6-M6001 SON SLCC Library Catalog LSP-ILS RFP.pdf

Statement of Needs (SON) - SLCC Library Catalog

LSP/ILS

Describe in detail how your LSP/ILS will meet all the elements listed below. Please respond specifically to each element listed, providing detail immediately following the prompt. Failure to provide information concerning any element may result in our assumption that your system is missing or unable to provide that feature and will be considered nonresponsive. Open Access, crowd-sourced and non-proprietary models will not be considered.

Indicate any elements that bear an additional cost or purchase in your cost proposal (separate from the technical proposal). If such costs are not indicated, we will assume that the elements presented are part of the base price of your offering. Include pricing for the three-year contract along with years 4 and 5.

Evaluation Criteria:

1. Security, risk, legal, regulatory, Institutional policy, and related compliance – 25 points

2. Discovery, circulation, patron management, and related functions – 17 points

3. Acquisition, processing, maintenance, reporting, and related functionality – 25 points

4. Data, integration, interoperability, API, and related functions – 17 points

5. Support, training, user experience, administrative, and related process and functions – 16 points

1. Security, risk, legal, regulatory, Institutional policy, and related compliance

Provide a VPAT and a HECVAT Describe your overall environment and system architecture. Does your solution use a SaaS model? Is your environment multi-tenant?

Describe your solution architecture including application stack, databases, networking, operating systems, hypervisors, etc. Describe how and where data flows and is stored in your solution (including logs and other files generated from your solution).

Is the hosted instance isolated from other instances on a separate Virtual Machine (VM), or is it shared with others on a single VM?

Describe how you perform configuration management and review.

Describe your process and usual cycle for managing patches and updates.

How often is your solution upgraded?

What role do customers play in the product enhancement process?

Describe any third-party systems your solution relies on.

What institutional authentication system(s) does your solution integrate with (e.g., CAS, Shibboleth, SAML-Microsoft Azure)?

Describe database protections in place (encryption, network segmentation, etc.).

Do you perform regular 3rd party penetration testing of your solution (note: this is NOT the same as vulnerability scanning)?

Describe how your solution supports data transit security?

What encryption options are in place? Describe the different levels of encryption.

Please provide an SSAE 16 SOC 2 report if available.

Describe your information security organizational structure.

o Include internal and external personnel, roles, and responsibilities.

Describe how your solution complies with PCI, given aspects of its payment functionality.

Describe how your solution complies with FERPA and other applicable data security and privacy regulations.

Describe your software development process.

o Are programmers aware and trained regarding common programming security risks (i.e.

OWASP top 10)?

Describe your network, system, and web application vulnerability management process.

o Please share any results of third-party assessments/scans.

Will institutions be allowed to perform penetration testing and vulnerability assessment - ideally against a staging environment that represents production?

Describe security controls that enforce separation of duties.

Describe security controls in place for endpoint protection on systems used by your developers, systems administrators, and others supporting your solution.

Describe how those supporting your solution authenticate to it and how such access is monitored and logged.

Describe your ability to prevent, detect, and respond to intrusions, including processes in place to do so.

Does your solution support two-factor authentication?

Describe how your solution manages staff user access and permissions.

Describe what kind of staff activity is logged. For example, is it possible to determine which user edited a record or cleared a fine?

Does your solution integrate with external identity management systems (e.g. LDAP/Shibboleth, SAML(Microsoft Azure) for staff authentication?

Are backups encrypted, and who can access them?

Is periodic testing of backup integrity performed? Describe the timetable for such testing.

How and where are backups stored?

o Please be specific with regard to the medium and parties involved.

Describe your solution’s mechanisms for recovery.

What processes are in place for disaster management?

What is the expected time frame for a restore to occur?

Describe how your solution integrates with student information systems- specifically Ellucian’s Banner product.

Describe how your solution integrates with learning management systems- specifically Canvas.

Describe how your solution integrates with video streaming software.

How does your solution support a service-oriented architecture (SOA)?

Describe how your solution integrates with discovery solutions and/ or indicate if your system includes discovery solutions.

Describe how your solution integrates with campus or other external financial systems including both library acquisitions and bursar functions.

Describe how your solution integrates with online payment systems- specifically Touchnet

Marketplace.

2. Discovery, circulation, patron management, and related functions We are seeking information on the interface(s) for both your solution’s catalog search module and also your discovery layer. Your responses to the following prompts should apply to both unless otherwise specified.

Describe how your solution performs on mobile devices, including those with small screens.

Does your solution support any mobile applications? What is your mobile strategy going forward?

Can users text or email item records to themselves?

Can users export records directly to bibliographic management tools like RefWorks, Zotero, and

EndNote?

What options are available for check-out and return receipts?

How does your solution generate automatic notices to patrons when requested items are available? What forms of notifications are available? Are notices generated and sent in real time? Is notice language configurable?

Describe how campus blocks and holds due to fines can be communicated to central campus systems. Describe how the system can provide data to integrate library information into a campus portal or third-party system.

Describe your solution’s course reserve functionality.

Can your solution retrieve course information from a learning management system?

Can both electronic and physical material be placed on reserve?

