DOCUMENT A INVITATION FOR TENDER Ref: No. 09/04/141/2020/001 03 November 2021 Director/Manager ………………………. …….……….………... Dear Sir/Madam, TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE INSTALLATION, CUSTOMIZATION AND MAINTENANCE OF THE KOHA LIBRARY SYSTEM FOR THE CENTRAL BANK OF SRI LANKA (CBSL) Sealed quotations are invited for the selection of a service provider for the installation, customization and maintenance of the KOHA library system for the Central Bank of Sri Lanka (CBSL) as follows. 1. Eligibility Criteria: 1.1. KOHA Experience – Annex I (a) Should have been engaged in installation, customization and maintenance of the KOHA system in at least in one (01) medium (books 25000 - 50000) to large (more than 50000 books) library in Sri Lanka during the last 5 years ended 30 September 2021. 1.2. Project Team Experience – Annex I (b) Project team should consist with at least one resource person having sound knowledge on Library Science and IT. 2. Terms of Reference: Terms of Reference is in Annex II. 3. Price Schedule: The tenderers shall quote prices as per Annex III. The price quoted inclusive of all local taxes should be in Sri Lanka Rupee (Rs.) and valid until 22 February 2022. The price shall remain unchanged during the validity period of the tender. 4. Bid Guarantee: The tenderer should furnish a Bid Guarantee amounting to a sum of Rs. 20,000.00 valid until 24 March 2022 in the form of a Bank Guarantee substantially in the form of Annex IV or a Bank Draft in favor of the Monetary Board of the Central Bank of Sri Lanka, obtained from a Licensed Commercial Bank operating in Sri Lanka. The Bid Guarantee shall be available at the time of the tender opening. 5. Pre-Bid Meeting: A virtual pre-bid meeting will be held 11 November 2021 at 1400hrs. and prospective tenderers are requested to participate for the pre-bid meeting. The prospective tenderers
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DOCUMENT A
INVITATION FOR TENDER
Ref: No. 09/04/141/2020/001 03 November 2021
Director/Manager
……………………….
…….……….………...
Dear Sir/Madam,
TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE
INSTALLATION, CUSTOMIZATION AND MAINTENANCE OF THE KOHA LIBRARY SYSTEM
FOR THE CENTRAL BANK OF SRI LANKA (CBSL)
Sealed quotations are invited for the selection of a service provider for the installation,
customization and maintenance of the KOHA library system for the Central Bank of Sri Lanka
(CBSL) as follows.
1. Eligibility Criteria:
1.1. KOHA Experience – Annex I (a)
Should have been engaged in installation, customization and maintenance of the KOHA
system in at least in one (01) medium (books 25000 - 50000) to large (more than 50000
books) library in Sri Lanka during the last 5 years ended 30 September 2021.
1.2. Project Team Experience – Annex I (b)
Project team should consist with at least one resource person having sound knowledge
on Library Science and IT.
2. Terms of Reference:
Terms of Reference is in Annex II.
3. Price Schedule:
The tenderers shall quote prices as per Annex III. The price quoted inclusive of all local taxes
should be in Sri Lanka Rupee (Rs.) and valid until 22 February 2022. The price shall remain
unchanged during the validity period of the tender.
4. Bid Guarantee:
The tenderer should furnish a Bid Guarantee amounting to a sum of Rs. 20,000.00 valid until
24 March 2022 in the form of a Bank Guarantee substantially in the form of Annex IV or a
Bank Draft in favor of the Monetary Board of the Central Bank of Sri Lanka, obtained from a
Licensed Commercial Bank operating in Sri Lanka. The Bid Guarantee shall be available at the
time of the tender opening.
