Library and Resource Management System

The vendor is required to provide for an integrated digital platform that provides both centralized library automation and instructional resource inventory management capabilities.
- The system must be a mature, widely adopted, with a long-standing presence in the k–12 education space.
- System include:
• One single educational resource management application that supports all schools via the district-wide area network (no educational resource management application installations required on school-level servers or workstations, no installation of multiple applications on the district server)
• Unlimited 24/7 support at district and school levels; availability of support hours for end-users (school personnel) and district support
• Provide hardware (ram, CPU, storage, etc.) and software (OS, SQL version, etc.) requirements for deployment – if onsite proposal
• Need to specify if the application will work in a virtual and/or physical server environment
• Need to describe any cloud hosted solutions offered
• All educational resource management functionality available within a standard web browser interface (no client software requirements outside of a web browser, no installs of java virtual machine on client workstations)
• No use of windows terminal services or active x controls to deliver functionality to browser
• Support for barcode scanners and handheld devices manufactured within the past five years
• Support for automated interface with district student system for patron data maintenance (additions, updates, deletions, and transfers)
• Ability to circulate eBooks directly from the system, including support for searching, reading, and lending
• Support for Meta/federated searching across multiple paid or free subscription databases and the library collection. Critical data services:
○ Authority control set-up/ record procedures
○ On site and web based training
○ OPAC licensing-include OPAC snapshot enhancement service (pictures of book covers)
○ Database manager
○ Circulation (including support for off-line circulation in certain modules, functionality to circulate materials and process holds/reserves across the district, the ability to define independent school-level circulation policies, customizable circulation screen, and support for patron data maintenance across the district)
• Searching (including materials, digital content, online sources, and eBooks)
• Sorting options (including call number, title, relevance)
• Reporting (including customizable school-level and district-level reporting, dashboard graphs and charts showing most common statistics and information, and the ability to email or print the information from any function in the system)
• Reports will be customized and available at the school and district levels. Report examples must include, but are not limited to, the following:
○ Accession list
○ List of titles
○ Shelf list
○ Condition list
○ eBook and web resource usage
○ Patron list
○ Patrons added and deleted by patron report class 17
○ Patron with titles
○ Circulation by patron
○ List of lost items
○ List of overdue items
○ Fines/fees by patron
○ Circulation by item report class
○ Circulation by material type
○ Circulation by patron report class
○ Multiple filter and customization options for all reports
• System must include a fine/fee management system which must include an automated fine/fee assessment based on late checking, non-return.
• Mobile functionality (including support for circulation, searching, and access to digital content using mobile devices)
• System must easily handle student transfers, triggered either by a campus administrator or during the automatic import of updated student data
• The system provides automatic e-mail notification to the campus administrator(s) when a student transfers or withdraws
• Data conversion from current programs (follett) by providing a test conversion which includes a gap analysis report
• Installation of centralized educational resource management system software, data loading, and application configuration
• Project management services to coordinate with district staff
• Staff functional and technical training schedule including on-site training for end users, annual training for district staff, and web-based training and modules for all users 
• Ongoing technical support and maintenance per the duration of the contract
• District-wide textbook management application installation that supports all schools via the district wide area network (no textbook management application installations required on school-level servers or workstations)
• All textbook management functionality is available within a standard web browser interface. 
• Must list all web browser interfaces with which the application is compatible.
• Support for automated interface with existing student information system for student, teacher, and course data maintenance (demographics, schedules, additions, updates, and support for student transfers)
• Support for barcode scanners and handheld devices manufactured within the past five years
• Textbooks must be identified using international standard book numbers, institute, or district /state stock numbers
• All searches should be either multi-field or specified by the user
• Must include a comprehensive list of commonly used textbooks including institute, title, district stock numbers, publisher and price to reduce data entry requirements
• Application must include customizable school-level and district-level reports, including the ability to email the reports via non-editable pdf format
• Initial installs and future updates are controlled on a centralized server and immediately accessible to all sites
• Must allow for tracking and management of locally owned textbooks
• System must track book sets and ancillary materials by making a connection between the “master” set and each piece of that set
• System must include a robust “context sensitive” online help system that addresses every area of the program and is easy to navigate
• System must be capable of producing barcodes for textbooks, resources, library material, patron, etc. without requiring the user to input institute, titles, or any other data. 
• Textbooks must also be identified with a second barcode, an accession, district stock number, or any other data. 
• System must ensure the accession number is unique throughout the district for efficient identification and collection.
• Reporting (including customizable school-level and district-level reporting) 
• System must automatically filter lists of textbooks, teachers, and students to include only those specific to the campus and the user
• System must include a robust textbook distribution system that allows for distributions to teachers and students via point-and-click methods, scanning of student id and textbook bar codes directly into the system, and via portable scanners with necessary record validation and error handling
• System must produce the necessary reports for effective textbook management at the campus level including student distribution receipts, class roster with barcodes
• System must allow for flexible assignment of textbooks to teachers that reflect the different methods used by elementary and secondary schools. 
• System must allow for the distribution of multiple copies of a book to a teacher
• Applications must include a facility to identify to which student or teacher a book has been assigned, district-wide, using only the barcode number as input
• System must easily handle student transfers triggered either by a campus administrator or during the automatic import of updated student data
• Application must provide district level administrator the ability to determine shortages and overages at specific campuses so that existing district textbook inventories can be most efficiently distributed and utilized
• Create and process campus-to-campus transfers and automatic adjustments to all campus inventories
• Application must track components of textbook systems or kits
• Reports must be available to display campus textbook needs by title, outstanding campus requisitions, campus requisition transaction history and other necessary reports for effective district level textbook management
• Application must allow district personnel to easily establish inventories for campuses during initial implementation by selecting textbooks from the district’s inventory and indicating the number of copies assigned to the campus
• The system provides automatic e-mail notification to the campus administrator(s) when a student transfers or withdraws
• The system provides the ability to limit viewing of school materials by school name and administrative rights
• The system provides the ability to limit program functionality by school name and administrative rights
• Project management services to coordinate implementation with district staff
• Staff functional and technical training schedule including on-site training for end users, annual training for district staff, and web-based training and modules for all users
- Questions/Inquires Deadline: August 01, 2025