36C77619Q0100-001.docx

Statement of Work Department of Veterans Affairs Veterans Health Administration

HIG SST Integrated Library System

April 2019

The Library Network Office (LNO), the program office that supports the Department of Veterans Affairs (VA) Library Network (VALNET) of library professionals and staff, seeks to procure an off the shelf secure web-based multi-tenant integrated library system for VALNET libraries, that provides all the applications needed to manage a library, including cataloging, circulation, serials control, customized reports, and an online public access catalog.

VALNET medical center libraries’ collections are diverse, ranging in size and scope, covering general interest reading to coverage of every medical specialty. Collections span National Library of Medicine (NLM), Library of Congress (LC) and Dewey classification schemes.

LNO supports VALNET library professionals and staff with centralized services and resources, policies and procedures, staff development opportunities, and assistance with local library issues. Centralized purchases of services and resources funded at the national level provide volume discounts and reduce labor hours of personnel to maintain separate contracts at each medical center.

LNO has traditionally funded and managed administration of contracts in support of technical services operations for VALNET, including OCLC (Online Computer Library Center) Cataloging and Metadata, a contractor to perform cataloging operations, VALPAC (Veteran Affairs Library Public Access Catalog), a shared union catalog of holdings, and OCLC WorldShare Interlibrary Loan. New technology in the market has presented opportunities that have diversified the participation of the VALNET libraries in these contracts. To replace outdated card catalogs, libraries have purchased various ILS systems that offer the capability to obtain machine-readable cataloging (MARC) bibliographic records that can be directly imported to their online catalogs, bypassing the traditional LNO-supported systems that provide sharing opportunities through contribution of holdings to title records in the OCLC and VALPAC databases.

Medical centers are autonomous, and the LNO can offer to fund technical services subscription opportunities for a medical center library, but libraries are not required to participate. Therefore, the number of libraries participating in this contract will be fluid. There will be a potential pool of approximately 116 libraries at the outset for the migration of the physical collection records to a nationally funded ILS, but not all libraries will wish to migrate to a new integrated library system initially, or perhaps not at any time during the contract.

Approximately 84 VALNET libraries currently have an ILS system, with approximately 11 different systems being used. Approximately 31 libraries have no ILS system. Staffing is diverse, with some libraries being managed by professional librarians, and some by library technicians.

Physical collections sizes range from a few hundred to numbers in the thousands. The total self-reported collection size for VALNET is approximately 300,000. These numbers are approximate, and do not add up to 116, as some libraries fail to report holdings in LNO’s annual reporting mechanism.

23 less than 1,000 44 between 1,000 and 5,000 15 between 5,000 and 10,000 2 between 10,000 and 15,000 2 between 20,000 and 25,000

CyberTools Destiny

ResourceMate SirisDynix Horizon SirsiDynix Symphony

Implementation will be administered by LNO’s technical services librarian, who will oversee the contract with the vendor, and coordinate planning with participating medical center library staff. The technical services librarian will decide the order in which participating libraries will be converted from their current systems to the new integrated library system under this contract.

2.2 Objectives:

To acquire a secure, web-based multi-tenant integrated library system in order to:

1. Replace outdated technical services processes currently in place with a single system to manage VALNET’s physical collections;

2. Support sharing opportunities by providing an ILS system that offers a shared union catalog;

3. Take advantage of the benefits of a single ILS system that facilitates resource sharing and collection analysis and management;

4. Provide a platform for VALNET libraries who wish to participate that will ensure centralized administration and technical support.

2.3 Requirements

All requirements are considered to be mandatory.

The contractor shall provide operations critical to VALNET – circulation, cataloging, online public discovery and access, serials control, collection analysis, reporting, and access to VALNET collections among the libraries – in a productive and streamlined manner (see below for detailed features of various modules).

The contractor shall provide all-inclusive pricing for: the migration of data, annual subscription to all modules, a union catalog, training and customer support for all levels of operations.