5. Pre-Bid Meeting: A virtual pre-bid meeting will be held 11 November 2021 at 1400hrs. and prospective
tenderers are requested to participate for the pre-bid meeting. The prospective tenderers
willing to participate for the pre-bid meeting are requested to provide the name, designation,
e-mail address, contact number of their representatives who will be participating in the pre-
Number of Open-Source projects installed and configured successfully by the bidder (please attach references)
Number of KOHA systems installed and configured successfully for different institutions by the bidder (Please fill section 2 in this document)
Experience with LYBSYS system (data migration experience to KOHA or any other library system. Name the library system)
Suggested duration for the implementation (Live and Backup) and data migration. (Should be < 270 days)
Project plan (Please attach detailed Project Plan)
Section 2
Tendered Brand
Experience - Project 1
Name and address of the organization to which KOHA system was installed, customized and maintained.
If KOHA system was a replacement then specify the original
Date of Supply
Total Price
Company Contact Person
Name Designation Telephone No.
Experience - Project 2
Name and address of the organization to which KOHA system was installed, customized and maintained.
If KOHA system was a replacement, then specify the original
Date of Supply
Total Price
Company Contact Person
Name Designation Telephone No.
Note:
• The bidder is required to attach the sales invoices or the necessary documentary proof for the above experiences.
• Please expand the form if more than two project details are required.
• CBSL will be contacting any of the given company personnel for testimonials if required. •
ANNEX I (b) – Expected Project Team Experience
Criteria Bidder’s Response
Number of team members expect to assign
Member 1 : Highest qualification and experience (years) in similar projects
Member 2 : Highest qualification and experience (years) in similar projects
Member 3 : Highest qualification and experience (years) in similar projects
Experience - Member 1
Name
Education Qualifications
Professional Qualifications
Project Experience
Project Role Designation
Experience - Member 2
Name
Education Qualifications
Professional Qualifications
Project Experience
Project Role Designation
Experience - Member 3
Name
Education Qualifications
Professional Qualifications
Project Experience
Project Role Designation
Note:
• The bidder is required to attach the necessary documentary proof for the above qualifications/ experience.
• Please expand the form if more than three member details are required.
•
Annex II
Terms of Reference
TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE INSTALLATION,
CUSTOMIZATION AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE
CENTRAL BANK OF SRI LANKA (CBSL)
1.Background
The LIBSYS Library Management System was setup in Library and Information Center of the CBSL in 1999 and is in operation to date. There is around 95,000 bibliographic data in the current library catalogue. CBSL is planning to switch from LIBSYS to Koha Library System as Koha is a widely used, open-source, web based (following international standards) integrated library management system for the operation of the CBSL library.
2.Scope of Work
2.1 Installation and Customization
Installation, configuration of the latest stable version of the software with all features preferably on Linux server and customization according to the needs of Library and Information Centre of CBSL - Creation of frameworks according to international formats which includes Acquisitions, Serials, Circulation, Cataloguing, Patrons, OPAC (Open Public Access), Tools, List & Cart, Authorities, Barcoding and other standard Utilities, Customization of display formats.
Module Requirements 1.Acquisitions Ordering of titles, approval process, placing
order, receiving, invoice processing, order follow-up, payment, reports including budget and expenditure analysis
2.Cataloguing Classification based on DDC; Bibliographic information based on MARC21 format recommended by National Library, copy cataloguing feature, cataloguing of monograph, article, journal, book chapter; display see and see also reference; real time update of catalogue records
3.Circulation Patron categories, Item types, Notices, Calendar, Offline Circulation facility, issues, returns, renewals, overdue follow up, recalls, self-reservation and self-renewal.
Note: The circulation policies will be provided to the service provide in order to setup individual parameters, for material types, locations, patron types, checkout periods, managing holds etc.
4.Serials New subscription, subscription renewal,
subscription extension, invoice processing, payment, receiving issues, claim monitoring, reports of list of completed volume, reports of budget expenditure analysis, current subscription list by alphabet, publisher wise
5.OPAC OPAC customization design template based on preferred language with institute name, library, color images and feedback link; OPAC to be published on WEB, user access with password control, Email configuration, enhance content from Amazon, google etc.., Simple and advanced search facilities
Library administrator should be able to share information or notices using WEB OPAC interface through KOHA Interface.
