9-5410-002 RFP 27-0627E4-027 LIBRARY SOFTWARE.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

27-0627E4-027 LIBRARY SOFTWARE

Offering Summary

SUMMARY:

It is the goal of the BPS library system to update our current PC-based Library Automation System

DESIGNATED CONTACTS:

Owner (Primary): Michael Cambria Director of Library and Curriculum Initiatives Buyer (Copy To): John Palamara, jpalamara@buffaloschools.org

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 05/27/2026 10:00 AM Advertise Dates:

Questions Due*: 06/03/2026 3:00 PM - Website/BONFIRE 05/27/2026 Answers Posted: 06/08/2026 3:00 PM - Buffalo News 05/24/2026 Offering Closed: 06/17/2026 10:00 PM - Contract Reporter 05/28/2026 Presentations: TBD - Rocket 05/28/2026 Tentative Award: 07/15/2026 - Criterion 05/30/2026

Public Opening Time and Location: N/A

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: N/A BPS Commodity Code: 32I Prior Offering: RFP#19-0624E5-146 Prior Awardee: Companion Corporation Prior Award Period: 5 Years Current Year Award: $54,582

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Initial Award & Contract Term: 07/15/2026-606/30/2027 Extensions: 4

Maximum Term End: 06/30/2031 https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

Offering Summary

OTHER OFFERING PARAMETERS:

Type of Offering: RFP Basis of Award: Best value

Award may be split among respondents: No Award may be consolidated: NA Subcontractors may be used: No Insurance is required: No NYS DOL Prevailing Reference: N/A Response Surety Required (“Bid Bond”) No Performance Bond Required: No Formal contract required: Yes Proposals valid for: 90 days past closing minimum

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities.

Technical assistance with submitting your response electronically is available by contacting the Buyer at the contact information listed on previous page.

THIS PAGE RESERVED FOR OFFERING

SUMMARY

https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

Offering Specification

1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current W-9.

3. Current Certificate of Liability Insurance.

4. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

5. Signed “Non-Collusive Bidding Certification”; form provided.

6. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

7. Cost proposal in the requested format.

8. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Disclosure Narrative”, any format.

b. “Debarment Narrative”, any format.

c. “Certifications” such as MBE/WBE/SDVOB

d. “Policy 5414 Compliance Narrative”, any format.

e. “Subcontractor Documentation”, any format.

f. “Anti-Lobbying Narrative”, any format.

9. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

2) SCOPE OF WORK

It is the goal of the BPS Library Department to update our current PC-based Library Automation System with the expectation that the new system will be able to:

A. Will provide federated or integrated searching, using a familiar Internet type visual interface which allows single inquiry of subscription databases, Internet, and library catalog. As well as provide 24/7 access to the Online Public Access Catalog.

B. Will use system wide inventory data to locate and share resources and route interlibrary loan requests through the automation system. Therefore, it will be necessary for each library’s collection, circulation and patron information to be stored in a single database that is accessible from each library.

C. Will utilize a centralized system to provide access to MARC records so when a new title comes in, the bibliographic information gets entered correctly and only once.

D. Will combine data to create useful reports for grant purposes as well as state and federal reporting requirements.

E. Has the technological life span of at least ten (10) years, be able to operate in a MS Server network environment, be able to operate on multiple PC architectures, and be readily expandable to meet increased needs as events dictate.

F. The BPS Library System is open to systems accessed and maintained remotely by vendors.

G. Is user friendly to the average trained library staff member and easily explainable to the average library patron.

H. Provides some form of local back-up circulation system in case of network breakdown.

I. Provides system security through hierarchical levels of access and provide a stable

“firewall” to prevent unwanted system intrusion.

J. Can integrate with security systems available on the market.

K. Is SIF updated, release certified.

OFFERING SPECIFIC REQUIREMENTS:

a. COURSEWARE MANAGEMENT SYSTEM REQUIREMENTS Circulation Subsystem should provide:

1. Rapid response with minimum errors in potentially crowded bandwidth situations

2. The ability to search all bibliographic records using the standard parameters of author, title subject, call number and barcode number

3. The ability to accurately retrieve and modify patron records

4. Accurate maintenance on material and patron status and rapid resolution of problems

Public Access Catalog should provide:

5. A search hierarchy to allow searches first at the host location and then expandable to the entire system

6. A user-friendly search access by author, title, key words, subject, call number and series with the ability to easily use Boolean search techniques

7. The ability to create search reports and print bibliographic information (author, subject, call number) with holdings and book status clearly displayed on demand.

Cataloging subsystem should provide:

8. A ready interface with standard bibliographic utilities such as MARC 21, OCLC, AACR2 and be upgradeable to RDA (Resource Description & Access)

9. The means to produce barcode labels for each processed copy either individually or as a batch process.

10. The means to accurately maintain subject, author, and title authority files, and to provide algorithms to produce additional authority files as determined.

