50-2425002 Integrated Library System (ILS)-Addendum 1.pdf

North Carolina Community College System Dr. Jeff A. Cox

President 200 W. Jones St., Raleigh NC 27603

Mailing Address: 5001 Mail Service Center | Raleigh, NC 27699-5001 Street Address: 200 W. Jones St. | Raleigh, NC 27603 nccommunitycolleges.edu | Phone: 919-807-7100 | Fax: 919-807-7173

IMPORTANT BID ADDENDUM

July 28, 2025

THIS BID ADDENDUM DOES NOT HAVE TO BE RETURNED:

BID Number: 50-2425002 COMMODITY: Integrated Library System (ILS)

ADDENDUM Number: 01 USING AGENCY: ***DEPARTMENT - NCCCS***

PURCHASER: Grant Braley OPENING DATE/TIME: August 18, 2025 @ 2:00:00 PM EST

INSTRUCTIONS:

1. Answers to Vendor Questions

# Section Subsection Vendor Question Answer

1 What is NCCCS's desired start date for the implementation of their new library system?

The implementation would begin after the award is made and the State Board of Community Colleges approves the award.

2 What is NCCCS's desired go-live date on their new library system?

7/1/2026

3 Can NCCCS note when their current ILS expires?

6/30/2026

4 In section 6.2.2, page 31, the clarification deadline is noted as May 30, 2025. Can NCCCS confirm that the clarification date is July 21, 2025 as detailed on page 4?

We can confirm that vendor questions are due on July 21, 2025.

RFP Section 1.0 "Anticipated Procurement Schedule" contains accurate dates.

5 What is your desired go live date?

7/1/2026

6 Can you specify if e-resource management functionality is desired?

Yes

7 Do you accept electronic signatures? Yes

8 Can you provide a list of what systems are currently being used at your member institutions? (i.e. ILS, Discovery, ERM)

Systems include the following:

SirsiDynix, Evergreen, Sierra, OCLC;

Discovery Services - Summon, Worldcat, EBSCO, ProQuest

# Section Subsection Vendor Question Answer

9 Can you provide the following metrics for each library/institution: Total number of bibliographic titles (including e-books); Total number of unique e-journal titles; Total number of digital objects (if you are using a digital asset management (DAM) system (or systems); Size of your digital collection (in MBs) (if you are using a digital asset management (DAM) system (or systems);

What is the total number of individuals who will require login access to the new system (including part-time staff)?; What is the total number of end users and patrons (that is, FTEs) who need access to library online services?

Currently, NCCCS Libraries have approximately 1.7 million titles.

NCCCS Libraries employ approximately 400 people. The total number of end users and patrons that need access to Library services is approximately 30,500 employees and 594,457 students.

For more information, please refer to the data dashboards at https://www.nccommunitycolleges.

edu/about-us/data-reporting/data-dashboards-page/ . Due to the fact that NCCCS uses a variety of ILSs, we are unable to provide a total number of digital objects or the size of the digital collection.

10 Can you provide additional details on how you would like to migrate your members?

Are all of the colleges migrating at once, or only certain members?

We anticipate migration being broken into multiple cohorts.

11 1st paragraph in section 6.2 General Instructions, 6.2.2 Questions concerning the RFP states: "All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact person listed on PagGeneral Instructions for Vendor One of this solicitation via the Ariba Sourcing Tool’s message board."

And then the 3rd paragraph states: "They must be submitted to the contact person listed on Page One of this Solicitation via xxx.xxx@nc.gov".

Which would NCCCS prefer? Uploaded to the portal, or sent directly by email?

Questions will be submitted through email to braleyg@nccommunitycolleges.edu

12 4. Specifications and Scalability

s. Integration Capabilities

RFP Question: Describe how the solution provides integration with third-party communication services (such as Microsoft Office 365®, Google Apps for Ed, etc.)

automatically. Vendor Question: What functionality is the library looking to achieve through the integration of the ILS with these communication services?

Examples of this potential functionality include notifications regarding renewals, holds, fees, and overdue items.

13 4. Specifications and Scalability

s. Integration Capabilities

RFP Question: Describe how the solution provides integration with the NCCCS’ open education resource platform openNCCC, https://opennccc.nccommunitycolleges.ed

u. Vendor Question: What functionality is the library looking to achieve through the integration of the ILS with the NCCCS open education resource platform?

NCCCS Libraries desires student access to resources available on the openNCCC OER platform.

14 4. Specifications and Scalability b.

Administration

Can NCCCS please indicate whether or not they are seeking to include a type of central administration to support the system's varied libraries with the new ILS solution?

This will help us better understand the type of consortial support our offer can detail for

NCCCS.

