................................92 E. Proposal Submission: .............................................................................................................................................93 20. Addenda..................................................................................................................................................................93 21. Questions and Changes to Proposal........................................................................................................................93 22. Proposal Deposit.....................................................................................................................................................93 23. Responsibility of Proposer to be Informed.............................................................................................................94 24. Required Content and Format of Proposal..............................................................................................................94 25. Prices......................................................................................................................................................................94 26. Proposal Acceptance & Evaluation........................................................................................................................94 27. Acceptance of Proposal...........................................................................................................................................95 28. Rejection of Proposals............................................................................................................................................95 F. Contract Terms & Conditions..................................................................................................................................96 29. Definition of Terms.................................................................................................................................................96 30. Scope, Entirety, and Precedence of Documents.....................................................................................................96 31. Changes to the Contract Documents.......................................................................................................................97 32. Notice......................................................................................................................................................................97 33. Headings.................................................................................................................................................................97 34. Relationship With The City....................................................................................................................................97 35. Assignment.............................................................................................................................................................98 4
  5. 5. Metro-Boston Library Network Integrated Library System Request for Proposal 36. Performance............................................................................................................................................................98 37. Time........................................................................................................................................................................98 38. Compensation.........................................................................................................................................................99 39. Remedies.................................................................................................................................................................99 40. Compliance With Laws and Public Policy...........................................................................................................100 41. Release of the City on Final Payment...................................................................................................................100 42. Assumption of Loss and Liability.........................................................................................................................101 43. Invalidity...............................................................................................................................................................101 G. Standard City of Boston Document Forms...........................................................................................................102 44. Performance Bond: Form CM-05.........................................................................................................................102 45. Contractor Certification: Form CM-09.................................................................................................................102 46. Certificate of Authority: Form CM-06.................................................................................................................102 47. Non-Collusion Certificate: Form CB-07..............................................................................................................102 48. Standard Contract: Form CM 10 and 11...............................................................................................................102 5
  6. 6. Metro-Boston Library Network Integrated Library System Request for Proposal A. Introduction 1. General Notice to Proposers. READ THIS SECTION BEFORE RESPONDING TO RFP The City of Boston acting through the Boston Public Library (“BPL”) and acting by the library’s Chief Financial Officer referred to as “The Official”, requests proposals for providing an integrated library system for the Boston Public Library and the Metro-Boston Library Network. 1.1 Direct all questions or proposals regarding this RFP to: Mr. Edward D. Maheigan, Budget & Procurement Manager Business Office / Boston Public Library 700 Boylston Street, Room 305 Boston, MA 02117 617-859-2364 FAX: 617-262-0989 1.2 Proposers with questions of a substantive nature must submit questions in writing at least 72 hours (not including weekend days) in advance of proposal submission deadline. Answers to questions will be circulated in writing to all prospective proposers. Only written answers will be binding upon the City. 1.3 Proposers are advised to thoroughly review the RFP. Part “E. Proposal Submission:”, and Part “F. Contract Terms & Conditions” of this RFP provide more detailed descriptions of the information below, and all legal conditions. 1.4 Release Date: June 11, 2001 (12:00 noon, Eastern Daylight Time) 1.5 Deadline for Submission: Price and Non-Price proposals are due on July 30, 2001 by 12:00 noon, Eastern Daylight Time. All proposals not received by the deadline at the above-specified address will not be accepted. Any proposals not completed in the manner specified in this RFP will not be evaluated. 1.6 Registration: All vendors who intend to reply to this RFP must register with the business office of the Boston Public Library. (See 1.1above for this contact information.) This will assure three things: • We will know your preferred contact person. • You will be mailed an official copy of the RFP. • You will receive copies of all answers to vendor questions on the RFP. 6
  7. 7. Metro-Boston Library Network Integrated Library System Request for Proposal 1.7 Electronic copy: You may download an electronic copy of the RFP to assist on formulating your reply. The file may be downloaded from: http://www.bpl.org/mbln/mblnrfp.asp NOTE: This electronic copy is not the official RFP document. You must obtain an official copy from the business office of the Boston Public Library. 2. Response. 2.1 Due Date: Responses are due by Monday July 30, 2001. (No later than 12:00 noon, Eastern Daylight Time) 2.2 Respond to: Deliver one original price and non-price proposal, with $500 deposit and nine additional copies of the non-price proposal to the Business Office of the Boston Public Library at the address noted in 1.1 above. 2.3 Written Non-Price Proposal: Provide one original and nine (9) copies of each of the following. Please clearly mark your response package: “Non-Price Proposal for an Integrated Library System for the Metro-Boston Library Network”, “Submitted by:” (Name of Proposer), Date submitted. All copies and parts of the non-price response should be clearly marked with the vendor name. 2.3.1 Minimum Evaluation Criteria (Section 14). Responses to the Minimum Evaluation Questionnaire must be unconditionally “YES” or “NO”. Written validation of Proposer’s responses may be requested at any time during this process. If a proposal fails to satisfy any one of the Minimum Criteria, the proposal will be automatically eliminated from further consideration. 2.3.2 Vendor Evaluation. (Section 15) 2.3.3 Functional Evaluation. (Part D). Use the spaces provided in Part D to record the codes specified in “17 Response Codes” 2.3.4 Standard Contract forms, as described in Part E. 2.4 Price Proposal: Submitted in a separate sealed envelope marked: “Price Proposal for an Integrated Library System for the Metro-Boston Library Network”, “Submitted by:” (Name of Proposer), Date submitted. Any price information included in the non-price proposal may cause the entire bid to be rejected. 2.5 Bid Deposit: Include a $500 bid deposit in the form of a certified check made payable to the “City of Boston”. 2.6 Confidentiality. The contents of each proposal submitted shall remain confidential, and will not be made available to competing proposers. Proposers wishing to review the contents of competing proposals may do so only after a contract has been awarded and executed. 7
