The Vendor is required to provide an automated, commercially available, off-the-shelf (cots) integrated library system to control and access to its library and archival holdings.
- Proposed system must include the following features:
• Circulation module – this includes a user database that integrates seamlessly with the bibliographic database to allow the circulation of library materials in person or through interlibrary loan.
• Cataloging module – this includes a bibliographic database for describing and maintaining the library’s archival and bibliographic holdings and must accommodate all standard marc bibliographic tags.
• Must allow for individual and batch edits of bibliographic records, including change of status, adding, or removing fields and subfields, and removing entire records by defined parameters.
• University retains ownership of its (imported, edited, created) records within the ILS.
• Must have the ability to create and add records cataloged using bib frame and support linked data.
• Authority control module – this is the name and subject authority database that links bibliographic elements to creators and subjects and must accommodate all standard marc authority tags.
• Must support library of congress genre/form terms.  • Electronic Resources Manager – Must support the management of electronic resources, including contracts, licenses, agreements, and subscriptions, including information such as renewal and cancellation deadlines. Supports data tracking and title list maintenance.
• Must host the product(s) using a service located in the state.
1. Prefer for the product to be web-based and hosted on a cloud-based server.
• Provide a detailed data migration plan and timeline, including an adequate testing strategy.
• Provide a detailed implementation plan and timeline, including an adequate testing strategy.
• Provide ongoing technical support.
• Provide initial and ongoing training to university library staff and other authorized users of the proposed system.
• Provide the most up-to-date version of the proposed system throughout the term of the contract. - Full administrator role for proposed system
• This role will be assigned to the university systems librarian and designated backup administrator.
• This role will have full access to the system for managing tables, online public access catalog configuration, and the like.
- System administrator role for university catalog (online public access catalog)
• This role will have full access to the university modules and online public access catalog; this role can be the same as the full administrator role.
- Advanced user role for each module
• This role will have access to advanced features in one or more modules as job responsibilities or oversight (in the case of managers and supervisors) dictate.
• May include creating report templates, scheduling and running reports, and/or creating and editing original bibliographic records, new patron records, or vendor records.
- Limited access role
• This role will be assigned to library staff who do not require the advanced user role in one or more modules.
• This role will have limited administrative access to create user profiles for patrons and staff, create invoices, run reports, delete items, edit records, participate in other module-level tasks according to job responsibilities.
• Incorporate view only access to modules not directly related to job role.
- General user role
• This role will be assigned to general library and it staff who manage equipment circulation, including student employees who do not require advanced access as outlined in higher-level roles.
• This role will have the ability to perform circulation functions including checking out materials and placing holds, viewing patron information, performing limited bibliographic/authority editing/uploading tasks, and running basic reports as their roles require.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 14, 2025