Contents to be displayed. Newly added books, logo of subscribed e-resources with a link should be displayed Mobile device friendly OPAC platforms
6.Patrons New Patrons, staff patrons, adding patron image, Patron permissions, Set individual parameters for patron types, checkout periods
Enable plugins such as quote of the day, dictionary support
Customization and design of the templates for users’ card with barcode/QR code; RFID compatible self-check in/check- outs
8.Reports Complete access to all data for Statistical reports, member lists, shelving lists, or any customized list of data
9.Other 1. Printing and emailing various notices
2. Report to be generated to reflect usage of total collection by number of transactions.
3. Report to be generated on Novel/fiction usage (with number of transactions during a particular period – percentage on total collection)
4. Report to be generated on fiction usage for each language
5. Report to be generated on Author wise usage
6. Report to be generated on subject wise usage
7. Report to be generated for fine statement for borrowed books monthly
8. Report to be generated for titles ordered quarterly, yearly or specific period.
9. Report to be generated for new acquisitions during particular period.
10. Report to be generated for list of titles “on order” for a given date.
11. Report to be generated for books on loan on a particular date. In that report it should include,
a. ID No b. Name c. Department d. On loan Books
12. Withdrawal books to be added for new folder
13. Missing books (after verification) to be deactivated (shown only to staff)
14. Book cover image to be uploaded to bibliographic record
15. Uploading pdf file or attachment of link to access e-version to view through catalogue
16. Local languages insertion for data entry and searching (Sinhala & Tamil)
17. Location identifiers for particular book collection
18. A report on top 10 lent out books to be generated
19. Users to check out books to a cart through OPAC and the request library when required through OPAC
20. A library clearance to be issued through the system if certification is required
21. Purchase suggestions to be sent through the OPAC to the library
22. New data tables to be created other than existing tables
a. Newspaper article table b. Reports & E books table c. Acts and Gazettes d. Other Reports (International
Org & Banks Annual Reports)
23. Incorporation of Payment module a. Invoice processing b. Order form generation
24. Current awareness and SDI facility
10. Utilities Auto backup Password based functional security Import export facility in standard format Provision for customization of reports URL; Hyper linking of books The main OPAC interface for the users outside the library must be web
2.2 Data Migration from Existing Proprietary LMS LIBSYS to Koha.
The two types of data consist of 1. Library Item data records 2. Member Data records (Patron Records) displayed as below.
1. Library Member Data records
Description No of Items Member Records 2,229
1. Library Item data records Description No of Items
Migration of all the bibliographic data records in LIBSYS to the new Koha system is required in MARC21 format. It should include cataloguing data records, serial data records, article data records and actual existing circulation data records (issue/returns, users profiles data, fine dues) including all other bibliographic data detailed in above table for Koha Integrated Library Managements System.
Of the collection of the library items part of the data records, consists of Sinhala and Tamil books which are in transliterate forms to be transformed to their own languages. In order to search Tamil/Sinhala books, data entries of them in the original language is required by the service provider as below;
Sinhala books Tile/Author in Sinhala language
Tamil books Title /Author in Tamil language
2.3 Data Verification, Editing and Catalogue Cleaning Process
It would be necessary to carry out a verification of data to ensure that all data has been migrated to the new system. Data verification mechanism to be introduced to the library staff. After the migration process, Data entry/Data editing service is required by the service provider.
2.4 Implementation of the Koha LMS
Implement test and running of all modules required. Testing the circulation module is required to check for accuracy. A parallel run of LIBSYS and Koha is required for a period of two months period during testing and verification.
