01_c_SOW_Counsel Library_ 5000208058.pdf

PDF 186 KB Posted Aug 19, 2025

Attached to: Alma & Primo (Library) Software
Solicitation number: RFI-5000208058
Issued by: Department of the Treasury Internal Revenue Service

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Written by GovTribe AI · Aug 19, 2025

This Statement of Work (SOW) details the Internal Revenue Service's (IRS) requirement for a Library Services Platform (LSP) for the Office of Chief Counsel Library. The IRS seeks a Commercial off-the-Shelf (COTS) FedRAMP authorized software-as-a-service solution to manage library operations, specifically the Ex Libris Alma/Primo platform. The LSP must provide standard library functions including acquisitions, cataloging, circulation, reporting, searching, and discovery, with robust access management, security, and customization capabilities.

Key technical requirements include web-based delivery with Microsoft Edge browser compatibility, multifactor authentication, IP range restrictions, ability to manage bibliographic records, support for eBooks and digital documents, and comprehensive reporting features. The contract includes a base period from September 30, 2025 to September 29, 2026, with four optional one-year extension periods through September 29, 2030. The vendor must provide implementation planning, migration support, online and on-site training, and maintain a 99% annual system uptime. Deliverables must be submitted to Laura Carlson, with most initial documents required within 7-14 days of contract award.

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Statement of Work (SOW) Chief Counsel Library

Library Services Platform

1.0 Introduction

The Internal Revenue Services (IRS) has numerous customer service offices and strategically located computer processing centers throughout the United States to handle the processing of millions of tax returns during each tax filing season. To keep up with these demands for ever-increasing tax processing workload, the IRS utilizes the technical expertise of Information Technology (IT) equipment manufacturers for the purchase and delivery of hardware equipment and software products throughout the IRS nationwide.

2.0 Background

The IRS, Office of Chief Counsel Library (hereafter Library) answers legal research reference questions, provides specialized training, and curates a premier legal research collection of both print and electronic resources. The Library makes these resources available to Chief Counsel attorneys and paralegals along with employees in the greater IRS. To efficiently manage the daily business operations specific to a law library, a Commercial off-the-Shelf (COTS) FedRAMP authorized Library Services Platform (LSP) that follows a software-as-a-service (SaaS) model is required. Currently, the IRS is using the Alma/Primo Library Services Platform (LSP) that is being provided by Ex Libris.

3.0 Scope

The LSP needs to provide the standard library functions of acquisitions, cataloging, circulation, reporting, searching and discovery. The LSP will be the primary system to manage the daily business operations of a library that are typically behind-the-scenes and performed by library staff along with serving as the front-end online access point for users to interact with library collections (print and electronic).

The contractor shall provide software and services as listed in the solicitation package shall perform delivery requirements as defined below. The contractor shall provide confirmation of completing these requirements to the IRS Technical Point of Contact (TPOC) and the IRS Contracting Officer Representative (COR)/contact, via email within 3 business days of completion.

4.0 Technical Requirements

The Contractor shall provide Ex Libris Alma/Primo Library Services Platform (LSP), software, licenses, browser requirements, application software technical support, system maintenance, and the necessary services to integrate/interface it to successfully and accurately work with all current library industry standards, and IRS IT requirements.

The new LSP software shall be delivered as SaaS and shall maintain all library data in a FedRAMP authorized cloud instance that is Federal Information Security Modernization (FISMA) rated. The contractor will provide two instances (one for production and one for training and testing). The LSP will be completely web-based and not require downloads or installations to individual workstations. The LSP shall be compatible with Microsoft Edge browser.

The LSP shall support a library consortium model and include the following modules and functions:

4.1 Access Management

• Restrict access to discovery layer to IRS Intranet via Internet Protocol (IP) range restriction

• Require multifactor authentication for username/password access

• Ability to restrict IRS bibliographic and holdings data to the IRS

• Ability to set up user groups with specific system privilege levels and access to modules

• Grant users the ability to access their account information, utilizing a strongly encrypted authentication method to ensure minimal security risk such as Secure Hypertext Transfer Protocol (HTTP) connection

4.2 Discovery

• Shall have integrated discovery layer, compatible with Microsoft Edge browser.

• Discovery layer shall have live Uniform Resource Locator (URLs) (from the 856 field, or similar field) in the display

• Holdings display as defined in American National Standards/National Information

Standards Organization (ANSI/NISO) Z39.71

• Ability to customize branding to display library logos and contact information

• Will offer basic (keyword) and advanced search options. Options will be customizable

• Ability to modify interface’s visual appearance and text without additional service requests to the vendor and at no additional charge (e.g. customize user welcome screen)

4.3 Acquisitions

• Check-in serials, supplemental materials and monographs – add, delete, move and select records

• Ability to add, modify or delete check-in data and predictive models, including:

status, publication date, expected date, number of claims written, total copies received, URL, public notes, staff notes, suppress records from public/user view

• Ability to view holdings and update automatically

• Ability to generate routing slips for materials (print slips)

• Viewable check-in record information – location, vendor, holdings, identity, notes

