Library Data Collection Platform

The vendor required to provide a library data collection platform to collect, analyze, and report library data of agency.
- Acquire a solution to enable agency to administer the annual report and survey, which will be completed by state libraries. 
the solution will allow for the submission, collection, processing, analysis, and reporting of library data.
- The solution will be a robust product that allows for maximum flexibility in creating and updating the questionnaires used to collect library data from agency and generating reports on the collected library data.
- Solution that has sufficient accessibility features to enable users with disabilities to access the full functionality of the solution.
- Mandatory solution requirements
1. Technical requirements
•    The solution shall be SaaS, and shall be hosted by the contractor such that no hardware or system software needs to be maintained by agency.
2. Functional requirements
•    Personal information collected and stored in the solution will be subject to act and is legally required to be protected against risks such as unauthorized access, collection, use, disclosure, and destruction. 
•    The solution must have safeguards in place to protect against unauthorized access, collection, use, disclosure, and destruction of any personal information that resides in the solution. 
•    Security measures exist within the solution to protect against unauthorized access to personal information.
- Desirable solution functionality
1. Technical
•    The solution should allow for an extensive number of user accounts. 
•    It is estimated that 350 user accounts will be needed at implementation. 
•    Accommodate any new agency and library service points that may be established in the future, the ability to add additional accounts at no cost is desirable.
•    The solution should allow for the creation and management of user accounts to be mediated by agency administrators, ideally with little to no involvement of the contractor.
•    The ability to create user accounts should rest solely with agency administrators (i.e., users should not be able to independently create an account and access the solution).
•    The solution should have a user account permission system that enables agency administrators to define, customize, and assign various levels of access to individual users and groups of users.
•    The permission system should allow for granular customization of user permissions related to the following functionality:
o    Administration of the solution (e.g., configuration of global settings)
o    User account management (e.g., create/edit/delete accounts) 
o    Survey creation (e.g., create/edit/delete, disseminate)
o    Survey response (e.g., complete and submit surveys) 
o    Reporting (e.g., create/run/view reports)
•    The solution should allow for simultaneous use by an unlimited number of users.
•    The solution should allow for remote access (i.e., users may access from anywhere they have an internet connection).
•    The solution should be accessible to users with slower than average internet speeds and to users with lower available bandwidth.
•    The proposal should indicate what bandwidth requirements and internet speeds the solution is able to accommodate (i.e., minimum required speed and bandwidth). 
•    The proposal should also indicate what internet speeds and bandwidth are required for the solution to operate optimally.
•    The solution should also allow agency administrators to import data, including but not limited to historical survey data that may have been collected in a platform other than the proposed solution.
•    The solution should include a testing environment, separate from the live implementation of the solution, or similar functionality where agency administrators can safely experiment with new settings, configurations, surveys, reports, and user experience with no impact on the live environment.
•    Provide service level guarantees, to ensure minimal downtime for the solution.
•    The solution should support multiple operating systems (e.g., windows, MacOS, iOS, android) and web browsers (e.g., chrome, safari, edge, Firefox).
•    The solution should allow users to download and print surveys and other content for offline reference and record keeping.
2. Functional
•    The solution should allow agency administrators to create, update and modify, administer, and monitor multiple concurrent surveys for completion by survey respondents. 
•    If updates are made to a previously administered survey, it should not affect any of the data that was previously collected.
•    Survey creation functionality within the solution should allow agency administrators to assign surveys to specific survey respondents. 
•    Some surveys may only be made available to a subset of survey respondents. 
•    Signing into the solution with their account, a survey respondent should only be able to access and complete surveys that have been assigned to them.
•    Survey creation functionality within the solution should allow for fully customizable questions with a variety of response types. 
•    The solution should allow for free-text, radio button, and dropdown menu responses.
•    The solution should support and differentiate between multiple data types, including integer, text, currency.
•    Survey creation functionality within the solution should allow for context specific help (e.g., definitions, instructions) to be added to each question. 
•    Completing a survey, survey respondents should be able to easily identify and access any context specific help that has been added to a question.
•    The solution should allow survey respondents to add free-text notes to all responses regardless of the question type.
•    The solution should allow agency administrators to include various response controls and supports to assist survey respondents in providing accurate data and to alert them of potential errors.
•    Ability for agency administrators to determine which data elements are included or excluded from reporting (e.g., to exclude personal and sensitive information).
•    Ability to calculate and output basic statistics (i.e., sum, mean, median, mode)
•    Ability to output data in tables and graphs
•    The solution should include functionality that allows users to generate infographics, or other visual representations of data, designed to be shared with and engage and inform the general public.

- Contract Period/Term: 3 years