  8. 8. Metro-Boston Library Network Integrated Library System Request for Proposal 3. Background of the Metro-Boston Library Network. The Metro-Boston Library Network is a service of the Boston Public Library. In addition to the Boston Public Library’s main building at Copley Square and Boston’s 27 branches and three remote storage facilities, the network serves the public libraries of Chelsea and Malden, the State Transportation Library, and 25 school libraries in the Boston Public School system. The network is guided by a set of interest groups overseen by a Policy Advisory Group. Their recommendations are reviewed by the administration of the Boston Public Library, which sets network policy. Contracts are awarded by the Trustees of the Boston Public Library. Ongoing administration of the network is the responsibility of the Regional Services Office of the Boston Public Library. The Systems Office oversees operation and maintenance of the computer equipment and telecommunications structure. 4. Objectives for a new Integrated Library System The Boston Public Library seeks to enhance the services offered through the Metro-Boston Library Network by installing an Integrated Library System (ILS) that supports all of the major functional areas of library service. The new system will increase the effectiveness of library staff in providing service. It will also expand the library user’s access to information within the library, the network, within the Massachusetts library community, and across the world of internet information. The services currently offered through MBLN are Circulation, Cataloging and Online Public Catalog. The major services we wish to add with a new ILS are Acquisitions and Serials Control. Other areas of interest are: A child-friendly catalog; electronic database integration and authorization; materials booking; closed stack retrieval and control, and integration with our PeopleSoft financial management system. Integration is key to the objectives for the new system. Currently we are burdened with disparate systems or with no systems to handle important library functions. We see Acquisitions as a key element to expand the power of our ILS to staff that have felt little impact from library automation. Financial control and Collection Development will gain significant advantage from an integrated Acquisitions module, as well as an integrated Serials module. Currently, none of the member libraries have an Acquisitions or Serials capability. Boston Public maintains an in- house acquisitions system that does not interface with the DRA Classic system or the business office. The serials check-in is conducted on an Innovative Interfaces system, and the serials catalog is maintained using the Boston Library Consortium database at Boston University. The latter is also a III system. Repeated and repetitive data-entry is the order of the day. The library user now receives a somewhat bewildering array of interfaces to the library catalogs. Terminal users see one interface, and PC users another. Remote access via the web is possible, using two different interfaces. Access to the catalogs of other Massachusetts libraries is available with a Z39.50 connection, but is used mostly by staff. Internet access is accomplished using another set of web pages, and is more developed as a Boston Public Library service than a network, or MBLN service. The new ILS should bring order and clarity to this array and be an aid to the patron in navigating the search for information. MBLN will in all likelihood use the system to host multiple databases, including multiple bibliographic databases. While we currently maintain separate databases for the MBLN/BPL General Library and the BPL Research Library, our goal is to merge those databases unless the chosen vendor demonstrates that there are strong system performance and patron service advantages to not doing so. Among the other types of database under consideration are: • A union catalog of non-circulating libraries within the Boston Regional Library System. • A School Library member database with its own authority system. • A community information database listing local service agencies. • Locally created information files. 8
  9. 9. Metro-Boston Library Network Integrated Library System Request for Proposal 5. MBLN System Profile. 5.1 Local Workstations. MBLN still supports several hundred terminals. It is the network’s goal to replace all of them with personal computers or thin clients as part of this system upgrade. That will be accomplished using a separate RFP. Several hundred personal computers have also been deployed across the network. All are Y2k compliant, and many older machines were replaced at that time. PC’s are more widely deployed in public areas and in administrative offices. It is expected that the new ILS will run on these Pentium II class machines. 5.2 Telecommunications. The MBLN TCPIP Network is a state-of-the-art backbone-- configured with the necessary components/modules i.e., Cisco 7200 routers, Cisco 6500 switch, etc., to ensure that our Network functions in a most efficient manner to support a range of traffic & protocols. The Network is front-ended with a firewall giving us the necessary protection from unlawful intrusions. Throughout the General Library and Research Library, there are established 12 strand fiber closets which supply high speed bandwidth to our Network. These closets are configured with Cisco 2948 high speed switches that Support VLAN security technologies intended for Patron laptop connectivity into our Network from Bates Hall and other selected areas. The remote branch locations have frame relay T1 (1.544MBs) connectivity that will soon flow into a DS3 full T3(45MBs) pipeline that will give us additional bandwidth for anticipated multimedia traffic. BPL is currently making provisions to move from frame relay to an ATM protocol in order to meet high bandwidth demands needed for the future. Our Internet connectivity--currently at frac/T3(9MBs)--has escalated from a T1 (1.544MBs) to an anticipated Frac/T3(15MBs) come July 1, 2001. We also anticipate installing an additional T1(1.544MBs) Internet line for redundancy purposes. Some members access our network via telnet. The Boston Public School libraries do so from their own network and the State Transportation Library does so from the State of Massachusetts’ network. 5.3 System Hardware. MBLN will be replacing existing servers and hardware used to support the DRA Classic system. 5.4 MBLN Databases Profile Existing database files must be converted from the DRA Classic file structure to the chosen vendor's file structure, based on options, parameters, and conversion tables developed jointly by MBLN and the vendor. MBLN plans to move the following records into the new system: ♦ Bibliographic records including locally created records ♦ Circulation information on outstanding fines, bills, and overdue items ♦ Circulation statistics for in-house and out-of-house use ♦ Circulation transactions for items currently on loan, on hold, in transit etc. ♦ Item records, including status, loan types, and item statistical categories ♦ Patron records with outstanding delinquencies ♦ MFHD Holdings records Currently, DRA records are housed in two separate databases. The first contains approximately 800,000 bibliographic records and 2 million item record holdings. The second contains approximately 1.5 million bibliographic records and 2 million MFHD holdings. Several other databases at the Boston Public Library will also need to be incorporated into the ILS. These databases exist in other vendor’s systems or in locally developed and maintained systems. A brief description of each follows. MBLN realizes that the database migration process may best be performed using a phased approach. The DRA Classic system data will be the primary concern of the initial migration, but the following data structures will need to be incorporated in a timely fashion. 9
  10. 10. Metro-Boston Library Network Integrated Library System Request for Proposal MBLN has serial records currently in two separate Innovative Interfaces Inc. (III) databases, the Union database of the Boston Library Consortium, and a local III serials database containing check-in records. BPL also possesses a Newspaper Project database in an III system. An Acquisitions system was developed and is maintained in-house by BPL Systems Office staff. BPL has a separate, proprietary material bookings system that may need to be migrated into the new system if that functionality is available. 5.4.1 Essential Data: Phase I 5.4.1.1 Bibliographic Data Vendors must provide at a minimum data conversion that permits the loading of existing data files from various sources with minimal loss of records. Vendor must load and index all bibliographic records provided by the Library prior to the cut-off date established for the initial installation. Vendor must also load and index, without added cost, at least one additional "gap" file containing additional records in the same format created by the Library during the interval between creation of the initial data cut and completion of system installation and training. Authority Records Vendor should assume that authority files commensurate with the size of the bibliographic files will be present and need to be converted and merged. 