Part 1: General Information and Overview...Part 1: General Information and Overview. The Maricopa County Community College District, herein referred to as Maricopa, MCCCD or the District,

Request for Information (RFI) RFI# 07-29-19-6

ILS / Discovery System Maricopa County Community Colleges - District-Wide

Part 1: General Information and Overview The Maricopa County Community College District, herein referred to as Maricopa, MCCCD or the District, is requesting information from vendors for the implementation of a new Integrated Library System or Library Services Platform (both of these options herein referred to as ILS), a discovery system, or a combination ILS/discovery system package. It is important to note, vendors offering only an ILS or only a discovery system and not a ILS/discovery package are also encouraged to apply. This Request for Information (RFI) is intended to provide a standard base from which to evaluate alternatives for ILS and/or discovery systems and to allow the Vendor flexibility in proposing the ideal cost-effective system. Content of RFI responses: MCCCD requires vendor responses to include (but not be limited to) the following in their responses a) Executive summary of proposal b) Overview of the major features and benefits of the proposed system c) A response to each of the requirements and desirables listed in Part 3 d) A timeline of implementation e) Implementation costs as well as ongoing expenses or fees f) Summary of technical support offered during and after implementation The award of any contract pursuant to this process is subject to funding approval and, depending on the value of the contract, MCCCD Governing Board approval. Summary of College District MCCCD consists of ten (10) colleges, two (2) skills training centers, and multiple satellite education centers throughout the greater Phoenix metropolitan area. MCCCD educates and trains more than 250,000 students year-round, which equates to about 57,000 full time student

equivalents (FTSE). MCCCD-owned facilities exceed 4,200,000 square feet. MCCCD ranks as one of the largest community college systems in the United States, and is the largest provider of post-secondary education in Arizona.

PART 2: Existing MCCCD Equipment and Systems MCCCD’s library environment is a unique one. We have ten separately accredited colleges, each with unique collections of both physical and online items. In order to support the information needs of students, faculty, and staff at our colleges, we have both a shared ILS and discovery system. A few important notes about the ILS:

● The ILS is currently used to house records of physical items, which consist of books,CDs, DVDs, and other miscellaneous items.

● All of our cataloging is done at a central District facility, at times with vendor provided MARC record uploads. However, each college also has a front-end catalog system scoped to its specific institution that allows users to find the physical items located at their local college. Additionally, our users are able to broaden their searches to include physical items located district-wide, and are able to request these items for delivery to their local campus.

● Several of our colleges have satellite campuses with libraries. Each college with multiple libraries uses a single catalog instance scoped to its college with location limiters that allow narrowing to the specific campus location.

● In addition to our ten college catalog instances, we also have a district instance, scoped to search all ten colleges’ collections.

A few important notes about our discovery System:

● Similar to our ILS, each college has its own discovery instance. This is necessary because, while some databases are shared district-wide, additional subscriptions are purchased by individual colleges (in support of college-specific content needs). This said, each college’s discovery instance is scoped to its own specific online and physical items, with options to broaden searches to reveal district-wide holdings of physical items (of note: online items remain scoped to local college holdings).

● While much ILS integration is typically handled at a district-level, each college administers its own discovery system instance, adding and subtracting online resources as needed. Online collections among our colleges vary widely, necessitating local discovery administration.

● There is also a district-instance of our discovery system which searches all the physical items of the district along with the online items that are shared district-wide.

Part 3: Requirements Please describe how your ILS and/or discovery system will meet all of the required elements. As well, respond to the desired elements, indicating whether or not this would be something your system will be able to satisfy. This Requirements section separates ILS from discovery functions. If you are responding with both an ILS and discovery solution, please fill out both. However, if you are only responding with only an ILS solution or only a discovery solution, please fill out whichever section corresponds with your specific offering. Additionally, if your company offers more than one discovery or ILS solution that you would like us to consider, feel free to submit a second application with this information.

ILS / LSP

Front End Catalog (Required)

Boolean Searching with the ability to combine keywords with AND, OR, NOT

The ability to offer real-time availability of items

The ability to sort by publication date (ascending and descending), author and title.