NCCCS seeks to include central administration.

15 Can NCCCS detail their number of ILL transactions annually? (Both as a supplier and as a receiver)

Due to multiple ILS systems currently being used by NCCCS Libraries, we are unable to provide this data.

16 Can NCCCS detail the type of system connector they use for ILL?

Our libraries use the following Integrated Library Systems:

SirsiDynix, Evergreen, OCLC, Sierra.

Depending on which ILS is used by the library, the following system connectors are used: EOS.Web, Fulfillment, ILLiad, Worldshare Interlibrary Loan, or Sierra’s ILL.

17 Can NCCCS state the number of Z39.50 targets that are active today

All 58 NCCCS Libraries and their satellite campuses should be considered active Z39.50 targets.

18 Can NCCCS state the number of NCIP Protocol targets that are active today

While the number of active NCIP targets would depend on how many libraries within the consortiums have configured their systems to use NCIP with external services, vendors should consider all 58 NCCCS Libraries to be active NCIP targets.

19 Can NCCCS state the number of ISO 182826 targets that are active today

We are unable to provide this data.

20 Can NCCCS detail how library resource sharing occurs today? As part of this, are OCLC products used?

Library resource sharing occurs through system-generated requests and a combination of shared library systems, consortial agreements, and ILL services. OCLC products are one of the products used by NCCCS Libraries with their resource sharing.

21 6.0 Vendor Information and

Instructions

6.3 Instructions

for Offer a.On p. 34, item 6.3.2 a) states we’re to provide “all pages of this solicitation document” in one pdf.

Does “all pages” literally mean we’re to provide a complete copy of the entire RFP document itself with our response? If so, where should we provide that?

b. On p. 74, the first paragraph states we’re to provide the Financial Review Form as an Excel file. Should we provide pages 74 and 75 in oru one overall pdf document or as a separate spreadsheet?

For both a. and b.: Please refer to section 6.3.2 for offer organization details. Vendor may attach other supporting materials that it feels may improve the quality of its response. These materials should be included as items in a separate appendix.

22 6.0 Vendor Information and

Instructions

6.3 Instructions

for Offer

On p. 34, in the first paragraph under item 6.3.2, it states: “All discussion of offered costs, rates, or expenses must be presented in Section 4.0. Cost of Vendor’s Offer.”

However, the third bullet in the list of required documents item 6.3.2 a) shows the Cost Form is to be placed there. Please confirm where you would like us to provide the Cost Form, and if anything needs to be address in Section 4.0 Cost of Vendor’s Offer.

Please refer to section 6.3.2 for offer organization details. Vendor may attach other supporting materials that it feels may improve the quality of its response. These materials should be included as items in a separate appendix.

23 1.0 Anticipated Procurement

Schedule

Table On page 4, the table lists Contract Award as November 21, 2025.

Do you have an expected go-live date?

7/1/2026

24 Attachment D:

Cost Form

Regarding Cost Form Attachment D:

Please confirm that vendors are to provide pricing as if all 58 community colleges are a part of this new solution.

Vendors should provide pricing for the entire system as well as individual pricing should a college migrate at a later date.

25 Attachment D:

Cost Form

The cost form asks for “Data Migration cost per college.” Many vendors determine migration costs and subscription costs based on the size of the institution. If vendors are to provide migration cost per institution, then for each institution can you please provide the following:

i. Number of Bibliographic records.

ii. If the library has acquisitions or serials data.

iii. Student FTE.

This information would be provided to the awarded vendor.

26 Attachment D:

Cost Form

Once the multiple institutions are migrated, will NCCCS require deduplication services of the shared catalog?

Please provide this cost under optional services.

27 Attachment D:

Cost Form

Are vendors allowed to include additional, vendor-specific cost forms.

Vendors are encouraged to provide all required and optional costs.

28 Attachment D:

Cost Form

Are vendors allowed to list optional items to be considered.

Vendors are encouraged to provide all required and optional costs.

29 6.3.3 Offer Submittal

Please confirm Proposal Due Date (Page 34 says due date is June 20, 2025), but the Anticipated Procurement Schedule in section 1.0 on page 4 indicates the due date is August 18.

The proposal due date is August 18, 2025.

30 6.3.3 Offer Submittal

This section says: "Offers must be submitted via the Ariba Sourcing Module…." Can you provide the correct URL for submitting the final proposal?

The link to the solicitation is https://evp.nc.gov/solicitations/det ails/?id=e471d7dd-2558-f011-877b- 001dd803d7d3 . Vendor must log into eVP to submit its response.

31 1.0 Anticipated Procurement

Schedule

Can an extension of the due date past August 18 be granted?

No.