5.4.1.2 Item and MFHD Holdings Data Item barcodes exist in various formats, although the majority are 14-digit Codabar, Mod 10. Data to be converted include: loan type codes, statistical categories, holding specific call numbers, transaction information, material type codes, and library locations. MBLN does not want any manual conversion of existing coded data. 5.4.1.3 Patron Data MBLN invites vendors to provide strategy statements and other documentation regarding how vendors propose to convert patron files. Patron barcodes are 14-digit Codabar, Mod 10. Data to be converted includes patron type codes, patron account information (name, address(es), phone numbers, etc), statistical categories, and transaction information. There are currently approximately 820,000 patrons in the MBLN database. 5.4.1.4 Transaction Files MBLN invites vendors to provide strategy statements for the migration of all types of transaction records, including circulation, fines and fees, and holds transactions. MBLN also desires to migrate existing transaction histories associated with patrons, items, and bibliographic records. 5.4.1.5 Massachusetts Newspaper Project database The library currently houses a database of Massachusetts newspapers. This database currently exists in III format, and will need to be moved to the new ILS database. The database consists of bibliographic records and holdings information. 5.4.2 Additional Data: Phase II 5.4.2.1 Acquisitions Files MBLN currently houses Acquisitions data in a in-house, proprietary system. MBLN invites vendors to supply strategies for converting both Supplier Account files and Fund files. 5.4.2.2 Serials Data As stated above, MBLN currently maintains serials data in two separate III databases. The MARC formatted records exist in the Boston Library Consortium’s Union database. Local check in records exist in a III database housed at BPL. 5.4.2.3 Materials Booking Data Our current Audio/Visual collection resides in a proprietary database. We will be able to extract this information in ASCII text format for possible migration into the new ILS. The data include approximately 10,000 bookings records and 10,000 booking items. 10
  11. 11. Metro-Boston Library Network Integrated Library System Request for Proposal 6. System Sizing The proposed system must be configured to meet the target growth capacity anticipated by our 5 year growth chart below. Item Initial Load Target Growth 5 – Year Expected Staff users 450 700 In-house public users 500 600 Bibliographic Records 800,000 titles 4,000,000 titles MBLN (1,850,000 when merged.) MBLN Items (copies, volumes) 2,985,000 items 7,000,000 items MBLN Authority Records 484,778 records 2,000,000 records Bibliographic Records 1,400,000 To be merged Research Library RL Holdings in MFHD 2,000,000 holdings To be merged RL Authority Records none records unknown records Patron Records 820,000 records 850,000 records Serials Bibliographic Records at 52,000 records To be merged Boston Library Consortium Serials Holdings Records at 57,000 records To be merged Boston Library Consortium Serials brief title records at 12,416 records To be merged Boston Public Library Serials order records at Boston 250,000 records 1,000,000 records Public Library Acquisition Vendor records 3,771 records 4,000 records Acquisition Fund records 270 records 2,000 records Massachusetts Newspaper 805 records 1,000 records Project, III database, bibliographic Massachusetts Newspaper 6,000 records 25,000 records Project, III database, holdings Annual Circulation 2,500,000 loans 2,850,000 loans 11
  12. 12. Metro-Boston Library Network Integrated Library System Request for Proposal B. Proposal 7. Software 7.1 Basic Package The basic costs must include all functional components marked A for Available in Part D. 7.2 Optional Components Include individual prices for any components marked O for Optional in Part D., plus any other functional components you wish to suggest. 8. Data Migration Data listed as essential components must be migrated to the new system. That listed as individual quotes will be done at MBLN’s option, considering the expense, the likelihood of problems and the alternatives. 8.1 Essential Components 8.1.1 Patron file 8.1.2 MBLN bibliographic database. 8.1.3 MBLN authority files 8.1.4 MBLN item database. 8.1.5 MBLN transaction data. 8.1.6 MBLN statistical data. 8.1.7 RL bibliographic database. 8.1.8 RL authority files 8.1.9 RL holdings data (MFHD or DRA item format) 8.2 Optional Elements Please provide individual cost proposals for the following elements. MBLN will determine which of these will actually be required during contract negotiation. 8.2.1 Merging and de-duplication of MBLN and RL bibliographic databases. 8.2.2 Acquisitions vendor file 8.2.3 Acquisitions fund file 8.2.4 Serials check-in data on the Boston Public Library’s III system. 8.2.5 Serials bibliographic and holdings data on the Boston Library Consortiums III system. 8.2.6 Materials Booking files. 8.2.7 The Massachusetts Newspaper Project on our III system. 8.3 Database merge recommendation. Do you the vendor recommend that the current BPL Research Library database of 1.4 million titles be merged with the MBLN database of 800,000, or be kept separate, in order to maximize system response time and patron service according to the following scenarios: 8.3.1 A scoped search. Patron A wants to find books on a topic that only appear in the Adams Street Branch of the Boston Public Library. 8.3.2 A comprehensive search. Patron B wants to find out if a specific title exists anywhere in MBLN. 12
  13. 13. Metro-Boston Library Network Integrated Library System Request for Proposal 9. Hardware Recommend a system with the best combination of system performance and economy. The System Hardware quote must be separable from the rest of the proposal. The Boston Public Library reserves the option to accept a vendor proposal for all but system hardware and other items listed in the proposal as optional. The vendor is encouraged to lay out optional approaches to system hardware. Please clearly mark these and put them on a separate page or pages. Warranties on all hardware components should be specified. 9.1 Response Time Requirements The proposed configuration must be sufficient to run the proposed software using the minimally configured workstations on the proposed hardware platform and achieve the following response time requirements. Please provide the peak load definition that your firm uses. Measured in seconds and not to exceed: Normal Load Peak Load Type of Transaction Average Response Average Response Checkout 1 2 Renewal 1 2 Check-in 1 2 Fines processing 2 3 Bib file query/update 2 3 Holding file query/update 2 3 Patron file query/update 2 3 Holds placed 2 3 Acquisitions Ordering 2 5 Serials Check-in 2 5 Searches: Keyword 2 3 Keyword Boolean 3 5 (Title, Subject, etc.) Numeric 2 3 (LCCN, ISBN, etc.) Authority searches 2 3 (Author, Subject etc.) 13
  14. 14. Metro-Boston Library Network Integrated Library System Request for Proposal 10.Installation & Training 10.1 Installation Installation costs should be detailed as a subtotal under both Software and Hardware cost sections. They should be sufficient to cover installation of all proposed components, allowing for some unforeseen circumstances. 10.2 Training Training should be provided that encompasses all functional components of the ILS. 10.2.1 Provide “train the trainer” sessions for member libraries. 10.2.2 Provide 2 training slots per member library (with the exception of the Boston Public Library and the Boston Public Schools) for each functional component. 10.2.3 For the Boston Public Library provide 1 training slot per branch/department that uses each functional component. 10.2.4 For the Boston Public Schools provide 1 training slot per school for each functional component. 10.2.5 Provide training for all MBLN Systems Office staff, up to 8, that are involved in the day-to-day operation of the new ILS. Training should cover all aspects of the operating system, the database structures, daily/ weekly/monthly/annual upkeep routines, and report generation. 10.3 Documentation 10.3.1 One full set of documentation for each functional component of the ILS is provided for each member library. 10.3.2 Documentation updates are provided free of charge. 11.Ongoing Support 11.1 Annual Maintenance 11.1.1 Software 11.1.1.1 List support costs for all functional components in Part D marked as A for Available, and a separate cost for those marked as O for Optional. 11.1.1.2 Outline expected additional costs to bring into use functional elements you marked T or D in Part D. Especially note if they are “no additional cost”. If cost is undetermined, an estimated range would be helpful. 11.1.1.3 Support coverage: specify costs for 24x7x365 coverage and for a “Standard Library Hours” coverage. Indicate proposed responsiveness times to support calls. 11.1.2 System hardware 11.2 System Growth 11.2.1 Indicate any annual costs associated with increases in database size. Note which databases these apply to, and what the standard growth/price points are. 11.2.2 Indicate any annual costs associated with increases in concurrent users. Please not what the standard growth/price points are. 11.3 Application Support Provider: Option Please indicate whether your firm supplies application support service, the levels of service, and cost of service. MBLN will consider this as an optional purchase under the RFP. Also indicate whether any third party ASP providers routinely and effectively deliver this service for customers using your software. 14
