Contoocook Valley Regional School District

Integrated Library Management System

Request for Proposals

TO:

All Prospective Bidders

FROM:

Dr. Cathy Higgins, District Director of Technology

Contoocook Valley Regional School District (CVSD)

DATE:

January 13, 2012

You are hereby invited to submit a proposal for an integrated library management system in accordance with the
guidelines and the requirements contained within this Request for Proposals.
Your offer must be received in this office on or before 4 PM EST on Tuesday, February 14, 2012. Failure to
adhere to any of the requirements of this solicitation may result in rejection of your offer as unresponsive. By
responding to this Request for Proposal (RFP), the BIDDER agrees to all provisions herein.
CVSD reserves the right to reject any proposals received after the closing date of the RFP timeline.
Questions pertaining to the Request for Proposal should be directed to Dr. Cathy Higgins. Email is preferred as
the method of correspondence for questions regarding this RFP. All questions should be submitted no later than
4 PM EST on Wednesday, January 25, 2012.

Proposal Submission and Review Timeline

Please submit one (1) paper copy of your proposal in a sealed envelope marked BID. In addition, please
send one (1) electronic copy of your proposal as a single email attachment to the address below. Proposals
will be accepted on or before 4 PM EST on Tuesday, February 14, 2012. Any paper original proposal
received after the appointed time will be returned unopened. CVSD will accept no responsibility for late
deliveries. FAX proposals will not be accepted.
Dr. Cathy Higgins, District Director of Technology
ConVal School District
106 Hancock Road
Peterborough, NH 03458
603-924-3336, extension 2046
chiggins@conval.edu
Timeline
Date
Friday, January 13, 2012
Wednesday, January 25, 2012 @ 4PM
Monday, January 30, 2012
Tuesday, February 14, 2012 @ 4PM
Tuesday, February 15, 2012
Monday, February 27, 2012

Event
Post RFP @ www.conval.edu
Deadline for questions regarding RFP
Answers to questions posted @ www.conval.edu
Deadline for Receipt of Proposals
Opening of Bids, Committee Review of Bids Make
Recommendations for Selected Vendors
Anticipated announcement of Vendor Selection

Request for Proposals

Table of Contents

Proposal Submission and Review Timeline ......................................................................................... 1

Introduction ....................................................................................................................................... 3
Background and Project Objectives .................................................................................................... 3
Format of Proposal ............................................................................................................................ 4
System Requirements ........................................................................................................................ 5
1. Mandatory Requirements ............................................................................................................ 5
2. OPAC Requirements .................................................................................................................. 5
3. Cataloging / Authority Control Requirements .................................................................................. 5
4. Circulation Requirements ............................................................................................................ 6
5. Inventory Control Requirements ................................................................................................... 7
6. Reporting Requirements.............................................................................................................. 7
7. Acquisitions and Serials Requirements ......................................................................................... 7
Evaluation Criteria .............................................................................................................................. 8
Appendix A: Recommendations from Recent Library Program Report ................................................. 9

ConVal Request for Proposals for Library Management System

Introduction
The Contoocook Valley Regional School District (ConVal) is engaged in efforts to update and enhance its
Library, Integration, and Technology Services, a key aspect of which is the need to update the current
automated circulation/catalog system. The district intends to develop a unified system wherein all holdings in
the district may be viewed on the network and remotely 24/7, so that patrons can access the collection in a
timely manner and conduct a federated search of all items. This Request for Proposals is intended to identify
an integrated library management system that meets the following requirements:
1.
2.
3.
4.
5.
6.
7.

