The vendor is required to provide that integrated library software (ILS) with a browser interface, in addition to or instead of, client software needing to be installed.
- The ILS should provide library users with robust, seamless access to a variety of online services as well as enabling the library to monitor and improve stewardship of library resources.
- Configuration specifications
1. ILS software
• Provider will deliver ILS over the internet and be remotely operated and managed by the provider on behalf of county.
• The ILS should accommodate county fy24 projected requirements for peak-hour concurrent public and staff users.
2. ILS test and training system
• Provider will deliver a test and training program administered over the internet. provider will remotely operate and manage the test and training program on behalf of county.
• The test and training program should accommodate, at a minimum, 75 staff users and contain the same modules as the production server, and such modules would be used for training staff, examining data migration test files, and testing software releases.
3. Services for authority control, RDA, FRBR, and adaption to BIBFRAME.
• Provider’s ILS solution should process county bibliographic database to apply authority control, RDA standards, FRBR access points, and adaption to emerging BIBFRAME practices to the entire bibliographic databases.
• Provider’s ILS solution should provide periodic, automatic updates of county bibliographic and authority database.
4. Potential additional services should include the modules for collection management, community communications and engagement, and statistics management.
5. Custom development services
• County may, from time to time, request customized services, the scope and pricing of which will be negotiated between the provider and county.
- County sole discretion, without the need for interfaces or integration with third-party solutions.
1. Applications software
a. Bibliographic database system – should provide the following
• Unicode compliance
• FRBR support
• RDA support
• Support for diacritics
• Support for adaptation to BIBFRAME
b. Cataloging with authority control – should provide the following
• Subscription to providers of bibliographic marc records
• Batch import and download of marc records from any source to generate bibliographic and item records in the ILS.
• The records may be from a website, ftp source, or marc records on a local drive
• Merge bib records and combine their holding/item records automatically
• Batch export marc records with or without holding information via scheduled task
• Spell checker
• Real-time download with z39.50
• Global or individual edit of bib records
• Add and delete fields
• Edit fields and subfields
• Replace fields and subfields
• Full-screen editing of marc records with database update on save
• Editing and validating of bibliographic records
c. Global or individual edit of holding/item record
• Item type
• Call number
• Location
• Notes
• Status
• Add and delete fields
d. Build customized spine labels
e. Provide customizable duplicate detection
• Duplicate call numbers
• Duplicate OCLC numbers
• Duplicate ISBNs
• Duplicate item numbers
• Duplicate unique bibliographic identifier f. Use formatted coding templates to reduce errors in fixed-field coding
g. Manage links between authority and bibliographic records automatically
h. Fully support Unicode and html in special characters and diacritics
i. Flexibility in searching bibliographic records by any marc field
j. Create customized lists and reports
k. Ability to create non-marc metadata
• BIBFRAME
• Other
l. Ability to bridge records back and forth between staff and cataloging modules
m. Authority control
• Automatically verify the headings in any record
• Merge authority records and adjust their linked headings automatically
• ability to create, edit, merge, and delete headings
• Ongoing update of authority headings according to the library of congress
• Globally update authority headings records by any marc field
• Provide as a one-time service for application of authority control, RDA standards, and FRBR access points to county bibliographic records.
• The result of this authority control process would be the change of each applicable heading in each marc record to a current form of entry, and production for each such heading of a corresponding marc authority record for inclusion in the database of the next generation integrated library system (NGS and ILS); the RDA conversion of all bibliographic records, and the updating and addition of access points in bibliographic records to prepare for a FRBR display in the ILS.
• Automatic authority control update services would be provided as periodic services for automatic updates of authority records, RDA standards, and FRBR access points in county bibliographic and authority database.
• The result of this update process would be replacement of authority records with newer versions of those records, and the update of headings in associated marc records by the ngs/ils to a current form of entry, and the update of records to meet current RDA and FRBR standards.
- Acquisitions with fund accounting – should provide the following:
a. Ability to create and maintain selection and ordering lists
b. Selections and purchase request functions are part of the acquisition’s software
• Download acquisitions vendor selection and ordering lists
• Integrate multiple vendors’ selection lists
• Ability to make additions and deletions to selection and order lists
• Electronic ordering with selection lists (EDI)
• Ability to make customizable data entry and add free text fields to selection and
c. Purchase requests
d. Ability to make individual purchase requests and desiderata
e. Sort purchase requests by selector, program, or budget code
f. Ability to customize work slips to reflect local format and fields
g. Work slip functionality
• Electronic work slips
• Printed work slips
h. Ability to view status at every stage of the acquisitions and cataloging process including:
• Selection
• Ordering
• Receiving
• Pre-processing
• Cataloging
• Post-processing
• Online public access catalog (PAC)
• Ability to suppress selections/desiderata bib records and items in OPAC
• Automatic update of bib record in OPAC throughout the acquisitions/processing/cataloging workflow
• Ability to delete a record
• Ability to have an indexed and searchable user defined field (UDF) that is linked/related to the county-generated po number contained in the ILS.