  15. 15. Metro-Boston Library Network Integrated Library System Request for Proposal 12.Cost Summary 12.1 Initial costs Clearly outline a total installation cost, showing subtotals for items 7-11. Include a base ILS price, and an all-options total. 12.2 Three-year cost projection Show a three year cost projection, including all initial costs plus a total of year one through five maintenance costs. 13.Narrative Description Please provide a narrative that describes the system you have proposed, considering the following points. 13.1 System Hardware Description 13.1.1 Include a narrative that provides details on the elements identified as follows: What hardware platforms are available for the system? How many are currently installed? 13.1.2 Provide MBLN with the hardware specifications needed to support the system described in this RFP. How many are currently installed under your aegis? 13.1.3 Describe the rationale for proposing this particular hardware platform. 13.1.4 Describe any proposed method of disk mirroring/redundancy. 13.1.5 Describe any other redundant or fault tolerant components in the proposed system. 13.1.6 Describe how the system supports RAID level technologies and at which levels. 13.1.7 Include a description of how these redundant/mirrored/fault tolerant components will prevent a system failure or aid in the recovery process. 13.1.8 Describe how your system will work with thin clients. Will the OPAC functions work with thin clients? Will any of the staff functions work on thin clients? What customers are now using thin clients on the proposed system? 13.1.9 Provide diagrams of the proposed system(s), including schematic diagrams of the system hardware components, software components, and any "middleware" or Database Management System (DBMS). 13.1.10 Provide physical dimensions of the proposed equipment. Include descriptions of power requirements, power conditioning, air conditioning, and any other site preparation information required. 13.1.11 Describe any wireless communication capability your system provides. 13.2 Scalability 13.2.1 Describe the limits of the scalability of the system, including but not limited to number of records, number of patrons, numbers of workstations, volume of transactions. 13.2.2 Describe the path to upgrading system capacities. How would MBLN go about increasing the number of users beyond the target growth stated in the table in Section 6? What hardware additions (excluding communications network) would be necessary at what stages, what software license adjustments or additions would be necessary at what stages? 13.3 Client Workstations Please provide detailed specifications for the minimal and optimal workstations to be used as staff clients and public clients. Estimating a robust workstation is essential to successful implementation of this project. Provide at least the following: 13.3.1 Memory requirements. 13.3.2 Processor speeds. 13.3.3 Hard disk storage requirements. 13.3.4 Network card requirements. 13.3.5 Video requirements. 13.3.6 Removable media requirements. 13.3.7 Operating system requirements 15
  16. 16. Metro-Boston Library Network Integrated Library System Request for Proposal 13.4 Operating System / Database Management System 13.4.1 Describe the operating system in use (including version, revision and numbers) and any third party software required. 13.4.2 What operating system(s) are used on the ILS or database server? 13.4.3 What operating system(s) are used on intermediary or client servers? 13.4.4 Describe the rationale for the proposed operating system(s). 13.4.5 What is the primary programming language? 13.4.6 What database management system is used, if any? 13.4.7 Describe the rationale for proposing that particular DBMS. 13.4.8 Indicate any proprietary files or files that do not adhere to the DBMS specifications and describe their use. 13.4.9 Describe any self-diagnostic features of the operating system, including the system’s ability to connect to a diagnostic center, email status reports, or otherwise communicate with an authorized support center. 13.4.10 Describe the method for delivering operating system upgrades. How frequently are Operating System upgrades delivered? 13.4.11 Describe the system's ability to allow MBLN systems staff to query database using TransAct SQL. 13.4.12 System Operating Requirements. Describe the types of maintenance activities required of MBLN's systems staff. Provide a detailed list of all such activities that must be done on a daily, weekly, monthly, and annual basis. For each task, indicate the amount of staff and system time required for its completion. Also, indicate whether the task requires that the system be off-line or otherwise unavailable to users and staff during the time required by that task. 13.4.13 Library Operating Requirements. Describe any system maintenance that has to be done by the libraries. Provide a detailed list of all activities that must be done on a daily, weekly, monthly, and annual basis. For each task, indicate the amount of staff and system time required for its completion. Also, indicate whether the task requires that the system be off-line or otherwise unavailable to users and staff during the time required by that task. 13.5 Comparable Customers Provide the names of your most comparable customers using the proposed software system. MBLN will give high evaluations for customers who exceed the sizes stated in parentheses. For each comparable customer include numbers of: 13.5.1 Independent institutions, (5) 13.5.2 separate service locations (20) 13.5.3 concurrent users or sessions (600) 13.5.4 bibliographic records (500,000) 13.5.5 holdings records (1,000,000) 13.5.6 patron records (200,000) 13.5.7 annual circulation transactions (1,000,000) 13.5.8 Installation date 13.6 Database Migration Describe your database migration services and experience. 13.6.1 List all database migrations you have performed for former DRA Classic customers. 13.6.2 List at least 4 references of comparable consortial or municipal customers who have successfully used your data migration services. 13.6.3 Provide a detailed preliminary migration plan for moving to the new system. 13.6.4 Include a recommended timeline. 13.6.5 Include important benchmarks and upgrade procedures in detail. 13.6.6 In the event that there are elements of MBLN’s existing data that cannot be migrated to your system, specify those elements in your response. 13.6.7 Make particular note of times that the system (or elements of the system: e.g. inputting bibliographic records, charging and discharging books, inputting patron records, accessing financial data) will be inaccessible. Note workarounds that can be used in these times of system unavailability and places where parallel operation of the old and new system would be advisable. 16
  17. 17. Metro-Boston Library Network Integrated Library System Request for Proposal C. Vendor Selection Criteria The choice of vendor will be determined by a series of measures. Vendors must meet a set of minimum evaluation criteria in order to be considered. Complete answers to the RFP will be the first indicator of how well a vendor meets the needs of the Metro-Boston Library Network. Vendors will then be invited to demonstrate the availability and ease of use of key aspects of their proposed system. At that point non-price proposals will be rated as either Highly Advantageous; Advantageous; Not Advantageous; or Unacceptable. Finally the price proposals will be taken into consideration. 14.Minimum Evaluation Criteria Minimum Evaluation Criteria reflect those standards or attributes that the Official considers essential to the satisfactory performance of the contract. The Official will use the Minimum Evaluation Criteria to assist in identifying “responsive” proposals (those containing all of the required forms and information and offering all of the requested supplies and services in the RFP) and to identify Proposers who are “responsible”, (those who possess the capability, integrity and reliability to perform under the contract.) The official will evaluate each proposal to determine whether it meets all Minimum Evaluation Criteria. Responses to the Minimum Evaluation Criteria Questions must be unconditionally “Yes” or “No.” Written validation of proposer’s responses may be requested at any time during this process. Note: If a proposal fails to satisfy any one of the Minimum Evaluation Criteria, the proposal will automatically be eliminated from all further consideration. 14.1 References. Does your proposal provide references for at least five customers installed with the proposed system, including one that meets the “Independent Institutions” size criteria noted in parentheses in section 13.5.1? __________ 14.2 Has an authorized representative of your firm signed the proposal where required and returned each of the following forms as part of the non-price proposal.? __________ 14.2.1 Certificate of Authority (to be completed if Proposer is a corporation) Form CM 6 14.2.2 Non-Collusion Certificate (CB Form 7) 14.2.3 Contractor Certification (Form CM 9) 14.2.4 All proposer response forms. 14.3 Were the price proposals delivered separately from the non-price proposal in a separate package, clearly labeled, in strict accordance with the instructions set forth in Section 2.4 of this RFP? __________ 14.4 Does your proposal comprehensively answer all questions posed in the Narrative Description section 13 and in the Functional Description sections 19 through 11 in a manner that clearly reflects adequate expertise to implement the services defined in this RFP? __________ 14.5 Does your proposal include a system configuration that will be adequate to meet the target growth detailed on the chart in Section 6? __________ 14.6 Are all points listed as Mandatory in sections 19 through 11 of this RFP marked with a response of “A” for Available as of July 1, 2001? __________ 17