The contractor shall implement the ILS for as many libraries as required by the LNO Technical Service Librarian, and shall disable accounts as directed by same, with the possibility that the disabled library account may be reinstated at a later time.

The contractor shall provide migration of 1 or more libraries at any given time during the length of the contract.

The contractor shall provide a union catalog that will include the capability to incorporate the holdings of libraries that will not use the system as their main ILS, enabling all VALNET holdings to be searchable collectively.

Subcontracting shall not be permitted for any portion of this requirement without the written approval of the Contracting Officer.

The contractor shall be prepared to provide a product demonstration upon request.

The requirements of VA Handbook 6500.3 Certification and Accreditation (C&A) do not apply to this effort. A Security Accreditation Package is not required.

2.31 Required System Features

1. Core library operations including circulation, cataloging, serials control, collection analysis and evaluation, and reporting functionality.

2. Ability to view other VALNET libraries holdings through a union catalog.

3. Accessibility via a variety of mobile device platforms including smart phones and iPads.

4. Accommodation for unlimited library staff and patron simultaneous users.

5. Accessibility for all VA authorized remote users (with VPN, dial-up, or wireless access) through any VA networked computer.

6. Architecture and hosting which does not require installing software on customer equipment.

7. 508 compliancy (http://www.section508.gov/).

8. Compatibility with Internet Explorer and with most other standard web browsers, which have cookies enabled. To insure privacy, the product uses session cookies rather than persistent cookies.

9. System security that meets or exceeds VA/Government minimum requirements for security.

10. The contractor shall provide the following modules as part of the integrated library system. Of the typical and expected features that each of these modules should provide, the following are noted:

• Printing

· Ability to print any screen in any module, i.e. card pockets and call number labels, reports.

• Circulation

· Batch load of patron records – importing patron base from previous ILS.

· Circulation statistics and reports.

· Receipt printing.

· Email disseminated overdue notification.

· Wireless inventory.

· Hold capability.

· Check out recall capability.

· Reserve desk capability.

· Checkout via regular or temporary circulation record.

• Materials booking

· Ability to reserve/book items like audiovisual equipment.

· Ability to limit view of bookable items.

· Ability to group similar resources for finding a like available item.

• Cataloging

· Capability using the vendor’s Z39.50 functionality to import MARC bibliographic records from the NLM and LC databases

· Capability to add Z39.50 ports as deemed necessary

· Capability via template to create MARC bibliographic records

· Capability to create reports on collection statistical data (i.e. number of items, copies, materials weeded, etc.)

· Capability to search and import a catalog record from any VALNET library they have access to

· MARC21 environment

• Administration Interface

· Ability to configure/customize the public catalog.

· Allow searching by home library, as well as ability to broaden search to include specified VALNET libraries - include a search all catalogs button.

· Ability to control access levels for different user levels.

· Ability to produce labels for card pockets (call number, title, author, ed.) and call numbers.

• Serial Control

· Predict issues.

· Check-in.

· Modify issues.

· Electronic claiming.

· Allows sharing of serials enumeration.

• Reports

· Statistical reports for each module component.

· Suite of delivered standard reports covering basic activities and needs.

· Ability to design and create customized reports.

· Site specific reporting for multiple division institutions.

· Global editing for bibliographic, item, and user records.

• Union Catalog

· Access for each library staff to all other libraries or a subset of the libraries.

· Option for patrons to search all libraries that the librarian has set up as an OPAC union catalog.

2.32 Required Services

1. Implementation support and training (can be via telephone and online).

2. Data migration service and support.

3. Workflow consultation and training for LNO Technical Services librarian and VALNET library staff during migration of data and implementation. Training shall be provided at no additional cost during the term of the contract.

4. Responsive vendor support 24/7, able to mitigate and resolve problems quickly and accurately with minimal downtime.

5. Ongoing customer support such as trouble shooting and application advice during normal hours (to include all U.S. time zones) of VALNET operation by telephone, online, or in person.

2.4 Performance Period: One (1) year from date of award, plus four (4) one (1) year option periods to be exercised at the discretion of the Government;