Mandatory Requirements (including Operating System and Database)

Online Public Access Catalog (OPAC) Requirements
Cataloging and Authority Control Requirements
Circulation Requirements
Inventory Control Requirements
Reporting Requirements
Acquisitions and Serials Requirements

Background and Project Objectives

ConVal has a total of 11 schools (elementary, middle, high school and applied technology center) with student
populations as listed in the table below. All schools currently have an installation of Spectrum software.
# Students
School
ConVal High School
Great Brook (Middle)
South Meadow (Middle)
Antrim Elementary
Bennington Elementary
Dublin Consolidated
Francestown Elementary
Greenfield Elementary
Hancock Elementary
Peterborough Elementary
Temple Elementary
Current Student Enrollment

846
281
437
119
55
58
52
92
71
271
64
2,346

The intent of this proposal is to select the system that best meets the RFP requirements. The main goals for
changing our automation system are to:
1. Improve public service by integrating Library 2.0 features into our patron interface;
2. Improve staff productivity with a more up-to date and streamlined district-wide system created with the
specialized needs of a school library in mind;
3. Streamline patron organization and control of materials used; and
4. Streamline statistical gathering.
The system must be easy and intuitive for both patrons and staff to use. For example, CVSD library staff have
described the ideal system for the district as web-based and as easy as Dropbox; strong tech support; training
3

ConVal Request for Proposals for Library Management System

included; provides varied levels of administrative permissions (librarian, parent volunteer, patron, etc.);
interfaces with subscriptions, content software records, curriculum materials.

Format of Proposal
The vendors response should be easy to review without reference to other documents and must include, at a
minimum, the following sections:
1a. Cover letter - Within a letter of introduction, include the name and address of the firm submitting the
proposal and the name, address, and telephone number of the person(s) authorized to represent the firm
during contracting.
1b. Response to System Requirements - Include response to each of the system requirements in the
following manner:
A = Available: feature is currently in production in at least one library.
AD = Available with deviation: feature is currently available but differs slightly from library requirement
as stated here.
D = In Development: feature is currently being developed. State expected date of release.
P = Planned: feature is planned but not yet in development. State planned date of release.
N = Not Planned: feature is not currently planned for development.
2. Costs - Include a complete breakdown of all costs associated with delivering the proposed system, including
hardware, software, data conversion, installation, training, and annual maintenance. Unit costs and three years
of support are also required. Indicate purchase and implementation costs for two timelines:

Spring 2012 Install at high school, middle schools, and two largest elementary schools, with
remaining elementary schools completed in summer / fall 2012.

Summer 2012 All schools purchased and implemented in summer / fall 2012.

3. Implementation Plan - Provide a schedule for system installation, outlining milestones and responsibilities
of the vendor and each CVSD library. Describe how the proposed hardware will handle future growth of the
library, including additional volumes, patrons, and system features.
4. Training Plan - Describe the training approach. For example, when and where will training occur? Which
portions can be offered as webinars and which sessions are recommended as face to face? How many
persons can be trained at each session? Will specially trained staff be required to handle the system?
5. Vendor Profile - Include a brief description of the vendors background, organization, staff, and experience.
Include evidence of fiscal stability and solvency and appropriate insurance coverage to protect the interest of
CVSD.
6. Client List - Submit an unedited list of all libraries currently using the proposed system. The list must
include library names and addresses, names and phone numbers of contact persons, and size of systems
installed. Include documentation of a high customer satisfaction rate.
7. Warranties, Maintenance and Support, Updates - Describe warranty and maintenance policies for
hardware and software; customer support policies, including help lines, hours of operation and emergency
service; and policies for software updates.
4

ConVal Request for Proposals for Library Management System

System Requirements
1. Mandatory Requirements

System should allow full client browser based access from Windows (XP, 2000, 7), MacOSX, iOS, and
Android operating systems, using Internet Explorer, Firefox, Chrome, and Safari browsers.
System should utilize a Relational Database Management System.
It is desirable for data preparation to be done in-house at vendor headquarters.
Authority Control Processing and Real-Time access to the National Authority files should be included.
Web 2.0 centric OPAC is desired.
Information regarding specialized hardware is desired (i.e., server specifications and availability from the
vendor).