  18. 18. Metro-Boston Library Network Integrated Library System Request for Proposal 15.Vendor Evaluation 15.1 Comparable installations The vendor must demonstrate that it has made installations in comparable institutions. We will use the responses to 13.5above, any additional customer information provided, and interviews with current customers to form the rating for comparable installations. 15.2 Functional Components Each functional component defined with a section heading 19 through 11 will be assigned a rating. The ratings will be: Highly Advantageous, Advantageous, Not Advantageous or Unacceptable. 15.2.1 Point Scoring. Section 17 indicates the response codes appropriate for each point, and the score that will be used for that code. Highly desirable elements (marked as H!) will be scored double. 15.2.2 Section score. Each section has a maximum possible score. The total points actually scored in a section will be calculated as a percentage of the maximum possible score. This percentage score will be the RFP score for the section. 15.2.3 Demonstration. Vendors (who pass the Minimum Evaluation Criteria) will be invited to validate their RFP scores and demonstrate ease of use with in person demonstrations to be held at the Boston Public Library. These demonstrations will be scheduled after the written RFP responses are received and reviewed. The demonstrations will discern the following: 15.2.3.1 That key functionality listed as available in the RFP is there. 15.2.3.2 Look & Feel: That the system works smoothly in way that enhances workflow and clarity, and exhibits flexibility of design. 15.2.4 Overall Rating. Each Functional Component section will get a score based upon the RFP responses. These scores will be translated into one of the four rating categories indicated in 15.2, after information gathered by the Evaluation Committee in the detailed demonstrations is also considered. 15.3 Vendor Profile MBLN is looking for a vendor that demonstrates a long term potential for providing excellent service and products. The vendor must demonstrate his financial stability, market performance, customer responsiveness and commitment to quality personnel. 15.3.1 Vendor Financial Stability. Provide an audited financial report for the latest complete fiscal year. Include information on debt or cash reserves. Include information on company ownership, and the objectives of any parent companies with regard to the proposing company. An analysis of this information independent of the RFP Evaluation committee(s) will be conducted by the Chief Financial Officer of the Boston Public Library. 15.3.2 Vendor Market Performance. Provide a listing of installations in the past two years, indicating which use the proposed software system vs. others provided by the vendor. Indicate sales trends over the last five years and overall revenue trends over the past five years. 15.3.3 Vendor Personnel. Provide resumes of key executive officers, including Heads of Product Development, Marketing , and Product Support. List key team members in these three departments, including all those who will be assigned to work with MBLN. Please include the length of service with your firm for these employees. Indicate the amount of time they will be expected to work with MBLN during implementation and on an ongoing basis. Note any key personnel who are actually consultants with your firm instead of employees. 15.3.4 Customer Responsiveness. The vendor should describe what customer feedback mechanisms are in place in terms of user groups, a process of eliciting software improvement requests, and willingness and ability to do customized programming. 15.4 Customer References 15.5 Migration Plan and Experience 15.6 Scalability 15.7 Cost In reaching a final decision MBLN will consider both price and evaluation criteria in determining the most advantageous proposal. 18
  19. 19. Metro-Boston Library Network Integrated Library System Request for Proposal 16.Timeline 16.1 Vendor Evaluation Phase 16.1.1 Issue RFP June, 2001 16.1.2 RFPs due on July 30, 2001 16.1.3 Review of Minimum Evaluation Criteria by August 10, 2001 16.1.4 Functional component scoring: 2 weeks 16.1.5 In-depth Demonstrations: Late Summer 2001 16.1.6 Customer references and visits: Summer 2001 16.1.7 Comprehensive Proposal Ratings: October 2001. 16.1.8 Opening of Price Proposals: October, after comprehensive ratings are established 16.1.9 Selection of recommended Integrated Library System by October 31, 2001. (estimated) 16.2 Contract Negotiation Phase. November 2001. 16.3 Conversion Phase. Dec. 2001 through March 2002. 16.3.1 Migration Planning and Testing 16.3.2 System Orientation and Profiling. 16.3.3 Bibliographic and item data first conversion pass. 16.3.4 Patron data first conversion pass. 16.3.5 Other data files as determined. 16.4 Installation Phase. April through June 2002. 16.4.1 Install new system in mirror mode. 16.4.2 Set up a training database. 16.4.3 Mount converted data. 16.4.4 Test system. 16.5 Cutover Phase. 16.5.1 Stop data-entry on DRA Classic. 16.5.2 Cut “gap” data and convert it. 16.5.3 Stop all work on DRA Classic. 16.5.4 Convert Transaction Files. 16.5.5 Go live on new system. July 2002. 19
  20. 20. Metro-Boston Library Network Integrated Library System Request for Proposal D. Functional Evaluation 17.Response Codes Indicate the availability of a point by placing one of the following codes in the left margin of your response. Code Meaning Definition Score A Available Vendor currently supplies this capability as a part of a 4 general software release. It is included as a basic part of the quoted system. O Optional Vendor currently supplies this capability as a part of a 3 Addition general software release. It is not included as a basic part of the quoted system, but is available as an added cost option. Please give cost information. P Partially Parts of the requested functionality are available in a general 1-3 Available software release. Note which parts are available, and which deserve N, T, or D responses. T In Testing Scheduled for general release within 12 months. 2 Development work is completed and testing is underway. Indicate the date that development began and the expected date for general release. D In development Testing and release planned within 2 years. Indicate the 1 date that development began and the expected date for general release. N Not available Not planned, or no development underway that will result in 0 a product release within 2 years. Use July 1, 2001 as the starting date when figuring the “within 12 months” or “within 2 years” answers. When responding to a capability that includes multiple functions, only answer “A” if ALL of the listed functions are available. If some but not all functions are available, indicate with a “P” and include a short note. For instance: If printing to a laser printer is under development then the response would be: P Ability to print to dot matrix and laser printer A note might indicate: “Able to print to most dot matrix printers. A patch for laser printing will be in general release by fall of 2001.” Points designated as Mandatory! Will not be scored according to the above table. Mandatory points will be used for the purposes of section 14, determining Minimum Evaluation Criteria. Points designated as H! are Highly Advantageous to MBLN. They will score double the points indicated in the above table. 20
  21. 21. Metro-Boston Library Network Integrated Library System Request for Proposal 18.Definitions MBLN or MBLN-wide. A procedure, process, parameter or function that applies across the entire system of software and hardware, and to every unit of operation therein. Library or Library-wide. A political entity within the membership of MBLN. Examples are Boston Public Library, Chelsea Public Library, Boston Public Schools. Library-wide settings affect one political entity within MBLN and all of its sub-units, but no other Library. Branch. A distinct physical location (generally a building) within a Library. Examples are: Boston Latin School, South End branch of the Boston Public Library. Branch settings affect only that branch and its departments. Department. A subunit of a branch that has its own identifiable collection. May have its own point of circulation. Unit. A term applicable to any department, branch or library within MBLN. Hold. The ability to record that a patron would like to use a particular title or item, and to notify him or her when it is available. Item Hold. The hold is only for a particular item represented by a unique barcode. Title Hold. The hold works for any copy attached to the relevant title record, at a particular library. Network Transfer. A hold alert for a title or item located at another library within MBLN , and the resulting transfer/tracking process. Inter-Library Loan. A request for a title to be obtained from a library outside of MBLN. Purchase Request. A request that a title not owned by a particular Library be purchased. Reserve or Course Reserve. An alert, status or notice that a particular copy has been placed in a special status that does not permit general circulation, and is set aside at a particular place for use by a particular group. Unlimited. When referring to number of entries or note size, unlimited means that there is no arbitrary maximum number of entries or note size, other than the limits posed by the storage capacity purchased. Dynamically. New records or updates to records appear ready for use in system functions in real time. 21