The ability to search various fields (ie Title, Author, Keyword, Subject, ISBN, etc)

The ability to search both single-college/location catalogs and the catalog of other colleges in the District

The ability to request books from other district libraries within the ILS front-end

Search algorithm meets academic standards of precision and recall, and implements user-oriented features such as suggestion and spellcheck.

Advanced searching capabilities, including nested searches (), wildcard searches (*), quoted phrase searching (“”)

A mobile friendly catalog interface that will work optimally regardless of device

The ability to integrate Syndetics content

The ability to add customized branding and links on to pages.

Front End Catalog (Desired)

The ability show item reviews from Choice, Kirkus, Good Reads, Library Journal or users

Sticky limiters that retain for additional searches

Capability to hyperlink from subject headings

Ability to text call numbers to cell phones

The ability to generate citations for items

The ability to share items on social networking sites

Text to speech feature that can be turned on/off

Cataloging (Required)

Catalog searching with a variety of index search options. Ideally, ability to customize search options.

Robust tools for copy cataloging.

Multiple MARC record editing types. Ability to create new, duplicate existing, edit existing, replace existing (from outside source) MARC records

Ability to assign or create items to single or multiple locations and transfer items between locations

MARC record exporting

ILS should be able to accept vendor-provided MARC records for uploads

Record merging to remove duplicate records and combine holdings

Cataloging (Desired)

Ability to search outside sources (i.e. OCLC) for MARC records and to sort those search results with multiple parameters for copy cataloging

Authority control and management, including ability to import authority records from outside sources

Ability to sort or limit catalog search results in the staff client

Access Services (Required)

All in one management system

Statistics feature included in system

Easy tools to search for patrons

Export patron debt (fines/fees) information to our Student Information System (Oracle/PeopleSoft).

A reserves system that allows items to be added and managed at the local college level

Access Services (Desired)

Touch feature - follows patron or item until new patron or item is touched

Import patron ID image from student information system for display in staff client

Intra-library loan functionality within the ILS

System keeps the history of an item from inception but only contains limited user history

Report functionality (specify system-defaults and customization)

Links to articles should be at the article-level as opposed to the journal-level wherever possible.

The ability to search by item type

The ability to make minor cataloging changes at the local college level

IT (Required)

System needs to be run on recent, up to date versions of hardware and software and have a plan to be continuously updated in order to meet Maricopa’s strict security requirements.

We want to have a stable platform with minimal disruption and maximum uptime availability. To this end, vendors should provide an estimate of their uptime, ie > 99%

System conforms to ALL legally required accessibility regulations. To this end, please provide Voluntary Product Accessibility Template (VPAT).

IT (Desired)

ILS based on a relational database

Vendor hosted or SaaS option

ILS modules are fully cloud based (do not depend on a client)

Printing available in cloud based ILS

Seamless integration with discovery and other applications (PeopleSoft, DBMS, Tableau, etc.)

Method for requesting updates/enhancements

Adaptable/APIs & Customization options to meet our unique institutional structure

Modern/Next Generation system that will be supported into the future

Initial in-person training opportunities. Webinars, forums, knowledge bases and other places to learn about system features and updates

Strong, responsive support/HDT system

Technological capability within the system to support consortial environments and platforms/systems beyond the district libraries.

System goes beyond mere accessibility compliance to incorporate Universal Design for Learning or other accessible design principles to meet diverse user needs.

Acquisitions (Required)

Ability to communicate with Financial Management System (Oracle product)

Ability to track multiple funds based on college needs

Ability to receive titles by order

Ability to import order MARC records from vendor system and match existing local holdings

Easy means for colleges to locate actual cost of books with any prorated add-ons

Acquisitions (Desired)

Communication between vendor system and ILS to search for titles already owned

Ability for colleges to create selection lists within ILS

Ability to search all open orders (order-lines including title) by fund

Ability to track order records to a specific item

Discovery

General (Required)

While it is understood that the occasional linking error will occur, links to resources through the discovery system should work in the vast the majority of cases

Ability to search the collections of all ten MCCCD colleges, but also narrow to one’s specific college

Search algorithm meets academic standards of precision and recall, and implements user-oriented features such as suggestion and spellcheck.

Advanced text searching using Boolean terms and wild-cards, quoted, and nested searching.