2. OPAC Requirements

The system must include a custom designed portal to the library catalog and other services.
The portal must be custom designed by the vendor based on the specifications of library staff. It is desirable
for the vendor to offer a template or templates, but not to limit the library to templates only.
The portal must not require Front Page or any other web-authoring tool to develop or maintain content and
links.
The portal must include built in HTML/XML tools that do not require staff knowledge of hypertext or extensible
markup language.
The entire portal site must be possible to edit without HTML/XML knowledge or tool(s).
The system must include cover art images at no extra charge. Cover art images are defined as BOOK
JACKET images and AV images for CD and DVD dust covers at a minimum.
If no cover art image is available the system must display a generic cover art image as an option.
The system must include the ability for patrons to view a subset of the library collection using the entire
screen to display cover art images with hyperlinks to the library catalog.
When an item is selected it must open to the label display.
Patrons must be able to view records, place holds and renew items remotely.
Alternate search options, such as advanced and Boolean search must be supported.
It must be possible to link directly from an item to a MAP of the library.
It must be possible to configure a MAP of the library to highlight holdings by using call number range or
collection(s).
It must be possible to highlight various call number ranges or collection(s) on a MAP with differing colors and
shapes.
The System must offer a federated search option to include at a minimum: Library Catalog, Remote
Resources including news feeds & websites, and Subscription Databases all in ONE search.
The System must support collapsing of results list either individually or wholly.
The System must support expansion of results list either individually or wholly.
The System must support automatic tag process.
The System must support patron-initiated tags.
The System must support patron-initiated reviews.
The System must support ability for staff to create and post lists in OPAC display area.
It must be possible to browse a carousel of items using cover art images only.
It must be possible to view search results in a grid in addition to a list.
Faceting searching must be supported.
It must be possible to limit faceted search results by format from books to DVDs in ONE step. It must not
be necessary to first close the faceted search result to change it.

3. Cataloging / Authority Control Requirements

Authority control processing must be included (ANY additional costs must be itemized).

ConVal Request for Proposals for Library Management System

Out-of-date headings in bibliographic records will be updated to current LC headings, and matching authority
records are to be supplied when the database is loaded.
The system must update all occurrences of a heading in a bibliographic file with a single global change
transaction.
Vendor must perform authority control processing during implementation and then continue support with realtime LIVE access to the National Authority Files as an ongoing process (ANY additional costs must be
itemized in the vendor provided quote).
The Authority Control processing must include matching every subject heading, author entry, and uniform title
in our database against the national authority files, and updating all records accordingly.
Every time a record is saved, the system must provide a configurable option to automatically perform
authority control verification based on the local authority file and automatically provide real-time access to
national authority files if the record is not found locally.
The system must automatically update records globally with national authority control changes when
necessary and then add the new record it to the local authority file. A batch process will not be acceptable.
On a nightly basis the system must automatically compare the local authority file against the national authority
files and update changes automatically, manually, or using a combination thereof.
The system must include embedded access to MARC 21 cataloging rules within the cataloging module.
The system must be FRBR/RDA compliant.
It must be possible to print from a label cue in cataloging either individually or in batch.
Cataloging must include a global editor. It must be possible to globally edit any field within the MARC record.
Vendor must indicate how the system manages or supports non-MARC records (i.e., metadata schema of
Dublin Core for digital and web resources) and any associated costs.

4. Circulation Requirements

The circulation screen must be completely customizable and configurable by authorized staff.
It must be possible to add/edit/delete fields within the circulation interface (e.g., patron photos can be
configured to display to the left, middle, or right of the screen, can be removed or resized based on staff
preferences).
It must be possible to add/edit/delete patron photos directly from a patron record.
It must be possible to take a photo directly from the circulation interface without having to open separate
software to take a photo and then download and then upload the photo.
The photo editor within circulation must include a crop editor.
Circulation must include instant email messaging when a hold is satisfied or cancelled.
Individual patron records should be able to be linked to records of other family members, as in parents to
children.
Staff should have the ability to add custom fields to patron records.
System should allow for easy cross checking against existing patrons, or a method to prevent duplicate
registrations of patrons.
All patron fields within the circulation interface must be hyperlinked to more information (e.g., clicking a
patrons name will take the user to a summary information screen.)
System should allow multiple transactions to be accomplished at one time (e.g., patron may pay a fine, renew
an item, place a hold, and check out an item without having to enter account information multiple times).
It must be possible to suspend holds to a future date.
Authorized library staff must be able to change the color of the interface using various skins included with
the system.
Staff should have the ability to design custom overdue notices.
All code setups and definitions must be controllable by the library -- no intervention is required by vendor to
change or add codes.
Circulation overrides should be protected by hierarchical passwords (i.e., certain types of materials -- ILLs,
reserves, etc. -- need a managers password, whereas a simple checkout would not).