  22. 22. Metro-Boston Library Network Integrated Library System Request for Proposal 19.System Software & Hardware Workstation Support: ____ 1.1 The system supports impact and laser printers. ____ 1.2 The system supports any workstation printer that is supported by the Microsoft Windows operating systems. ____ 1.3 The staff client software supports barcode readers connected to networked PC’s via a keyboard connection. ____ 1.4 The staff client software supports barcode readers connected to networked PC’s via a serial port connection. ____ 1.5 The system supports thin clients for staff workstations. ____ 1.6 The system supports thin clients for OPAC workstations. ____ 1.7 The system complies with all Windows operating system functionality and services. ____ 1.8 H! Upgrades to the client software can be loaded centrally, or from the server side. (i.e. we do not have to load them individually on each personal computer.) Operating System ____ 1.9 Mandatory! TCP/IP communications are fully supported. ____ 1.10 The system is able to generate TCP/IP packets at the Operating System level. ____ 1.11 The system provides a method of controlling, holding and spooling print jobs. ____ 1.12 The Operating System provides a variety of access levels and capabilities, including the ability for MBLN system staff to access any Operating System features directly. ____ 1.13 The Operating System supports real-time multi-tasking. ____ 1.14 The Operating System supports prioritizing of jobs. ____ 1.15 The Operating System (including root access) is accessible by MBLN systems staff for trouble-shooting, _____ 1.1.1 task priority management, _____ 1.1.2 modification of security and access parameters, _____ 1.1.3 modification of other MBLN-specific parameters. ____ 1.2 The Operating System proposed is in use by other clients of the Vendor: _____ 1.2.1 is in production release, _____ 1.2.2 has national support by an OS support team, _____ 1.2.3 is upgraded on a recurring basis, _____ 1.2.4 has a reporting process for providing MBLN discovered "bug" reports, _____ 1.2.5 has a response mechanism for replying to Operating System problems. ____ 1.3 The Operating System has a mechanism for reporting system generated bug or error alerts to the vendor. ____ 1.4 The Operating System has a command line interface accessible from the system console. ____ 1.5 The Operating System has a command line interface accessible via telnet. ____ 1.6 The Operating System has a GUI interface accessible from the system console. ____ 1.7 A full set of printed operating system documentation is delivered upon installation. ____ 1.8 A full set of operating system documentation is available online. 22
  23. 23. Metro-Boston Library Network Integrated Library System Request for Proposal ____ 1.9 The Operating System is fully documented with a set of system services and features that the Vendor understands. Data Base Management System (DBMS): ____ 1.10 H! Data structures are stored in relational tables. ____ 1.11 H! MBLN systems staff can query the database by using TransAct SQL. ____ 1.12 Authorized staff may query the database using Microsoft Access. ____ 1.13 Authorized staff may query the database using a vendor supplied report generator. ____ 1.14 The DBMS provides all the security and access features of the operating system. ____ 1.15 The DBMS is in production release. ____ 1.16 The DBMS is delivered with a full set of documentation required for its operation, resource allocation and management. ____ 1.17 The DBMS provides all necessary stored procedures and queries for use in generating reports. ____ 1.18 System usage and allocation information can be reported. ____ 1.19 The system provides full and incremental security at the DBMS level. Support for Multiple Databases ____ 1.20 H! The system allows for the maintenance of separate bibliographic databases, with each database having the option of implementing all of the functions possible in the system software as defined throughout the RFP. ____ 1.21 H! Records can be copied and/or transferred directly from one database to another. ____ 1.22 The system can maintain separate active databases. ____ 1.23 Separate databases can share data files, such as two bibliographic databases sharing a patron file. ____ 1.24 Each database must be capable of having its own separate data, record structures, and functions, with unique configuration choices. Functions that can be implemented differently in each database include: _____ 1.24.1 Record import and export (for example, the matching algorithm for record matching may vary from database to database); _____ 1.24.2 Authority control, with separate authority files linked only to bibliographic records in that database; _____ 1.24.3 Circulation functions (for example, the circulation options selected might be different in each database); _____ 1.24.4 Retrieval and display algorithms (for example, each database might select a different set of fields to include in a name search; each database might select a different display constant for the 100 field in a bibliographic record); _____ 1.24.5 User authorization/security protocols (for example, each database might define different rules for which staff may edit what type of record); _____ 1.24.6 Record, field and item-level masking (which might be different in each database). ____ 1.25 Additional non-bibliographic databases can be created and maintained. ____ 1.26 Non-bibliographic databases can contain OLE objects. ____ 1.27 Non-bibliographic databases can have their own index definitions. ____ 1.28 Non-bibliographic databases can have their own field definitions. 23
  24. 24. Metro-Boston Library Network Integrated Library System Request for Proposal Third Party Products: ____ 1.29 H! The ILS supports third party patron self-service devices such as check-out and check-in hardware or software. List the devices supported: ____ 1.30 The ILS supports ADA-compliant hardware and software products. ____ 1.31 The ILS integrates successfully with the following third party products used by MBLN: epixtech's URSA _____ 1.31.1 H! Citrix/Metaframe _____ 1.31.2 H! PeopleSoft Financial _____ 1.31.3 PeopleSoft Human Resources _____ 1.31.4 WebTrends _____ 1.31.5 WebFeat _____ 1.31.6 CybraryN _____ 1.31.7 Power Chute or other UPS management software _____ 1.31.8 Norton Antivirus or other anti-virus software 24
  25. 25. Metro-Boston Library Network Integrated Library System Request for Proposal 2. System Operations Systems Interface ____ 2.1 H! System provides a Graphical User Interface for management of system codes, parameters, and general troubleshooting. ____ 2.2 Parameters, codes and settings that apply to a particular Unit location are assembled into an identifiable Unit Profile. ____ 2.3 H! Profiles can be copied from one unit to create new ones. ____ 2.4 H! Changes to parameters or code values can be applied in batch to a selected set of profiles or units. ____ 2.5 Code deletions can be applied in batch to a selected set of profiles or units. ____ 2.6 Code additions can be applied in batch to a selected set of profiles or units. ____ 2.7 System provides an easy method for adding, changing, or deleting all system codes and parameters. ____ 2.8 System provides a GUI interface to allow for troubleshooting/changing of individual patron, holding, or holds records. ____ 2.9 System provides a GUI interface to monitor system performance and pinpoint system problems. Access Security ____ 2.10 Mandatory! Access to specific functions can be limited to authorized users and/or workstations. ____ 2.11 Access to specific records or fields can be limited to authorized users and/or workstations ____ 2.12 H! An unlimited number of unique user logins and passwords can be created. If limited, answer P and state limit: ______________ ____ 2.13 H! An unlimited number of user authorization profiles, that enable specific staff functions and features, can be created. If limited, answer P and state limit: ______________ ____ 2.14 H! Multiple levels of security can be provided, so that staff at one Library cannot edit or delete records owned by another Library. ____ 2.15 A user profile can be assigned to multiple users. ____ 2.16 Multiple profiles can be assigned to a single user. ____ 2.17 H! A user profile can be copied to create a new profile. Standards: ____ 2.18 Mandatory! The system uses or adheres to: MARC21 and OCLC/MARC formats for Bibliographic Records; _____ 2.18.1 H! MARC21 and OCLC/MARC Authorities Format. _____ 2.18.2 H! MARC21 Format for Holdings Data (MFHD) _____ 2.18.3 Z39.2 Information Interchange (1994) _____ 2.18.4 Mandatory! Z39.5023 Information Retrieval (1995) _____ 2.18.5 Z39.56 Serial Item and Contribution Identifier (SICI-1996) _____ 2.18.6 Z39.63 Interlibrary Loan Data Elements (1983) _____ 2.18.7 Z39.69 Record format for Patron Records (draft) _____ 2.18.8 Z39.70 Format for Circulation Transactions (draft) _____ 2.18.9 Z39.71 Holdings Statement for Bibliographic Items. (1999) _____ 2.18.10 Z39.81 Data Dictionary for Circulation/Interlibrary Loan/User Records. (proposed) _____ 2.18.11 H! SIP2 Standard Information Protocol 25