• Library staff creates and enters data into this field
• Archive by fiscal year
• Catalog records should remain separate from acquisitions records.
• Ability to distribute partially approved/received orders. - Serials control with fund accounting – should provide the following:
• Issue arrival prediction
1. Regular patterns
2. Irregular patterns
• Automatic check-in
• Flexible holdings display (free text)
• Manual edit of holding patterns
• Display of serials holdings data in other modules
• Accommodate and link title variations
• Accommodate and link multiple formats of the same title (print, fiche, electronic, etc.)
• Hyperlink to the e-version of journal
• Flexible, customizable display of call number and location
• Share vendor records with acquisitions module
• Share fund records with acquisitions module
• Manage subscription renewal and cancellations
• Support automatic or mediated claims and cancellations in email or print formats 1. Automatically, via email
2. Manually, via email
3. Automatically, via printouts
4. Manually, via printouts
• Claims alerts
- OPAC – should provide the following:
• Web browser visual user interface using popular web browsers
• Secure socket layer encryption
• Interfaces in multiple languages including Spanish
• Smartphone and tablet interface
• Ecommerce interface
• Spell checker
• Authentication by browser type to access secure websites and restricted resources
• URL link resolver
• Link from the OPAC to multimedia and eContent
1. eBooks
2. eJournals
3. eVideo
4. eAudio
• User-customizable capabilities and personalization
1. Interface look and feel (skins)
2. To make requests for alerts of new content via keyword
3. User-created favorites lists
4. User-created “save search” lists
5. User recommendations
• Capabilities and customer support for library’s page-level customization
1. Customizable search buttons
2. Customizable search interface
3. Customizable display screens
4. Display enriched content: i.e., from chili fresh
• Display multiple links per record
• “Similar search” or “did you mean” functions
• Limit searches to specific holdings
• Limit searches to only available items
• Limit searches to specific locations
• Ability to filter search results
• Ability for patrons to place holds on specific copies
• Ability for patrons to place holds on specific volumes
• Ability for patrons to place holds at the title level
• Ability for patrons to access their accounts and perform the following functions:
1. View and pay charges, view items,
2. Renew items,
3. Place and manage holds,
4. Create ill requests,
5. Update profile,
6. Create associations,
7. Create wish lists,
8. View and manage checkout history,
9. Create purchase suggestions,
10. Submit reviews,
11. Subscribe to library communications
• Ability to specify (filter) item locations in first results display screen
• Ability to specify (filter) item locations and specify their display order in subsequent results display screens
• Ability to invoke an OPAC search from a different web page
• View and manage newsletter subscriptions - Portal module – should provide the following:
• Authentication for user access
• Secure socket layer encryption
• User-customizable interfaces
• Content alert service matching user profiles
• Profiles and personalized library service
• Faceted searching
• RSS notification
• Federated searching
1. Z39.50 based
2. Based on connectors
a. Of licensed databases
b. Of programs and events (in 1.9)
- Circulation – should provide the following:
1. Notification
• Printed
• Email
• Text message to phones
• Automated telephone notification system
• Multi-language support
2. Offline pc circulation backup
3. Online patron registration with duplicate detection
4. Link and merge patron records
5. Signature capture
6. Customizable email or printed receipts
7. Intuitive and easy-to-use staff interface
• To make status changes
• To edit records
• To set return date
• Ability to sort or search records using multiple fields
• Search terms should allow for approximate string matching
• Ability to customize workstation settings 8. Client software is compatible with all mainstream browsers, software, and operating systems
• Current windows OS
• Unix or Linux
• Mac OS
• Android
• iOS
• Microsoft edge, safari and chrome 9. Intuitive staff interface and functions for holds/requests
• Ability to turn off and on the capabilities to place holds on specific items and copies at the bibliographic record or collection level
• Ability to place title-level holds
• Ability to place multiple holds on the same bibliographic record
• Customizable holds
• Hold notifications
• Customizable hold slips
• Customizable holds check-out slips
• Ability to show status of in-transit shipment of requested items
• Ability for staff to manipulate the holds queue order or to force a specific item to fill a hold immediately
• Limit the total number of items a customer can request
• Limit the total number of items a customer can borrow by format or collection
• Block customers with fines over a certain dollar amount
• Ability for staff to block customers manually 10. Support for floating collections:
• By designated group of branches or by all branches
• By designated collections or item types
• Ability to specify a redistribution algorithm by branch, collection or format
11. Archive financial transactions
12. Batch loading (registering) and deleting patrons
- Stock rotation and homebound services capability – should provide the following:
• Ability to create groups of items that will move as a group between locations
• Ability to set a location routing order for a group of items
• Ability to set the number of days before routing at each location
• Ability for patrons to opt-in to saved reading history
• Automatic generation of pick lists for materials new to the patron
- Program registration, room booking and scheduling – should provide the following:
1. Ability to create, edit, delete events and the following:
• Programs for an event
• Repeating occurrences of an event
• repeated times within an occurrence
2. Ability to create, edit, delete event locations
• Rooms with the various branches
• Off-site events
3. Ability to register patrons for events
• Staff registration of patrons
• Online patron registration
• Ability to determine eligibility by patron type/branch
• Ability to register non-patrons
• Ability to create wait lists
• Ability to auto-transfer from wait list
• Ability to send registration confirmation
a. By text message
b. By email
• Ability to send mass custom notices to registrants
a. By text message
b. By email
4. Ability to book rooms with minimal conflicting schedules
• Ability to extend event to include preparation and clean-up time
• Ability to book equipment for use during the event
• Ability to book staffing for the event 5. Ability for moderated patron-created room reservations
6. Ability to notify creator and presenter of the following:
• Cancelation due to deficient registration
• Registration meets minimum required number
• Registration exceeded maximum allowed attendance
• Reminder message to creator
• Reminder message to presenter
7. Ability to display programs in OPAC
• Ability to display programs in calendar view
• Ability to create room set-up views for staff
8. Integration with ecommerce for fee payment
- Inventory control – should provide the following:
• Compatibility with multiple portable devices
• Ability to update inventory status upon item check-in
- Ill management – should provide the following:
• Interoperability with OCLC
• Interoperability with other ILSs
• Support for authentication
• Overdue and item-ready pickup notifications using: 1. Email messages
2. Automatic text messaging with phones
3. Staff texting overdue messages
• Staff-moderated patron ill self-service requests
- Management information system and report generator – should provide the following:
• Production of the day one reports as described in appendix iii
• Capabilities for SQL queries
• User-customizable reports
• Ability to schedule reports
• Batch loads and exports of records should report the details of the data transfer
• Ability to export reports in the following formats:
1. Excel
2. Csv
3. Raw data in text format
4. Pdf
• Ability to warn users about reports that may be CPU intensive
• Ability to control access to sensitive reports by user profile settings
- Electronic resource management – should provide the following:
• Management feature to integrate all digital collections
• Sync digital titles in the catalog alongside physical materials so searches can return comprehensive results
- Browser-based staff interface
- System administration – should provide for following:
• Create user profiles and passwords for ILS access
• Grant and revoke privileges for users
• Full read/update SQL access to database
• Ability to create user-defined fields within the database
• Ability to use stored SQL procedures with trigger functionality
• Ability to create temporary database tables
• Authentication of staff accounts using active directory
• Periodic expiration of passwords with notice to reset
• Full and differential backups
• Full documentation of RDMS, hardware applications, operating systems, and network diagrams
• Full documentation and training for all aspects of the ILS
• A disaster recovery plan
• Configuration for 99.99% availability
- Data encryption – should provide the following:
• All data held in the ILS should be encrypted including “data at rest” and “data in motion”
• All backups should be encrypted
- Americans with disabilities act (ADA) compliance – accessibility to the ILS software including any Presentation through web pages or client software should meet the minimum ADA compliance requirements below:
• All images have alternate text representative of the image
• Color schemes should ensure maximum contrast for all text, elements, controls, widgets, etc.
• All input controls should be labelled accordingly, so they are easily discernable by an ADA interpret Device
• All downloadable documents should be available in an alternative text-based format
• All video content should include audio descriptions of images, settings, gestures, and any other details of the video
• Avoid using blinking, flashing or other distracting features
• Include visual notification and a corresponding transcript if any sound is played
• Design online forms to include descriptive html tags that provide users with disabilities the information they need to complete and submit forms.
2. Interfaces
• Public pc scheduling – envision ware, inc.
• Point of sale (pos) – envision ware, inc.
• Self-checkout – envision ware, inc.
• Google analytics
• Cloud library
• Gale
• Unique management services
• Spring share event management
• Ecommerce – envision ware, inc.
• ContentDM – OCLC
• Collection HQ
• Sip2 interfaces
• Patron point
• Chili fresh
• Zebra gk240t label printer
• Receipt printers
• End-to-end PCI compliance
• Boundless
- Contract Period/Term: 12 Months
- Questions/Inquires Deadline: March 14, 2025