ConVal Request for Proposals for Library Management System

The system must be able to retain up to the last three patrons to check an item out. Along with this, vendor
must ensure that the system is compliant with New Hampshire RSA 201-D:11. Library User Records:
Confidentiality. Specifically, records may only be viewed by authorized staff, not by student helpers or
volunteers, and not released/revealed to any third party without just cause.
http://www.gencourt.state.nh.us/rsa/html/XVI/201-D/201-D-11.htm
It must be possible to allow credit balances in circulation.
It must be possible to create check-in and check-out notes directly in circulation or cataloging.
Audible and visual warnings must alert users to a check-in and/or check-out note.
It must be possible to quickly add a brief MARC record on-the-fly in circulation.
It must be possible for the brief MARC record to automatically be updated to a full MARC record from a
hierarchy of defined sources.

5. Inventory Control Requirements

In addition to basic operations, circulation must provide for real-time, LIVE inventory.
It must NOT be necessary to scan items into a portable device and then upload them to the system to get
inventory results such as mis-shelved or missing items.
Real time inventory must include the ability to check shelf status when an item is scanned and notify staff
immediately if the item needs to be re-shelved.
All real-time, LIVE inventories must be accomplished within the stacks using a web-enabled device such as
a PDA, laptop, or computer on wheels.
If the item has a status other than on the shelf, real time inventory will instantaneously test to see if the item
can be checked in, and immediately check the item in, if allowed.
If the process of checking in the item will result in the need for operator action(s), such as when an item can
fill a hold, fines or fees need to be handled, or the item must be transferred to another location, then staff
should be alerted to take that item to the circulation desk for check-in.

6. Reporting Requirements

7.

The reporting module must be web-based and accessible via any standard web browser.
It must be possible to schedule reports to run at a date and time specified by authorized staff.
It must be possible to print or email reports automatically upon completion.
It must be possible to run ALL reports in PDF, HTML, XML, CSV, and Excel formats.
System must allow for custom reports to be developed.

Acquisitions and Serials Requirements

The system must offer a collection development tool in addition to acquisitions.

The acquisition system must utilize MARC records and support metadata records.
Acquisitions must include automatic copy cataloging with batch overlay of order records by full MARC from a
hierarchy of library-defined sources.
The library should have the option to display items in the OPAC automatically when the order is released,
transmitted, received, approved, or not at all.
The library should have the option to optionally change the default for when items display in the OPAC by
individual item or lists.
The system must be compliant with Electronic Document Interchange (EDI) standards issued by ANSI X.12
for invoicing and ordering.
Acquisitions must seamlessly interface with Z39.50 servers as well as major book vendors (B&T, Brodart,
Follett Library Resources, Ingram, BWI, Midwest, etc.) so that vendor-neutral selection lists ("shopping carts")
can be easily constructed.
The system must de-dupe records based on local database, current acquisitions orders, and current
selection lists.
The acquisition module must inform users of local copy info such as pending holds, owned copies, lost items.

ConVal Request for Proposals for Library Management System

Acquisitions must support uploading of shopping carts from major book vendors into the local acquisitions
tables.
The Serials module must support regular and irregular subscriptions deftly.
The Serials module must support check in of multiple items across multiple locations at one time.
The Serials module must notify staff when a subscription is about to expire.
The Serials module must support prediction patterns and notify staff automatically if a new prediction pattern,
based on the check in, is needed.
The Serials module must support claiming from a list or individual claims.
The Serials module must support binding.

