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New library management and discovery system and related migration and implementation services


District Of Columbia, United States
Government : Federal
RFI
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1. Request for Information

The U.S. Department of Labor (DOL) Library is conducting market research on available software as a service (SaaS) cloud-based library systems. The library system primarily should support traditional library functions, provide an online catalog with discovery service, and be hosted and supported by the vendor.
This Request for Information (RFI) is issued solely for information and does not constitute a solicitation. In accordance with the FAR 15.201(e), RFI's may be used when the Government wants to obtain price, delivery, other market information, and capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Respondents are solely responsible for all expenses associated with this RFI response. For the purposes of this RFI, the term "vendor" refers to those members of the industry providing a response to this RFI. Payment will not be provided for information obtained in this RFI, nor will it be returned. Respondents will not be notified of the RFI assessment.


2. Background


The DOL Library supports the national and regional offices of the Department by providing research services and access to electronic and physical resources for DOL employees primarily conducting regulatory, legal, and field work. The DOL Library represents the Main and Law collections (at National Headquarters), the Occupational Safety and Health (OSHA) Technical Data Center collection (at National Headquarters), and the Mine Safety and Health (MSHA) Technical Information Center and Library (in Beaver, West Virginia).
The Library currently operates a traditional Integrated Library System (ILS) and Online Public Access Catalog (OPAC) that are hosted and managed internally. The ILS contains approximately 175,000 bibliographic and 270,000 item records. The Library also subscribes to four core electronic journal databases, which are accessible via IP authentication via direct links on the DOL intranet. Records of these electronic holdings are not incorporated into the current catalog.


3. Scope


The scope of this RFI is for the acquisition of a new library management and discovery system and related migration and implementation services. Vendors' responses should primarily address relevant security issues, the library management capabilities of their system, the discovery service provided, data migration requirements, and a general implementation plan. The library also seeks information on potential digital asset management system (DAMS) capabilities of the vendor's system and the impact of a projected import of a significant number of bibliographic records.


4. Questions


Interested vendors should provide a response that addresses the following topics and questions.


4.1. System Architecture


4.1.1. What cloud-based PaaS or SaaS service(s) do you provide? Are you able to provide a unified discovery and library management system?
4.1.2. For local library management functionalities, is your system client- or web browser-based?
4.1.3. Where are your servers located? Are you able to host all DOL data on servers located within the continental United States only?
4.1.4. What type of contingency planning do you have in place to ensure continuity of service in the event of a system or server outage?


4.2. Security


4.2.1. Please address if your system is FedRAMP certified or where your system is in the FedRAMP certification process. Do you have dedicated support staff willing to discuss security concerns if requested by DOL?
4.2.2. How do you protect personally identifiable information (PII) found in patron and circulation data (i.e. encryption, etc.)?
4.2.3. Do your products operate with an HTTPS certificate?
4.2.4. Do you have any other relevant security certifications?


4.3. System Functionality


4.3.1. What standard ILS functions (i.e. cataloging, circulation, etc.) does your system offer? Are these available as a package, or does the library select which functions it requires?
4.3.2. User management
4.3.2.1. Can the system support different types of users (i.e. librarians with differing privileges, patrons)?
4.3.2.2. Can patrons create and manage their own accounts? If so, please describe how patron registration/access may be limited by such means as IP authentication.
4.3.2.3. Describe the authentication method(s) used in your system.
4.3.3. Circulation
4.3.3.1. Can your system generate overdue and courtesy access, and can these be set to go automatically and/or manually?
4.3.4. Cataloging
4.3.4.1. Does your system provide means to conduct original and copy cataloging?
4.3.4.2. Describe how local changes to shared/global bibliographic records are managed by your system. In particular, please address
4.3.4.2.1. The input/display of local MARC fields (e.g. 090, 852, 856)
4.3.4.2.2. The input/display of local notes
4.3.4.2.3. The use of local call numbers
4.3.4.3. Describe how your system handles item locations. Can a bibliographic record handle having two or more different items in two or more places?
4.3.5. Serials
4.3.5.1. Does your system allow for the creation of automatic serials holdings predictions?
4.3.5.2. Does your system have a mechanism for checking in serials?
4.3.6. Reporting
4.3.6.1. Does your system provide a standard set of reports?
4.3.6.2. Can the library create customized reports?


