Integrated Library System

The Vendor is required to provide currently uses the integrated library system (ILS) v-smart, developed by axiell, to perform daily transactions, functions, and operations using the following modules: cataloging, acquisitions, serials, circulation, system configuration, and reporting.
- The Library expects the proposed solution to improve our patron and staff experience and integrate seamlessly with other library services.
- Sought for a cloud-based solution, including software, configuration, data migration & clean-up, training, project management, and ongoing maintenance and support.
- Goals and Objectives
•    Reduce manual processes and eliminate redundant steps to improve staff efficiency.
•    Provide powerful, flexible search capabilities that meet modern user expectations
•    Create a robust system for managing library data.
•    Support existing integrations or provide alternatives for functionality
•    Improve patron experience through better communication and service delivery. 
•    Ensure reliable, efficient system operation.
•    Ensure staff can effectively utilize all system features.
•    Maintain critical historical data while improving data structure.
- Searching and public catalog
1. Must support search and browse functions to include:
•    Keyword searching of the agency bibliographic fields designated by the library
•    Advanced searches minimally include Boolean operators, facets, sorting, and limiting.
2. Search and browse functionality should be prompt and accurate.
3. Must provide online assistance for patrons and staff when searching, minimally including misspellings, incorrect punctuation, or incomplete names or titles.
4. Must reflect accurate record descriptions, including format and availability.
5. Must allow patrons to obtain resources via:
•    Placing items on hold
•    Interlibrary loan
•    Digitally by providing active links in the record
6. Must provide patron account functionality to include:
•    Patrons can manage their own accounts, including resetting passwords and updating contact information
•    Personalizing their search experience
•    Link to child accounts
•    View a list of items on loan, account expiration date, received notification, and loan history (if opted in)
•    Renew items, check or cancel holds, make payments
- Customer Support Services
•    Must offer 24/7 support for emergency issues.
•    Support for non-critical issues must be available during standard business hours (Central time).
•    System documentation must be provided.
•    Online help must be available for all modules purchased.
•    Self-service password recovery should be available for patrons and staff.
•    Must allow the Library to contact support in multiple ways.
- Cataloging
•    Must allow loading of bibliographic records with flexible match, merge, and overlay tools.
•    Must support numbered and named labels for agency tags in editing screens.
•    Must support authority records and provide an authority control solution.
- Circulation
•    Must provide basic circulation functions such as check in, check out, holds, renewals, patron payments, manage/waive fees, and linking patron cards.
•    Must allow the Library to independently configure basic circulation functions, such as days closed, due dates, and fees.
•    Must support complex loan rules based on patron and item types. This information should be available for reporting.
•    Must support simultaneous viewing and updating of patron and item records by multiple users.
•    Must include a parental consent field on the patron record. If not available, this can be a custom field created by the library. Describe how your ILS supports this.
•    Vendor must offer remote circulation and inventory functions that staff can use from any device with an internet connection.
•    Must include offline circulation functionality to be used when the ILS is down.
•    Must integrate with a portable scanner for both circulation and inventory.
- Serials
•    Must support use of prediction patterns for serial check-in
•    Must support interrupted prediction patterns, e.g., combined issues
•    Summary holdings must be created from serials check-in data
•    Must support serials claiming
•    Must support serials check-in at the branch-level and at the library-wide-level

- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Meeting Virtual Date: September 04, 2025
- Questions/Inquires Deadline: September 11, 2025