What options are there for patrons to find material that is on reserve?

Does your solution support running queries on material held on reserve by a variety of fields including course code and instructor? Can course reserve information be retrieved and/or edited using an API?

Describe how your solution integrates with standard interlibrary loan (ILL) management applications such as ILLiad and Relais.

Can ILL requests be made in your solution which are then relayed to the ILL software? Can these requests be relayed without any staff intervention?

Can patrons view ILL requests along with local requests from the patron account area of your solution? Can patrons cancel or renew ILL requests from this view?

Describe a typical workflow for a borrowing request initiated from your solution. Are temporary records created for incoming ILL items so they can be circulated in your solution?

Describe how your solution supports different patron types and different circulation rules for each type of patron.

Can the library define custom fields for patron records? Can patron records have multiples of the same field? For example, can a patron have two different types of addresses, home and office?

Describe how your solution handles the manual creation, modification, and deletion of patron records.

Describe how your solution handles deleting and purging patron records. What data is retained when a patron record is deleted? Can this be customized by the library?

Does your solution enforce patron field constraints (uniqueness, etc.)? Can these constraints be defined by the library?

Describe how your solution supports the global ingest and update of patron records. Can patron records be loaded from a flat file?

Can patron records be created, deleted, and updated automatically from a student information system (SIS)[Ellucian Banner]?

Describe how your solution integrates with external identity management systems (e.g.

LDAP/CAS/Shibboleth, SAML (Microsoft Azure)) for authentication?

Describe the configuration options available for all types of library notices (e.g., overdue, courtesy, pickup, paging) including the ability to customize notices without vendor intervention.

Describe how your solution provides for courtesy patron notices.

Describe how your solution supports the scheduling of notice generation.

Describe how your solution supports automated and customized sending options for notices.

Can your solution send notices to patrons by SMS?

3. Acquisition, processing, maintenance, reporting, and related functionality

Describe how the solution supports a variety of both MARC and Non-MARC standards out of the box with the option for customizability. What is the capability of adding additional schemas?

Describe how your solution supports RDA.

Does your solution support validation of appropriate use of elements, subfields, values, and indicators?

Does your solution support both MARC-8 and Unicode (UTF-8) for importing, exporting and editing?

Describe how your solution supports the BIBFRAME model. How does your solution plan to accommodate future linked data initiatives?

Describe how your solution supports cataloging tasks, including exporting MARC records, uploading vendor-provided MARC records, editing, deleting, transferring, overlaying, merging, and linking records.

Does your solution have a duplicate detection program to ensure all barcodes, record numbers and call numbers are unique? Describe your solution’s available data points for matching on duplication and overlay functionality.

Does your solution provide relevant online help when editing records?

How are validation tables maintained and kept up to date?

Does your solution support the option to suppress records from the search and/or discovery solution?

How does your solution handle diacritics and non-Roman characters?

Does your solution support the creation and storage of record templates for use in creating and editing records (bibliographic, item, holdings, order and authority records), including specifying default elements, indicators, subfields, and values stored in these templates?

Does your solution support hotkeys for navigation and actions that allow editing entirely with the keyboard?

Does your solution support the single record approach, allowing the library to link both a digital and physical item to one metadata record? Conversely, does your solution support a multiple record approach to keep formats on separate bibliographic records if the library so chooses?

Does your solution provide the ability to derive a new bibliographic record from an existing record? If so, what data, if any, does NOT transfer to the new record?

Describe how your solution supports batch updating of a subset of records. What types of rules and logic conditions can be used to identify records for batch updating, and what types of records can be batch updated?

Describe how your solution supports cataloging tasks, including exporting MARC records, uploading vendor-provided MARC records, editing, deleting, transferring, overlaying, merging, and linking records.

Does your solution have a duplicate detection program to ensure all barcodes, record numbers and call numbers are unique? Describe your solution’s available data points for matching on duplication and overlay functionality.

Does your solution provide relevant online help when editing records?

How are validation tables maintained and kept up to date?

Does your solution support the option to suppress records from the search and/or discovery solution?

How does your solution handle diacritics and non-Roman characters?

Does your solution support the creation and storage of record templates for use in creating and editing records (bibliographic, item, holdings, order and authority records), including specifying default elements, indicators, subfields, and values stored in these templates?

Does your solution support hotkeys for navigation and actions that allow editing entirely with the keyboard?

Does your solution support the single record approach, allowing the library to link both a digital and physical item to one metadata record? Conversely, does your solution support a multiple record approach to keep formats on separate bibliographic records if the library so chooses?

Does your solution provide the ability to derive a new bibliographic record from an existing record? If so, what data, if any, does NOT transfer to the new record?

Describe how your solution supports batch updating of a subset of records. What types of rules and logic conditions can be used to identify records for batch updating, and what types of records can be batch updated?

4. Data, integration, interoperability, API, and related functions

Describe the reporting and business intelligence options available in your product.

Describe how your solution allows staff to create custom reports about collections, circulation, and other statistics without vendor intervention or assistance.

Describe all the exporting options your reporting and analytics solution supports.

