The vendor is required to provide for an integrated library system (ILS) that is scalable, user-friendly, and capable of supporting the evolving needs of a multi-branch library environment
- The selected ILS must streamline workflows, enhance patron engagement, and integrate seamlessly with existing third-party services.
1. General system requirements
• Provide a stable, scalable, and flexible platform to support current and future library needs.
• Offer a cloud-based model
• Include a responsive design for both staff and patron interfaces.
• Support a multi-branch environment with centralized and branch-specific configurations.
2. User experience and accessibility
• Provide an intuitive user interface for staff and patrons.
• Be compliant with accessibility standards such as WCAG 2.1 and ADA.
• Offer multi-language support for the user interface and patron notifications.
3. Cataloging and metadata management
• Support marc and non-marc metadata standards.
• Provide tools for batch processing, authority control, and record deduplication.
• Allow customizable metadata fields and integration with external cataloging services.
4. Circulation and patron management
• Support checkouts, renewals, holds, and fine management.
• Allow for automated patron notifications via email, phone, SMS, or app notifications.
• Enable flexible loan rules, including multiple patron types and item categories.
5. Discovery and OPAC (online public access catalog)
• Provide advanced search functionality, relevance ranking, and filtering options.
• Offer a modern, mobile-responsive interface.
• Support personalized recommendations and reading history (optional for patrons).
• Integrate seamlessly with digital collections and third-party content providers.
6. Acquisitions and financial management
• Support purchasing workflows, budget tracking, and vendor integration.
• Allow for automated ordering, invoicing, and approval workflows.
• Enable multi-year budgeting and financial reporting.
7. Serials and subscription management
• Support tracking and renewal of serials, periodicals, and electronic subscriptions.
• Provide automated claiming and subscription renewal notifications.
8. Interlibrary loan (ILL) and resource sharing
• Integrate with interlibrary loan networks
• Provide efficient tracking and fulfillment of borrowed and loaned materials.
• Provide reporting and printing services for interlibrary loan transactions such as special book wraps/flags/lists.
9. Reporting and analytics
• Offer pre-built and customizable reports on circulation, user activity, and collection management.
• Support real-time dashboards and scheduled report generation.
• Allow data exports in multiple formats (csv, excel, pdf, html).
10. Integration and compatibility
• Provide APIs and web services for third-party integrations.
• Support authentication via single sign-on (SSO) and other authentication protocols.
• Integrate with e-resource platforms, payment processing systems, third-party hardware appliances and mobile apps.
11. Data migration and system transition
• Provide a detailed migration plan, including data extraction, transformation, and validation.
• Ensure minimal downtime during system transition.
• Offer data integrity verification before final implementation.
12. Security and compliance
• Comply with data security best practices and applicable regulations, such as using SSL/TLS and following requirements under CCPA, PCI-DSS, etc., where applicable.
• Provide role-based access controls and audit logs.
• Encrypt patron and transaction data both in transit and at rest.
13. Hosting and deployment options
• Offer cloud-based models.
• Provide uptime guarantees and redundancy measures.
• Ensure compliance with industry security standards for hosted solutions.
14. Implementation and training
• Provide a detailed implementation plan with key milestones.
• Offer comprehensive training for library staff, including on-site and remote options.
• Supply user manuals and ongoing training resources.
15. Support and maintenance
• Offer ongoing technical support with defined service-level agreements (SLAS).
• Provide regular system updates and security patches.
• Ensure availability of a dedicated support team with multiple communication channels.
16. Budget and pricing considerations
• Initial implementation costs.
• Licensing fees and ongoing maintenance costs.
• Clear information on use and cost of 3rd party solutions and vendors.
• Additional costs for integrations, training, or support beyond standard services.
17. Other features or considerations
• Additional system capabilities that may benefit library operations.
• Unique features that set their system apart.
• Future features that set their system apart.
- Contract Period/Term: 5 years
- Pre-Proposal Meeting (Non-Mandatory) Date: May 15, 2025
- Questions/Inquires Deadline: May 23, 2025