Ability to limit by a variety of factors such as item type, date range, physical/online, etc

Mobile friendly interface that works regardless of device

Capable of searching all subscribed databases, resulting in list of source-neutral/unweighted matches

Discovery system should seamlessly integrate with ILS systems

Discovery system should allow for custom styling to integrate college-level branding

General (Desired)

Search algorithm is vendor agnostic. In other words, the discovery system should display the full lists of results from a database no matter who owns that database (even if that database happens to be a competitor of the discovery system’s vendor).

Discovery system should allow easily creatable permalinks of search results

URLs generated in browsers should allow users to go back to the same search or item results. (concerns urls generated by discovery System, not the URLs generated by the databases)

Significant refinement features so that results can be extremely selective

Allow for the addition of custom collections via XML and MARC

Discovery system should allow colleges to add custom links and resource recommendations

Capability to include Open Access Content at the item-level (as opposed to database or journal level)

Create quality citations for variety of source types in all the commonly used scholarly citation styles

Ability to integrate outside APIs to enhance the user searching experience, such as Altmetrics.

Administration (Required)

The ability at the local college level to add or remove databases as needed to keep online offerings current in discovery system.

A link-resolver that allows one to add discreet titles into a database

Administration (Desired)

A user-friendly back-end system that is not overly complicated and does not require a huge time investment by individual administrators

A back-end system that allows fixing or removing error links and problematic collections within a database

Link Resolver; Journal Search (Required)

The ability to search and find all the journals of the library by title

The ability to search and find all the journals of the library by subject area

Ability to find the journals a library subscribes to and the dates in which the library has full-text access

The ability to search within the journal within the Journal Finder.

Reading Tool (Required)

System should have the ability to integrate a Reading Tool that can be used to do such things as: provide a reading list for students, provide the ability to save lists of resources, and integrate library content into the Canvas LMS.

Reading Tool (Desired)

Allows instructors/librarians to create reading lists that can be integrated in Canvas

Allows instructors/librarians to successfully limit their reading tool to only those resources owned/subscribed by a particular library.

Tool should integrate with library Discovery System

IT (Required)

System needs to be run on recent, up to date versions of hardware and software and have a plan to be continuously updated in order to meet Maricopa’s strict security requirements.

We want to have a stable platform with minimal disruption and maximum uptime availability. To this end, vendors should provide an estimate of their uptime, ie > 99%

System conforms to ALL legally required accessibility regulations. To this end, please provide Voluntary Product Accessibility Template (VPAT).

IT (Desired)

System goes beyond mere accessibility compliance to incorporate Universal Design for Learning or other accessible design principles to meet diverse user needs.

Vender Hosted or SaaS option

Updates/Enhancement requests

Adaptable/APIs & Customization options to meet our unique institutional structure

Modern/Next Generation system that will be supported into the future

Training availability/requirements

Strong, responsive Support/HDT system

Part 4: Training MCCCD is prepared to assist the vendor in training staff at each college to perform the required functions. Therefore, at a minimum, vendors must provide a “train the trainer” methodology. Provide information on staff training options in specific detail. Describe training methodologies offered, including options for on-site training, web-based training, participation at regional training seminars, etc.

Part 5: Ongoing Support, Warranty and Maintenance Describe the options and levels of support, warranty coverage, and types of maintenance agreements that are available for the proposed system. Part 6: Pricing Describe in detail your company’s pricing model. List base cost and all options associated to implement your system. Pricing is to be your best estimate and is an approximate range that is inclusive of all requirements identified in this Request for Information. Include pricing for all ancillary solutions and service offerings your company may provide that would further enhance collaboration with MCCCD. Submitted pricing is for information purposes only and is non-binding. Part 7: Submittal Information Submittals must be received prior to 3:00 p.m. (MST) on Tuesday, August 27. One (1) original and six (6) print copies of the proposal must be submitted to:

Maricopa County Community College District Main Reception Desk Attn: Larry Woo, CPPB 2411 W. 14th Street Tempe, Arizona 85281.

The envelope or enclosure must be worded "Request for Information # 07-29-19-6 / ILS & Discovery" with date and time of deadline. Please submit any questions in writing via email by Tuesday, August 13 to:

Larry Woo, CPPM Senior Procurement Analyst

[email protected]

Answers to questions will be posted on the MCCCD Purchasing Website (https://procurement.maricopa.edu/bid-opportunities) on/or about Monday, August 19.