4.4. Discovery Services


4.4.1. Can your system search across multiple collections, including bibliographic records and electronic journal records? What methodology does your system use to conduct the searches?
4.4.2. How does your system determine what search results to show?
4.4.3. How do you maintain up-to-date records for electronic journal holdings?
4.4.4. Does your system allow for the browsing of collections by database, collection, journal title, or other relevant categories?
4.4.5. Does your system incorporate any third party applications or features that might enhance the user experience, such as book reviews or social tools?
4.4.6. Can the library place restrictions on who can view certain pages or types of materials by IP authentication?
4.4.7. Does your system conform to Section 508 Access Board accessibility standards?
4.4.8. Describe any other relevant features available to patrons through your discovery system, such as the ability to place a hold or an interlibrary loan request.


4.5. Migration


Please describe what data, and in what format, and what transmission method you would require to complete a total migration from the library's current ILS and OPAC to your new system. Please describe the support you provide in the data migration process. The library expects, at a minimum, the following data to be transferred:
4.5.1. All bibliographic records, including originally cataloged/unique records
4.5.2. All local data tied to bibliographic records including local MARC fields (09x, 59x, 856, 9xx), local system notes, local assigned call numbers, and local assigned item IDs
4.5.3. All item location data, including the library that owns the item and the item's current shelf location
4.5.4. All current circulation data including current check outs, over-dues, etc.
4.5.5. All user data including name, unique identifier, phone, and email address
4.5.6. All serial control and serial holdings records
4.5.7. All current authority records


4.6. Implementation and Support


4.6.1. Please provide a general timeline for what you would expect the system implementation process to look like from the date of a potential contract award. Note time expected for migration, testing, and training. Note any other relevant implementation factors and their expected time.
4.6.2. Please describe vendor involvement and support available during the implementation process. Is a primary point of contact established? Is a support center or team available?
4.6.3. Please describe training available to library staff during the implementation process.
4.6.4. What type of support do you offer if the library wishes to customize the system further?
4.6.5. What kind of support is available post-implementation? Should the library expect to maintain a service contract?


4.7. Other Needs


The following are relevant items of interest or inquiry of which a potential vendor should be aware.
4.7.1. The library has a non-functional digital asset management system (DAMS) that contains a significant number of digital assets and their metadata. The library would prefer its new library management system to also have DAMS capabilities. If applicable, please address your system's capabilities for the following:
4.7.1.1. Storage of digital assets
4.7.1.2. Discovery and display of digital assets
4.7.1.3. Data capture and ingest through web crawling of DOL sites
4.7.2. The library maintains a physical card catalog for many of its pre-1975 holdings and estimates that anywhere from 100,000-250,000 items are represented by these cards. The library plans on digitizing these records and ingesting them into its system at some future point. Please address any relevant issues the library should be aware of related to the ingest of a large amount of data, such as increased server storage costs.


4.8. Cost


4.8.1. Provide an estimated cost to procure and implement a new system. Please break down the cost by, at a minimum
4.8.1.1. Initial procurement cost
4.8.1.2. Migration/support costs
4.8.1.3. Implementation/training costs
4.8.1.4. Any relevant costs associated with items addressed under "4.7 Other Needs"


5. How to Respond


Responses to this RFI must be no more than twenty-five (25) letter sized (8.5 x 11) pages in length using the standard margins and font. Responses that only send sales or marketing material will not be assessed. All responses must clearly and directly address vendor capabilities and library concerns.
All responses are to be submitted electronically to the DOL Contract Specialist provided below in Microsoft Word format by 10:00 AM Eastern Standard Time (EST) on October 26, 2018. Hard copy responses will not be accepted.


Send the email responses to: graham.nashaunte@dol.gov
For questions regarding this RFI, you are welcome to contact
Name: Nashaunte Graham
200 Constitution Ave NW Room S4307
Washington, DC 20210
Email: graham.nashaunte@dol.gov


Nashaunte Graham, Contracting Officer, Phone 2026937964, Email graham.nashaunte@dol.gov

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