  26. 26. Metro-Boston Library Network Integrated Library System Request for Proposal _____ 2.18.12 H! ISO 10160/10161 Interlibrary Loan _____ 2.18.13 H! EDIFACT Electronic Data Interchange for Administration, Commerce and Transport. ____ 2.19 Vendor adheres to all appropriate network technology standards, including, but not limited to, ISO, ITU, and IETF standards. System Upkeep and Troubleshooting ____ 2.20 H! A hung staff user session can be cleared or unlocked by a systems operator. Describe how this is done step by step. ____ 2.21 H! A hung OPAC session can be cleared or unlocked by a systems operator. Describe how this is done step by step. ____ 2.22 If workstation is disconnected from the host or jammed in some way, it is automatically reconnected to the system when rebooted or otherwise reset. ____ 2.23 Daily routine upkeep tasks do not require the system be taken off-line. ____ 2.24 Daily routine upkeep tasks require that the system be taken off-line for less than an hour per day. ____ 2.25 System Reboots can be scheduled for unattended execution. ____ 2.26 MBLN can manage internal system resources, either by operating system functionality, DBMS functionality, or by one or more system utilities. Data Manipulation ____ 2.27 Ability to batch process any set of records by any code. ____ 2.28 The system provides batch change utilities to change data in all functional components. ____ 2.29 The system provides batch update utilities to change data in all functional components. ____ 2.30 The system provides batch delete utilities to change data in all functional components. ____ 2.31 The system provides batch load utilities for all functional components. ____ 2.32 Batch record deletion and re-indexing can be done in a single step in real time. ____ 2.33 Batch record addition and re-indexing can be done in a single step in real time. ____ 2.34 Batch record modification and re-indexing can be done in a single step in real time. ____ 2.35 The batch change utility will display only the saved sets created by the library, based on user privileges. ____ 2.36 Data in public user accounts can be limited to an MBLN defined size. ____ 2.37 Data in public user accounts can be purged after an MBLN specified period of time. Backups ____ 2.38 Mandatory! The system can restore all completed transactions following any accidental or deliberate file damage. ____ 2.39 Mandatory! The system can restore all data, application, and Operating System files following any accidental or deliberate file damage. ____ 2.40 H! The system provides for the forward recovery of all transactions from a specified point following correction of any damage. ____ 2.41 H! The system provides the ability to restore data from backup media, selectively, file by file as well as restoring the entire system. ____ 2.42 H! Transaction logs are copied to backup media or mirrored media in real time. 26
  27. 27. Metro-Boston Library Network Integrated Library System Request for Proposal ____ 2.43 Transaction logs are copied to backup media or mirrored media at scheduled points during the day. ____ 2.44 File saves can be scheduled for unattended execution. Documentation ____ 2.45 Documentation provided covers each functional capability of the system. ____ 2.46 Documentation provided covers the operating system. ____ 2.47 Documentation provided covers the database management system. ____ 2.48 Documentation is searchable online. ____ 2.49 Electronic versions of the documentation are provided so that each library can customize documentation to reflect policy/procedure choices that have been made. ____ 2.50 MBLN may reproduce documentation for staff use. If the number of reproductions allowed is limited, state the limit. ____ 2.51 Your documentation won technical writing awards. Specify which. Training ____ 2.52 Vendor can provide training for Systems office staff in the operating system. ____ 2.53 Vendor can provide training for Systems office staff in the database management system. ____ 2.54 Vendor can provide training for Systems office staff in periodic system upkeep routines. ____ 2.55 Vendor can provide training for Systems office staff in report generation. ____ 2.56 Vendor can provide “train the trainer” sessions for all functional components. ____ 2.57 A testing and training database can be maintained. ____ 2.58 The system is capable of running test or sample applications with no impact on production data. ____ 2.59 The system is capable of running sample or test data with no impact on the production data. ____ 2.60 All report generation features are available for use on the sample or test data. ____ 2.61 A mechanism exists to log and track support issues and calls. 27
  28. 28. Metro-Boston Library Network Integrated Library System Request for Proposal 3. Reports & Notices ____ 3.1 Reports from backup and archive files can be generated by authorized staff. ____ 3.2 Records retrieved by the report writer may be saved to a file and then run through an appropriate batch change utility. ____ 3.3 Any and all output can be displayed on screen. ____ 3.4 H! Data can be downloaded and/or imported into a third party spreadsheet, database or statistics program. ____ 3.5 The output delimiters for data fields and records can be defined on a report-by- report basis. ____ 3.6 Reports and report results can be created and stored in sub-sets for individual, and unit use. ____ 3.7 Record results can be extracted and sorted by any data element in any record. ____ 3.8 Multiple fields, and a combination thereof, can be sorted in either ascending or descending order. ____ 3.9 Any output results can be combined with other reports. ____ 3.10 Automatic formatting or report layout specification is supported. ____ 3.11 All system and local reports can be printed on laser, inkjet and dot matrix printers, depending on the individual workstation setting. ____ 3.12 All system and local reports can be printed to screen. ____ 3.13 All system and local reports can be emailed via SMTP mail. ____ 3.14 H! Any report can be run automatically on a schedule. ____ 3.15 Statistical information can be extracted from any functional component, and from multiple functional components simultaneously. ____ 3.16 Report templates are updated automatically when new codes are added or when old codes are deleted. ____ 3.17 Systems staff can abort a running report. Report Generation Software ____ 3.18 The report generator can be operated in a real-time mode without significantly degrading system response time. ____ 3.19 Separate or related files can be linked and data from multiple files can be included in a single report. ____ 3.20 New reports can be created by modifying existing reports, and then saved for subsequent re-use. ____ 3.21 A variety of arithmetic and statistical operations, including sums, cross-tabs, correlation, and regression analysis, is supported. ____ 3.22 Data elements can be accessed and combined by using Boolean operators. ____ 3.23 A simple command language, designed for users with no programming experience, is supported. ____ 3.24 Vendor supports any third party software that is recommended or stated by vendor to be compatible with vendor’s system. ____ 3.25 The report generator is designed so that authorized library staff (i.e. non- programmers or systems staff) may create reports. ____ 3.26 The report generator is designed so that authorized library staff (i.e. non- programmers or systems staff) may run reports. 28
  29. 29. Metro-Boston Library Network Integrated Library System Request for Proposal ____ 3.27 The system provides a response time guard that prevents reports from degrading the response time of essential functional components. Vendor Supplied (Canned) Reports ____ 3.28 H! The ILS comes with a suite of canned reports sufficient to measure standard library activity. ____ 3.29 All canned reports used for mailings, (for instance, patron and vendor correspondence) can be formatted for a variety of data mailers for each Library. ____ 3.30 A report can be generated showing the number of hours that a library or group of libraries are open, for periods covering a week, a month, and a year. ____ 3.31 A report can be generated for all pertinent Web statistics. ____ 3.32 All reports specified in all other sections of this RFP must be supported by the system (See individual sections for specific report types). ____ 3.33 The Operating System must provide the reporting capability for a variety of technical and user requirements, including the following: sessions underway, session time and length, resources in use, resources available, system’s "stress" level, back-up statistics, and other resource and operation factors. Patron Notices ____ 3.34 The text of patron notices can be modified by each Library. ____ 3.35 Fields that appear on patron notices can be modified by each Library. ____ 3.36 The schedule of notice creation and printing can be set by each Library. ____ 3.37 E-mail hold notices are sent immediately after the item has been trapped for the patron without having to wait for end of day processing. ____ 3.38 The system can determine which address to use for the notice depending on date criteria in the patron record (e.g. a summer address or school year address). Circulation Statistics In this section Answer A for all points that are currently available as canned reports with the system as installed. Answer P if the data elements are available to create a report in a report-generator supplied with the system or an SQL query. ____ 3.39 The ILS provides an array of canned reports of circulation statistics. ____ 3.40 Circulation by patron type ____ 3.41 Circulation by Library, with Branch and Unit subtotals. ____ 3.42 Circulation by Branch ____ 3.43 Circulation by charging Unit ____ 3.44 Circulation by owning Unit ____ 3.45 Circulation of materials owned by other MBLN libraries (includes totals for each library represented) ____ 3.46 Circulation of materials to patrons affiliated with other MBLN libraries (includes totals for each library represented) ____ 3.47 Circulation by patron's 5-digit zip code. ____ 3.48 Circulation by item type. ____ 3.49 Circulation to libraries that are not members of MBLN. ____ 3.50 Circulation of non-MBLN items circulated from MBLN libraries. ____ 3.51 Checkins ____ 3.52 In person Renewals ____ 3.53 Telephone Renewals 29