• Create check-in record pop-up (or similar) messages for special staff instructions

• Ability to add, update, delete or move order-related records

• Ability to set default ordering templates with controlled selections (e.g., drop down boxes) for – location, fund, quantity, price, format, order date, vendor, requestor, identity, vendor note, internal note, purchase order number, order number

• Ability to add and process invoices

• Ability to attach PDFs to order records

• Create lists/reports and export to Microsoft Excel, Microsoft Word or PDF

• Manage funds: appropriations, expenditures, encumbrance, free balances

• Ability to add, modify and delete vendor contact information

4.4 Bibliographic Management

• Ability to import and export bibliographic records – interface with Online Computer Library Center (OCLC)

• Data exchange (load Machine-readable Cataloging (MARC) bib records); ability to insert with MARC field (call number, author, etc.), view, summary and browse

• Convert MARC records to comply with Resource Description and Access (RDA) cataloging standards and Functional Requirements for Bibliographic Records (FRBR), and the display of both RDA and Anglo-American cataloguing Rules (AACR2) records in the discovery layer

• Encode all bibliographic records in MARC 21 Format for Bibliographic Data without limitation on record length

• Provide for display of all MARC content designators (field tags, subfield codes, indicators, fixed fields) in the cataloging module.

• Generate “SEE” and “SEE ALSO” references from authority records and display them in the discovery layer

• Batch addition/deletion of bibliographic, copy, or item records

• Capability to track 856 link usage (number of clicks, date, time)

• Link resolution

• Space for a minimum 50,000 catalog/bibliographic records and all associated items, with a preference for no limit on number of bibliographic/catalog and copy/item records

• Ability to suppress, modify and delete bibliographic and authority records

• Ability to create heading reports and shelf lists

• Ability to set up Record display (bibliographic view)

• Ability to set up new MARC records and record templates

• Ability to search system via Title, Word, Author, Subject, Call number, ISBN or

Record number

• Ability to view check-in, order and holdings records when related Bibliographic record is retrieved

• Ability to manage eBooks, and import portfolios of eBooks

• Ability to incorporate sets of IRS MARC records uploaded by IRS staff.

• Ability to incorporate and catalog streaming media

• Ability to incorporate digital documents and search via discovery layer

• Customizations remain intact and are unaltered by software upgrades

• Highlighted Search terms in results

• Choose how many results display per page

• Capability to customize number of fields that can be searched and limits that can be set

• Ability to import and export bib/copy/repository files at will, at no charge, during duration of the contract.

4.5 System Maintenance, Reporting, Training

• Access to planned maintenance and release schedule

• Access to current release notes, and at minimum two years of past release notes

• Online access to system manual and training materials

• Ability to submit tickets for advanced assistance, at no extra charge

• Staff notification features – message or announcement delivered automatically to all logged in staff. (e.g., System will go down for maintenance in 10 minutes.)

• Include standard reports for circulation and cataloging statistics

• Capability to schedule reports (i.e. daily, weekly, monthly, annual)

• Generate reports based on assigned user role

• Generate reports on library users (patrons)

• Generate system access reports

• Reports generated in multiple formats compatible with Microsoft Word and Excel.

5.0 Asset Tagging Requirements:

Not Applicable, Software as a service only.

6.0 Delivery Requirements:

6.1 – Migration, Implementation and Support

6.1.1—Migration

• The vendor shall provide a detailed implementation plan that tailors to the Chief

Counsel Library’s specific needs.

o The plan shall include, but not be limited to

The data that can be migrated from the Library’s current LSP.

How the integrity and quality of the data will be maintained during the migration process Outline the roles and responsibilities of the library and vendor during the data migration process

6.1.2—Implementation

• The vendor shall outline the estimated timeline for implementation and the major steps in the project.

• The vendor shall outline the best practices with regards to system configuration and customization by the library. This shall include the recommended tools for library staff to configure and customize the product.

• The vendor shall provide online and on-site training programs and materials during the implementation process

6.1.3—Support and Maintenance

• The vendor shall provide a Service Level Agreement (SLA) that includes, but not limited to, up-time guarantees and levels of support.

o The Service Level Agreement shall require:

That the system shall have an uptime of at least 99% annually.

That the vendor shall monitor system reliability, proactively mitigate risks in operation disruption, maximize system availability, and timely notify customers of unplanned downtimes.

That the vendor shall provide the ability for libraries to report problems, both during the implementation period and once the system is in production.

• The vendor shall provide detailed, up-to-date, and accessible system documentation, including, but not limited to, data dictionary, entity relationship diagrams, as well as administrator and user instructional materials.

6.2—End of Service

• All records Provided to the Vendor shall remain the property of the IRS.

• No more than fifteen days following the of the end of the contractor performance, the contractor shall make all records from the LSP available to the IRS or subsequent contractor in a commercially acceptable format.

6.3 - Deliverables Schedule

The contractor shall provide deliverables in accordance with the following schedule:

SOW

Section

Deliverable Scheduled Delivery

Deliver to IRS Treasury Point of Contact (TPOC)

6.1.1 6.1.2

Implementation Plan

If needed, within14 days of contract award.