Integrated Library System

The Vendor is required to provide for a modern, user-friendly, software as a service (SaaS) system that fully integrates the patron records and bibliographic database offerings of the agency in a centrally accessible platform that allows holdings to be stored, accessed, tracked, and reported in a seamless management system.
- This system shall provide a scalable solution that will include up to 58 community colleges and their satellite campus/community libraries with support and consistent services
- This modern system shall integrate seamlessly with interoperability and real-time connection with discovery services and integrated third-party applications.
- As technology platforms continue to evolve, it is incumbent for systems of higher learning to update tools, resources, and purchasing agreements to adapt and expand library infrastructure environments.
- The Integrated Library System (ILS) with an upgrade to a SaaS environment during the State’s 2013-14 fiscal year.
- System include:
• Automatically verifies authority headings in any record.
• Creates, edits, merges, restores and deletes authority headings.
• Reports blind authority headings. 
• Overlaying existing records in the consortium via connexion.
• Indexing of imported records, including keyword indexing, and how completely and quickly the proposed solution performs this function.
• Spell checking.
• Real-time downloading with z39.50 targets.
• Globally editing bibliographic records.
• Customizable duplicate detection.
• Utilizing formatting coding templates to reduce errors in fixed-field coding.
• Automatic management of links between authority and bibliographic records. 
• Uploads student information from the college’s ERP software system. 
• The student information to be imported will be the student’s name and address.
• Integrates functions so that transactions (placing a hold, paying a bill, updating a patron record, etc.) can be performed from one window.
• Edits of the book drop check-in dates.
• Supports process for printing receipts of checked-out items.
• Allows editing of receipt headers.
• Supports reversal of lost item status once the item is returned and reverses the replacement cost and substitutes it with overdue fines.
• Supports claims returned functionality with timestamp.
• Uploads and displays patron photos in the patron’s record and performs real-time updates when patron record is modified.
• Renews item records.
• Renews patron library cards.
• Allows borrowing and lending rules, such as lending period, grace period, library closures, among others, to be customizable by location.
• Allows borrowing and lending rules to be created by the owning library, home location, item type, patron status, and other variables.
• Allows borrowing and lending rules to be over-ridden based on the level of user permission.
• Tracks items loaned from individual libraries.
• Provides reliable offline circulation and patron registration options.
• Debt collection
• Multiple payment types (cash, check, and credit card, for example.) at circulation desk
• Two-way communication with the business office of individual community colleges.
• Staff waiver or cancellation of fines based on permissions.
• Individual libraries determination of overdue fine rates.
• Payment of fines by patrons online and at the circulation desk.
• Notices regarding holds and overdue or lost items.
• Historical patron tracking on an item.
• Historical tracking of changes to patron records.
• A historical record of bills and fines paid by patron and by item.
• A historical record of notifications sent to individual patrons.
• Printing a list of checked-out items for patrons on receipt paper.
• Editing of receipt headers and receipts.
• Customization of permissions by individual or group.
• The sending of notifications by mail, telephone, email, or text.
• Allowing the patron to select notification preference.
• Customizations of notifications by individual library.
• Individual library determination of the frequency of notifications.
• Patrons electing to track borrowed materials, which does not erase history when an item is checked in.
• Patrons borrowing materials from all locations while maintaining a home location within a library.
• Self-checkout equipment.
• Web browser visual user interface
• Language interfaces (English/Spanish)
• Smartphone interface with responsive design
• Predictive keyword searching (auto-fill, auto suggest, predictive searching, faceted searching)
• Limiting searches to a specific library (institution) or groups of libraries within the consortium.
• The ability to narrow returned search results
• Capabilities and vendor support for each library's page level customization
• Search box widgets
• Auto-generated citations
• Single sign-on
• Usage statistics, analytics, top queries
• Customization of the discovery service at the html/xhtml/CSS level
• Staging port for testing configurations
• Profiles for personalized library services.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 21, 2025