  30. 30. Metro-Boston Library Network Integrated Library System Request for Proposal ____ 3.54 Renewals through the OPAC ____ 3.55 Self-service station Renewals ____ 3.56 Self-service Checkouts ____ 3.57 Number of total items routed in transit from other MBLN libraries. ____ 3.58 Number of items routed in transit from other MBLN libraries to fill patron requests. ____ 3.59 Number of notices printed with detail by notice type (holds, overdue, etc) and notification type (email, mail, etc.) ____ 3.60 Number of patrons registered, per Library. ____ 3.61 Number of patrons deleted, per Library. ____ 3.62 Number of patron records modified, per Library. ____ 3.63 Number of replacement patron barcode numbers issued. ____ 3.64 Number of replacement item barcode numbers issued. ____ 3.65 Number of on-the-fly records created at Checkout, per Unit. ____ 3.66 Number of items sent as part of Deposit Collections. ____ 3.67 Number of items used in-house. OPAC Reports and Statistics ____ 3.68 Terminal/workstation use report and statistics. ____ 3.69 Database usage reports. ____ 3.70 OPAC use statistics include: successful searches, _____ 3.70.1 searches started, _____ 3.70.2 searches aborted, _____ 3.70.3 searches by title, _____ 3.70.4 searches by keyword, _____ 3.70.5 searches by author, _____ 3.70.6 help function used, _____ 3.70.7 Reports and Statistics . Cataloging Reports and Lists ____ 3.71 Deleted bibliographic records according to user-defined fields. ____ 3.72 Bibliographic records with no holdings for x amount of time. ____ 3.73 Brief records according to user-defined fields. ____ 3.74 Error reports for failed or suspect import or export transmissions. ____ 3.75 List of titles whose last item or holding has been deleted or marked for deletion. ____ 3.76 New authority records added. ____ 3.77 Authority records deleted. ____ 3.78 Authority records changed. ____ 3.79 Breakdown of collection codes and call numbers by branch. ____ 3.80 Items with no activity for a selected range of time. ____ 3.81 Inventory results by user-defined categories. Cataloging Statistics or counts ____ 3.82 Bibliographic records added, by user-defined criteria.. ____ 3.83 Bibliographic records changed, by user-defined criteria. ____ 3.84 Bibliographic records deleted, by user-defined criteria. ____ 3.85 MFHD Holdings records added, by user-defined criteria. ____ 3.86 MFHD Holdings records changed, by user-defined criteria. 30
  31. 31. Metro-Boston Library Network Integrated Library System Request for Proposal ____ 3.87 MFHD Holdings records deleted, by user-defined criteria.. ____ 3.88 Items added, by user-defined criteria. ____ 3.89 Items changed, by user-defined criteria. ____ 3.90 Items deleted, by user-defined criteria.. ____ 3.91 Authority records added, by user-defined criteria.. ____ 3.92 Authority records changed, by user-defined criteria. ____ 3.93 Authority records deleted, by user-defined criteria. ____ 3.94 Count of bibliographic records in a database. ____ 3.95 Count of holdings records in a database. ____ 3.96 Count of items in a database. ____ 3.97 Count of authority records in a database. Hold Reports and statistics ____ 1.1 Titles with multiple hold requests can be listed. ____ 1.2 H!- Titles with hold requests that exceed a Library defined ratio of holds to copies can be listed. ____ 1.3 Statistical reports on holds are provided: _____ 1.3.1 Number of requests received _____ 1.3.2 Number of requests filled _____ 1.3.3 Number of requests placed ____ 1.4 Statistical reports on holds can be correlated to Branch. 31
  32. 32. Metro-Boston Library Network Integrated Library System Request for Proposal 4. User Interface Look & Feel ____ 4.1 H! The system provides continuity of menus, commands, and display structure across functional components. ____ 4.2 The system provides for ease of staff and patron movement and transference among functional components. Configuration ____ 4.3 MBLN defines which fields and subfields will be indexed. ____ 4.4 The system allows authorized users to modify indexing parameters without incurring additional charges or without requiring vendor support. ____ 4.5 MBLN can create an unlimited number of system codes. Display & Functionality ____ 4.6 H! Any existing record can be displayed while it is being edited elsewhere on the system. ____ 4.7 H! The system displays an appropriate ‘Record in Use’ message when a user attempts to modify a record that is being modified, or that is open, elsewhere on the system. ____ 4.8 When the system displays a 'Record in Use' message, all other system activities remain functional. ____ 4.9 When a record is in use, the operator has the option to be notified when that record becomes available; and choosing this option allows the operator to continue to use all system options and sends a screen message to that operator when the record available for modification. ____ 4.10 H! The system can selectively mask and display any record(s) or data element(s) in the OPAC, based on any value found in the MARC, bibliographic, holdings, and/or item records. ____ 4.11 H! The system can selectively mask and display any record(s) or data element(s) in the OPAC, based on any value found in an associated Serials or Acquisitions record. ____ 4.12 H! System calendar changes take effect immediately without having to logout or otherwise reset the workstation. ____ 4.13 The system supports full-screen editing for all records. ____ 4.14 The system automatically records the date and time of each created and modified record. ____ 4.15 Suppressed records or parts of records can be displayed in staff mode. ____ 4.16 Suppressed records or parts of records can be distinguished from other records, when in staff mode. ____ 4.17 The system displays and prints the full ASCII character set and does not require any special configuration or setup to display non-alphanumeric symbols. ____ 4.18 The system displays the full ALA character set and does not require any special configuration or setup to display non-alphanumeric symbols. ____ 4.19 The full ALA character set can be printed on MS Windows compatible printers. ____ 4.20 The system supports the full UNICODE character protocol. 32
  33. 33. Metro-Boston Library Network Integrated Library System Request for Proposal ____ 4.21 The system displays and prints the full Chinese Japanese and Korean character sets. ____ 4.22 The system provides a utility to create local Help Screens and to copy them from one library account to another. ____ 4.23 System calendars may be updated at any time, regardless of whether the system is being actively used. ____ 4.24 H! System calendars may be copied from one unit location to another. ____ 4.25 The system provides a "transaction in progress" visual indication for transactions that exceed MBLN-defined response time, at MBLN-defined intervals, until the response is provided. ____ 4.26 H! The ILS can assist in capturing a public workstation so that it can only perform functions of the ILS or designated resources, and not do general internet surfing. If available, describe this functionality. _____ 4.26.1 Links embedded in bibliographic records can still be followed in such captured stations. 33
  34. 34. Metro-Boston Library Network Integrated Library System Request for Proposal 5. Bibliographic Data Import & Export Import/Export ____ 5.1 Mandatory! Bibliographic records in MARC21 format may be imported into the database. ____ 5.2 Bibliographic records in MARC21 format may be exported from the database. ____ 5.3 H!- Staff can download individual records and batches of records from bibliographic utilities, by various methods, including: _____ 5.3.1 FTP _____ 5.3.2 Tape _____ 5.3.3 Record Transfer _____ 5.3.4 Other Methods And Media. ____ 5.4 H!- Staff can upload individual and batches of records to bibliographic utilities by various methods, including _____ 5.4.1 FTP _____ 5.4.2 Tape _____ 5.4.3 Record Transfer _____ 5.4.4 Other Methods And Media. ____ 5.5 H!- Staff can load bibliographic and other records in various formats in the background, without disrupting service. ____ 5.6 Ability to identify records from acquisitions, on-order records, temporary, or CIP records for future upgrade to full MARC records. ____ 5.7 MBLN can define fields to strip when loading bibliographic records. ____ 5.8 MBLN can define criteria for mapping data from one field to another within a record when loading bibliographic records. ____ 5.9 System uses codes and the date to record the type(s) of processing done on a record, such as: Manual Review, PromptCat, Bib Notification, etc. ____ 5.10 Processing codes are readily retrievable through the report writer and other tools. De-duplicating and MARC Record Overlay ____ 5.11 Mandatory! During a record overlay all pre-existing links to other records in the database are maintained. (Examples: order, claiming, receipt, invoicing, item, or MARC holding records). ____ 5.12 Imported bibliographic records that duplicate ones already in the database during a batch load are logged and reported. ____ 5.13 MBLN can define duplicate checking criteria. ____ 5.14 System detects and alerts to duplicate individual bibliographic records when filed as defined by network criteria. ____ 5.15 Brief records can be overlaid with MARC records individually. ____ 5.16 Brief records can be overlaid with MARC records in a batch process. ____ 5.17 System generates report of records overlaid in a batch process. ____ 5.18 System can store incoming records that would overlay from a batch load in a file for review. ____ 5.19 Staff can undo the overlay of an individual record. ____ 5.20 Staff can undo the overlay of a group of records in a batch process. 34

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