Explain any limitations in reporting, e.g., availability of data from different record types or the combination of data elements from different record types; number of records that may be retrieved; number of reports that can be run; or the number of parameters that may be selected.

Describe how your solution provides a method for automating and scheduling the creation of regular, daily, weekly, and monthly reports.

Describe how your solution conforms to existing national standards, e.g., ANSI/NISO Z39.7-2013, ICoLC, SUSHI and COUNTER for usage statistics reports.

Describe how your solution records or keeps track of data that is not COUNTER- compliant.

Describe how your solution supports the ability to export data in standard formats (e.g. text, Excel, XML, PDF, etc. ) to facilitate data manipulation, transfer, and sharing.

Describe how your solution supports role-based report generation and viewing such that a user will only be able to view reports and data according to his/her role.

Does your solution provide an overlap analysis report for electronic resources?

Describe how data and/or logs from proxy/identity management (LDAP/CAS/Shibboleth etc.)

systems can identify which patrons are using library resources. How is that information stored?

Describe how your solution interacts with third-party analytics platforms. What analytics providers does your solution work with?

Please provide sample reports and describe how/which reports are built into your solution.

Provide documentation for all APIs available for your solution.

Describe the APIs available for reporting and analytics.

Describe the support provided for APIs. Is there a developer network or other community site for collaborating and sharing code?

Describe the change control processes for API development.

What role do customers play in the further development of APIs for your solution?

Does your solution provide APIs for create, read, update, and delete operations for records?

Please specify which operations are available for each type of record within your solution.

Describe the APIs available to perform circulation operations such as placing requests, checking out material, clearing fines, etc.

Describe the APIs available to retrieve and/or update any system configuration information such as lending rules or library hours.

How does your solution accommodate increases in users and collections?

How does your solution manage peaks and spikes in workload over varying periods of time, including seconds, minutes and hours?

Describe expected performance for batch load processes including factors affecting processing time and performance. What factors affect processing time? Can batch loads be scheduled? Can batch exports be scheduled?

Are there governance thresholds or restrictions for the import and export of data?

How are violations of service availability recorded?

Describe any redundancy features.

Your solution must have a high degree of availability and response time. Describe how you meet this requirement and provide data demonstrating your solution’s past performance.

Describe your guaranteed turnaround time for resolving critical issues that result in system downtime.

How does your solution monitor and report on system reliability and performance?

How are downtime and service breaches recorded?

How are fixes and reported issues prioritized?

5. Support, training, user experience, administrative, and related process and functions Describe the migration services you offer, including data migration services, training, and configuration and policy planning for our environment. Please include the following:

Describe your project management process for new implementations.

Describe your experience migrating data from other integrated library systems, particularly experience migrating from SirsiDynix Symphony to your solution. References from other institutions are requested.

Describe the ability to retain and preserve transient or temporal data, such as checkouts, holds, item status, item statistics (such as total checkouts), patron status and patron blocks, through the migration process.

Describe the training program provided during implementation, including the method of delivery and format of materials.

Outline the roles and responsibilities of the library and the vendor during the implementation process. Describe the required involvement of library staff in the implementation process.

Describe how your solution handles library hours.

Can separate hours be set for each location within an institution?

How are exceptions to standard opening and closing times defined?

Can hours be retrieved and/or set in your solution via an API?

Describe how your solution integrates with campus financial management systems, including but not limited to export and import of financial transactions and payment of invoices. With which external financial system(s) have you successfully implemented payment interfaces?

Describe your solution’s functionality in retaining and viewing annual payments for subscriptions. Include a description of functionality in viewing current and past payment history for serials. How will this information be migrated from current systems?

What kind of uptime do you typically deliver (also define any terms within your answer as appropriate)? What are the biggest risks to the solution, in terms of availability (e.g., power outages, network outages, data corruption, software bugs, reliance on external partners), and how are these risks mitigated? Provide any examples you can of large outages that have occurred, how long they lasted, and how you resolved them.

What support options are available for your solution after go-live?

What is your guaranteed response time for responding to emergency and non- emergency requests?

During what hours is your support team available? What provisions do you have in place for after-hours support?

How do you facilitate and encourage support through user groups or communities of practice?

What role, if any, does a user group/community of practice have in identifying and prioritizing enhancements?

What is the expected FTE and expertise of local systems staffing required for managing your solution?

Describe the options and levels of support, warranty coverage, and types of maintenance agreements that are available for the proposed system, along with the associated costs for any of this ongoing support.

Provide your most recent VPAT. At a minimum, your VPAT should address accessibility, keyboard navigation, and screen reader accessibility. o Address compliance with WCAG 2.0 AA and US Rehabilitation Act section 508 for both user and administrator/staff functionality

Has your product been verified for accessibility with assistive technologies for all functions? If so, please identify if this was through self-verification or a third-party vendor. Also, list assistive technologies and applications (browsers) and include version numbers tested.

Discuss functionality for keyboard navigation Discuss the level of functionality as it relates to accessibility as well as where/how accessibility is included in your product development process.

Are users able to determine accessibility of library materials i.e., a search is conducted for materials and returned results include format/accessibility information?

Schedule: Completed migration with stress testing complete with a go live date of April 30, 2026.