[Nmsalsa] draft Scope of Work and Specification / ILS RFP

[Carrington, Bradley, DCA]

Hello all,

Many thanks to you for attending the RFP chats.  Your comments helped me to develop specifications.  I'm aiming for the right amount of specs.  I'm listing those that will most help us determine whether the offeror can perform our required scope of work.  We have to evaluate the response to each question and assign points to the response.  I indicate the most points available for each response.  The Evaluation Committee will score the responses.  A total of 1000 points is available.  300 of the points relate to the proposed cost.  In order to make for a meaningful and efficient evaluation I didn't want to iterate every possible specification, including desirables.  During the product demonstrations we can ask about particulars, for example, email templates for notices, circulation pop-up notes, sorting result lists, templates for item records, BIBFRAME editor, etc.

So, please study the scope of work and the specs and reply with any comments or concerns.  In a few days I'll send this draft scope and specs off to DoIT and to Doug Patinka for their comments.

Margaret and Joseph are compiling database statistics and I will send them soon.

Thank you!
Brad


from my RFP training:
4. Mandatory Specifications
<agency must insert their mandatory specifications they want the Offeror to respond to which should correspond to the detailed scope of work. This section should identify whether or not the vendor can do this job, determining how they would respond to the requirement. Make sure each specification will relate to the scope of work and support WHY they can or are qualified to do the job OR the specification requires the Offeror to support how they will do something that ties back to the scope of work. Keep in mind, the responses from each Offeror to each specification must be fairly comparable from one Offeror to the next. All specifications must have a corresponding evaluation criteria in Section V.>

RFP title:  Combine 5 Library Databases

Detailed Scope of Work:
New Mexico State Library, a division of the state Department of Cultural Affairs, seeks one integrated library system (ILS) to combine its two current systems: SALSA (on Polaris, hosted by Innovative Interfaces) and Rural Services (two databases on Koha, hosted by Equinox).  We seek to add to the ILS combination two additional databases for the SALSA system:  Museum of International Folk Art (on Koha, hosted by ByWater) and bibliographic and item records for three collections formerly held by the now-defunct Santa Fe University of Art and Design (it used OCLC WorldShare Management and we have copies of the records in Excel format).  We request proposals for combining systems via migrating the Koha databases to Polaris plus importing the WorldShare Management records; or via migrating the Polaris database and the WorldShare Management records to the Koha ILS; or for migrating all five databases to a separate, new ILS.

We will run two separate databases on the new ILS:  SALSA and Rural Services.  The combined SALSA database will share bibliographic records and the combined Rural Services database will share bibliographic records.  Only the SALSA database has authority records.  For patron records and circulation SALSA will comprise seven independent libraries; for patron records and circulation Rural Services will comprise four independent libraries.  In the future we will invite public and tribal libraries to migrate to our ILS, to the Rural Services database; any new libraries will contract with and pay directly to the ILS contractor.

We require that the ILS be hosted and standards-based.  We require that the contractor maintain the servers, keep the software upgraded, maintain database security, and provide technical support.  We use cataloging, authorities, serials control, circulation, reporting, and systems administration functions.  We require offline circulation for use when our bookmobiles have no internet access.  Our patrons can create and manage their own accounts using the public access catalog (OPAC).  We do not use discovery, linked data, acquisitions, electronic resources management or course reserves functions.  The contractor shall extract existing data and migrate to the new ILS, as necessary.  The contractor shall deduplicate each combined database of bibliographic records, keeping correctly attached all related item, serials holdings, and issue records.  The contractor shall provide training to library staff on the new combined ILS.

The Agency permits the use of subcontractors.

Term will be for one year, with renewals for seven subsequent years, starting July 1, 2020.


MANDATORY SPECIFICATIONS

1.  Bibliographic databases
Combine and deduplicate for the bibliographic databases: one bibliographic database for SALSA and another Rural Services.  Migrate the authority records for the SALSA database.  Describe how you will perform the migration work and the deduplification work.  Refer to the scope of work in Section C and also to the statistics report and its advice on record sources and deduplification match-points.  Describe how you will link the item and serial holdings records to the bibliographic records.  Describe how you will migrate the issue records and any of the holdings statements.  (100 points)

2.  Patron records
Migrate the patron records.  Describe how you will map all of the patron fields to records in the two new patron databases (SALSA and Rural Services).  Describe how you will migrate the circulation history.  (50 points)

3.  Bulk editing
Your system must offer bulk or global changes to bibliographic, item and patron records.  Describe how this functionality works (50 points)

4.  Offline circulation
Because the bookmobiles do not always have internet access your system must have offline circulation functionality.  Describe your offline circulation functionality.  For item and patron records list which fields would be available, if any, in offline mode.  (50 points)

5.  Analytics
Your system must have reporting functionality.  Describe your basic "canned" reports for cataloging and circulation.  Describe how we might obtain customized reports.  (50 points)

6.  Online public catalog
Your system must have an online public access catalog.  Patrons must be able to log-on and place holds.  Describe your system's functionality available to the patrons.  (50 points)

7.  Hosted ILS
You must host your ILS for our use.  Describe the security measures and the uptime for your hosted servers.  Describe your database back-up schedules.  Describe your support systems (websites, ticket systems, availability of live assistance, etc.)  Indicate if there are any fees associated with your tech support.  Describe how we would make access for staff work (web browser, hand-held devices, client software, etc.)  (50 points)

8.  ILS upgrades
You must keep our ILS up-to-date.  We require at least one system upgrade a year.  How frequently is your system updated?  Describe how our upgrade process would work.  Indicate if there are any fees associated with the upgrade.  (50 points)

9.  Renewal payments during odd years
Due to state government regulations, our renewal payment must be split into 50% payments during the first half and the second half of odd-numbered fiscal years (e.g., FY21, FY23, etc.)  Our fiscal years begin on July 1.  Describe how you would bill us for renewals during "50%" years and indicate whether there will be additional charges for breaking the payment into two invoices.  (50 points)

10.  Product experience and development
Please describe your industry experience in setting-up Integrated Library Systems and in migrating library data.  Describe your planned product development for the next three years.  (50 points)

11.  Deliverables
List your deliverables, including an estimate of when it be delivered and specifying the responsible parties.  Identify your project manager(s).  Deliverables are subject to negotiation.  DO NOT INCLUDE COSTS IN THIS ANSWER.  PAYMENTS DUE AND DUE DATES ARE TO BE LISTED IN A SEPARATE COST BINDER. (50 points)

12.  ILS demonstration
Demonstrate your system functionality via web-based seminars, recordings, access to demonstration databases, etc.  No in-person demonstrations are permitted in this procurement.  These demonstrations shall be scheduled with the Procurement Manager and shall occur during the period March 16-27, 2020.  Describe how you would demonstrate your system functionality.  (50 points)

13.  ILS scalability
The Rural Services database must be expandable in the event that any New Mexico public or tribal libraries chose to migrate their systems to it.  Describe how you would work with other libraries to migrate their data.  Contracts and payments for this work would be between you and the individual library.  Describe how you would work with other libraries to migrate their data, keeping the bibliographic database de-duplicated and the item records correctly linked.  Describe how you would map their patron record fields and migrate their circulation history, including fines and fees.  (50 points)

14.  Please list contact information for three of your customers.  We will interview them for reference information.  (0 points)

15.  Have you submitted your additional terms and conditions? Y/N  (0 points)

16.  Have you submitted the Costs for each of the 8 years in a separate binder?  Y/N  (0 points)

17.  Have you submitted the Campaign Contribution Disclosure form?  Y/N  (0 points)




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