Evaluation Criteria
The vendor deemed to be fully and most qualified, and best suited relative to the content of the submission and
evaluation factors will be selected to enter into a mutually acceptable Agreement.
CVSD retains the right to cancel this RFP, and may reject any submissions it deems unsuitable relative to
bidders qualifications, proposal, or other considerations. The decision of those responsible for evaluation of the
submittals is final.
The successful vendor must be fully capable of delivering the proposed system and services within its own
resources and may not presume to assign, transfer, or sublet any portion of this work or contract without the
express written consent of the CVSD. Non-compliance with this requirement may result in immediate
disqualification.
The CVSD Director of Technology and CVSD Library staff shall review all proposal submissions. Interviews via
conference call or webinar may be requested. The final selection of a vendor will be made in the best interest of
the CVSD. Evaluation will include the following criteria:
1.
2.
3.
4.
5.
6.
TOTAL

Evaluation Criteria
Response to System Requirements
Cost Effectiveness of Services
Implementation Plan
Training Plan
Vendor Profile & Client List
Warranties, Maintenance, Support, Updates

ConVal Request for Proposals for Library Management System

Weight
30%
30%
15%
10%
10%
5%
100%

Appendix A: Recommendations from Recent Library Program Report

In early 2011, ConVal worked with a Library Media consultant to develop a profile of each community and
school served by the library media program, helping to define programmatic strengths, problems, opportunities,
and directions. Excerpts from the resulting report of this work are included below:
Collection and related management is a major area of concern as it is difficult to give an accurate
snapshot of the overall state of district holdings because the current automated circulation/catalog
system is not able to perform the necessary back end functions and/or in the instance of several
elementary school libraries, the computers available to try and run reports or upload records for an
analysis run are of such low-end capacity that it is essentially impossible to do so. In short, the current
system is dated and inadequate In general the school library should provide a systematically
organized, readily accessible collection of resources sufficient to meet teaching and learning goals. The
materials should be collaboratively selected and regularly evaluated for currency, balance, adequacy,
and relevance to ensure that they remain consistent with the district and school mission and
expectations for student learning. Preliminary review of the limited collection data that has been made
available indicates that in conjunction with an upgrade to the circulation/catalog system, a systematic
evaluation of current items must be undertaken according to prescribed methods of weeding/deselection so that records of items no longer of value are not transferred to a new system. This also
presents an opportunity for the district to establish union-wide protocols and procedures for
accession/de-selection, technical processing and the creation of a standard nomenclature for record
entry.
Based on available records, the current average age of items across the district, with one exception, is
between 1994 and 1999. The exception is troubling, as it is ConVal High School where the average age
of publication is 1988. This is of special concern at all schools for resources in the Dewey schedules for
the natural sciences/mathematics and applied sciences (500s/600s) as well as the social sciences and
geography/history (300s/900s), as these represent the bulk of holdings in non-fiction and are those
areas most directly tied to curriculum needs.
The collection extends far beyond the print collection. Two of the most notable areas of the non-print
collection are electronic databases and audio-visual materials. The resources in databases are
extensive and cover a broad range of topics and reading levels. The currency of electronic materials is
generally greater than print reference materials due to the ease with which electronic materials can be
updated. These digital materials significantly enhance, and in some cases surpass, existing print
reference collections because of the currency and breadth of the information. Students and teachers
should be able to access these from home or other remote sites with a simple ID and password
combination.
In addition to the electronic subscription databases offered, the librarians (when able to do so because
of access) regularly create project bookmarks, or pathfinders, to selected websites which have been
found and evaluated by the librarians to be authoritative sources of information having particular
relevance to specific curricular research assignments. These Project Bookmarks need to be easily
accessed from the library webpage and offer students additional choices of digital materials which
further supplement and enhance the collection. There is a need to coordinate and standardize
database and other digital services to ensure that there is equity as well as to negotiate better pricing.

ConVal Request for Proposals for Library Management System