Acquisition subsystem should provide:

11. Seamless interface with the main bibliographic record database

12. The ability to produce selection lists

b. TECHNICAL REQUIREMENTS

1. The vendor’s system will support user single sign-on capability via SAML 2.0

2. The system must be compatible with, but not limited to Edge, Safari, and Google Chrome

3. The proposed system must be compatible with Windows, Macintosh and iOS endpoints

4. Minimum compatibility requirements include Windows 10 and higher, MAC OS 24 and higher, and iOS9.3.5 and higher

5. The vendor will develop system wide, role-based security and user access security specific to the online library management system

6. The system must provide HTTPS support in all functions where usernames and/or passwords are transmitted.

7. The vendor’s system should provide the ability to maintain a log of who logged into the software and accessed the records for a particular student, including date and time. Log should be exportable to CSV or XLS

8. Enrollment of students automatically via upload based on Infinite Campus SIS via SFTP, 0365, or Clever

c. DATA IMPORT/EXPORT REQUIREMENTS

1. BPS requires back-end interface that accepts text or CSV files for uploading, importing and exporting student data through an automated process. BPS utilizes Infinite Campus as its student information system and the system may be required to support an automated interface with the District’s data warehouse.

2. The system must provide BPS with the ability to import data from other district-level data systems (Infinite Campus, data warehouse). Imports should be automated on a nightly basis. Types of data include student demographic data, scheduling data, roster information, and teacher assignment information.

3. The vendor will provide BPS with a full data extract via an automated process. Vendor may be called upon to partner with BPS resources to support the loading of data into other data systems.

d. DATA INTEGRATION REQUIREMENTS

1. The data must be fully accessible (exportable in pdf, .txt and csv) to the

District upon installation and throughout the term of the agreement.

2. Report availability shall be 24 hours a day, except during scheduled maintenance periods.

3. The vendor will support the initial data migration and validation process.

e. SERVICE LEVEL REQUIREMENTS

1. The systems environment must be Family Educational Rights and Privacy Act (FERPA) compliant.

2. All data collected or disseminated by the learning management system remain the sole property of and for the exclusive use of the Buffalo Public Schools.

3. Technical support and service to include:

• Integrity of data if server goes down

• Adequate servers and backup to prevent database corruption and to provide restoration with in two hours of data loss

• Product updates for the period of the contract

• Help Desk support that includes 24 hour assistance and availability via online, phone or email support

• Training resources available on-line and in hard copy formats

• The vendor system must support a data refresh nightly with access to transmitted data within 24 hours.

f. TRAINING, SUPPORT, and IMPLEMENTATION REQUIREMENTS

1. The vendor will assign a primary point of contact as the technical resource to support the BPS account.

2. The vendor will support the initial data migration and validation process

3. The vendor will provide a manage a separate test and training environment

4. The vendor will provide training to the BPS IT and instructional staff to support the application in district (e.g. system administrator, end users, trainers)

5. The vendor shall train members of the BPS staff the functionality of the software. The training may be facilitated online or in person

6. The vendor shall provide a user guide for all users with comprehensive information on software operations and reporting capabilities

g. PROJECT REQUIREMENTS

1. Project planning – The vendor will provide a project plan that includes a schedule based on Project Management best practices

2. Project design -the vendor will provide the BPS team will full design of the system that includes process flows

SECTION 3 BELOW SHOULD BE COMPLETED FOR RFP/RFPS/RFPQ/RFI AND DELETED FOR

BIDS

3) EVALUATION PROCEDURES

a. Review of Responses Responses will be evaluated by a cross functional team consisting of subject matter experts and a Purchasing representative.

b. Respondent’s Presentations Respondents may be required to present once, at the District’s discretion, which will include a question and answer session with the evaluation team. Questions and specific requests to be addressed during the presentation will be forwarded to the respondents.

c. Evaluation Criteria Responses will be evaluated on a 100 point scale as defined in the table below. Cost will be calculated proportionally compared to lowest cost response. Minimum non-cost score is XX/XX.

CRITERIA VALUE

COST 30

Vendors knowledge of library systems needs and experience 20 Navigation, Functionality, Application of automation software 25 Professional Development 15 Resources & Components 5 Data collection / reporting features 5

d. Final Selection The Board of Education and its representatives will select a firm based upon the recommendations of the evaluation team. It is anticipated that a firm will be selected by the date listed in the offering summary. Following notification of the firm selected, it is expected that a contract will be executed between both parties. The selected firm must be prepared to begin work upon execution of the BPS contract. The contract will not necessarily be awarded to the response with the lowest cost projection.