2.5 Training Program on all features of the software for successful functioning of library Automation.
Training of the system administrator, liaison person from IT Dept, and all library members, and providing user manuals until they gain confidence to handle the Library System. Extensive training should be provided to ensure the usage of all modules of the integrated library system such as cataloguing, acquisition, serials circulation etc. including maintenance, day to day work and issues faced by staff.
a. Introductory session at the beginning for all staff
Users Modules Duration hours Library Members Introduction to Koha
Library Management
software:
Its features and standards (Marc 21 and z39.50)
06 hours
b. Training Program after the Implementation of KOHA
Users Modules Duration hours Library Members 1.Acquisition module
2.Cataloguing Module
Training on how to
catalogue materials; fast
cataloguing, copy
cataloguing, google
transliteration input tool;
Standard keyboard typing
training for Sinhala and
Tamil books;
10 hours
10 hours
Download cataloguing
record from z39.5
3.Simple and advance
searching of catalogue
records
4.Serial Control Module
5.Circulation Module
6.OPAC Module
7.Patrons Management
8.Reports Generation
Customization of reports:
Subject wise collection
usage, fiction usage,
Reader’s statistics on
authors in fiction collection,
stock verification,
withdrawal list, new
acquisition listing etc.
SQL introduction: copying
codes
9.Staff Access Platform:
10.KOHA import/ export
features
10 hours
10 hours
10 hours
10 hours
10 hours
10 hours
05 hours
05 hours
05 hours
11.KOHA Updates
12.KOHA Backup/Restore/upgrade
05 hours
System Administrator System Administration of KOHA LMS
25 hours
IT liaison officer Manage and operate the
system day today including
a) Start – up and shutdown
b) Monitor system
performance
c) Handle emergencies
d) Troubleshoot and
resolve routine
problems
e) Perform backups
restoration
recommended
preventive maintenance
and security measures
f) Take care of servers and
network infrastructures
20 hours
3. Maintenance Agreement The service provider should undertake all maintenance work of the system for a period of 5 years after handing over the system to the library. Maintenance shall include but not limited to; rectify system issues, bug fixing, apply all relevant system patches, upgrade the system to latest version of KOHA system…etc. 4. IT Infrastructure The service provider will be facilitated with the required IT infrastructure including the server and hardware necessities to fulfil this task.
5. Backup Procedures
System should support to standard backup procedures relevant to similar systems. Daily backups and periodic backups should be able to take and should be able to verify the taken backups in order to use when a failure happened.
6. Security Standards and Best Practices
System should comply with the latest security standards relevant to similar systems and should follow all the best practices while installation, customization, data migration and maintenance of the system.
7. Source Code and Other relevant materials
Source code, database backups, training materials, relevant documents and any other components relevant to the implemented system should be handed over to the CBSL before the completion of the project. All rights of above components should also properly transfer to the CBSL before completion of the project.
8. Delivery and Completion of Work The successful tenderer shall provide the required services within 270 Days from the date of the letter of award.
9. Warranty One-year comprehensive warranty should be provided for the delivered system and other relevant materials. Warranty shall include but not limited to; ensure the delivered system is working as agreed and rectify any system issues immediately, bug fixing, apply all relevant system patches, upgrade the system to latest version of KOHA system…etc.
10. Confidentiality
It is the responsibility of the service provider to maintain strict confidentiality of the information provided by the Central Bank of Sri Lanka.
Annex III Price Schedule
TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE INSTALLATION,
CUSTOMIZATION AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE
CENTRAL BANK OF SRI LANKA (CBSL)
All prices should be quoted in Sri Lanka Rupees (LKR) Table 1 - Price Schedule for the installation and customization of the KOHA Library System for the Central Bank of Sri Lanka (CBSL)
Item Description
(a)
Price Excluding
Taxes (Rs.)
(b)
VAT
(Rs.)
(c)
Other Taxes
(Rs.)
(d)
Price Including
taxes (Rs.)
(b+c+d) (e)
Installation, customization and data migration of KOHA Library system at the primary and disaster recovery sites in line with TOR (Annex II)
Table 2 - Price Schedule for Maintaining the for KOHA Library System for the Central Bank of Sri Lanka (CBSL)
Description 1 Year
Warranty 2nd Year
(Rs.) 3rd Year
(Rs.) 4th Year
(Rs.) 5th Year
(Rs.) Maintenance Free of
Charge
Total including Government Tax (in words)
…………………………………………………………………………………………………………........................................... Note: The price quoted should be based on the existing prevailing Government Levies. VAT Registration No (If any) - .....................................................................