ADMIN-24-0002 RFP Library Management System.pdf

U.S. Census Bureau Library Management System (LMS)

ADMIN-24-0002

U.S. Census Bureau Library Management System (LMS) ADMIN-24-0002

SECTION B- SUPPLIES OR SERVICES AND PRICE

B.1 GENERAL

The Contractor shall furnish a comprehensive solution to meet the requirement outlined in Section C.

B.2 CONTRACT TYPE

The Government intends to issue a Firm Fixed Price type contract.

B.3 PERIOD OF PERFORMANCE

The 60-month life cycle includes a 12-month Base Period, with four 12-month option periods as follows:

ORDERING PERIOD PERIOD START DATE PERIOD END DATE

Base Period Date of Award February 28, 2025 Option Period 1 March 1, 2025 February 28, 2026 Option Period 2 March 1, 2026 February 28, 2027 Option Period 3 March 1, 2027 February 28, 2028 Option Period 4 March 1, 2028 February 28, 2029

B.4 PRICING

The contractor shall propose prices in accordance with instructions contained in Section L of the Solicitation for the 12-month Base Period and (4) 12-month option periods.

BASE PERIOD DATE OF AWARD THROUGH FEBRUARY 28, 2025

CLIN PRODUCT DESCRIPTION

PRICE

OPTION PERIOD 1 MARCH 1, 2025 – FEBRUARY 28, 2026

OPTION PERIOD 2 MARCH 1, 2026 – FEBRUARY 28, 2027

OPTION PERIOD 3 MARCH 1, 2027 – FEBRUARY 28, 2028

OPTION PERIOD 4 MARCH 1, 2028 – FEBRUARY 29, 2029

(End Section B)

SECTION C – STATEMENT OF WORK- LIBRARY MANAGEMENT SYSTEM

Objective

The Census Bureau Library, located at the U.S. Census Bureau headquarters in Suitland, MD, has a requirement for commercially available, cloud-based Library Management Software (LMS) that is FedRAMP certified.

C.1. BACKGROUND

The U.S. Census Bureau serves as the nation's leading provider of quality data about its people and economy. It is the trusted source and leader for timely and relevant statistical information and data-driven innovation.

The Census Bureau Library ("BOC Library") provides resources and research support to the Census Bureau, government employees, and the nation to better fulfill our mission. BOC Library collections include print and electronic materials and cover subject areas related to business, economics, trade, legislation, law, travel, professional development, and government publications. The BOC Library Archives is a subset of the BOC Library's collections and is comprised of archival materials, documents published for the public, and documents internal to the Census Bureau. It is not managed by a separate archival management system.

The Census Bureau acquired a new FedRAMP-authorized system in 2018 to unify the U.S. and International Programs Collection. The collections include:

• Approximately 110,000 titles

• Approximately 2,500 serial item records (~250 titles)

• 54,079 electronic resources

C.2. SCOPE

The BOC Library seeks to solicit modern, secure, cloud-based Library Management Software (LMS) software-as-a-service (SAAS) solution that meets all federal cloud-based security requirements; which offers flexibility and interoperability; and which showcases the Census Bureau Library's print, electronic, and digital collections. The Library Management System (LMS) solution should include:

C.2.1 A Library Services Platform (LSP)

The LSP is a web-based system in the cloud with advanced set of features from searching to managing electronic/digital collections. It provides the capabilities to better manage our collections in all formats and handle the ever-growing means of access to electronic resources and print materials. This LSP shall include the following:

• Hosting - Website content is accessible on the internet and a physical server is provided to store all the websites files and data

• Cataloging – Create and maintain bibliographic and authority records in the library catalog the database of books, serials, sound recordings, moving images, cartographic materials, computer files, e-resources etc. that are owned by a library.

• Circulation - Activities around the lending of library books and other material to users of the library.

• Electronic Resource Management - Track the selection, acquisition, licensing, access, maintenance, usage, evaluation, retention, and de-selection of a library's electronic information resources. These resources include, but are not limited to, electronic journals, electronic books, streaming media, databases, datasets, CD-ROMs, and computer software.

• Interlibrary loan - The process by which a library requests material from, or supplies material to, another library. The purpose of interlibrary loan is to obtain, upon request of a library user, material not available in the user's local library.

• Serials Management - Serials management involves several tasks, including acquisition, cataloging, processing, and maintenance of the serials collection.

• Reporting tools – Detail on how users are engaging with the library. Report data to include, but not limited to, summary reports, circulation reports, user reports, usage reports, etc.

• Remote authentication – User knowledge-based authentication method or system-generated password framework for users.

C.2.2 A Digital Asset Repository (DAR)

The DAR supports the creation, use, and preservation of varieties of digital resources and management tools. These tools help BOC library to preserve, manage and share digital assets.

The DAR shall include:

• Hosting

• Collection Analysis

• Storage

C.2.3 A Discovery service.

The discovery service is an online tool that allows library systems to search across a wide range of content, including resources in print and online. This allows BOC to search for content for https://en.wikipedia.org/wiki/Electronic_journal https://en.wikipedia.org/wiki/Electronic_journal https://en.wikipedia.org/wiki/E-book https://en.wikipedia.org/wiki/Streaming_media https://en.wikipedia.org/wiki/Bibliographic_database https://en.wikipedia.org/wiki/Data_set https://en.wikipedia.org/wiki/CD-ROM https://en.wikipedia.org/wiki/Software customers.

The discovery service shall include:

• Hosting

• Storage

C.2.4. LMS shall also include:

• System maintenance, updates, and upgrades

• Customer support

• Data extraction

C.3. SYSTEM AND SUPPORT REQUIREMENTS

This section describes requirements that shall be met by the proposed, total solution. The new solution shall have the following characteristics:

1. Is commercially available and currently functional for the acquisition, description, management, circulation, discovery, and sharing of all BOC Library resources.

2. Is web-based and hosted by vendor in the vendor's cloud.

3. Is the cloud-based system or service FedRAMP-authorized and comply with all requirements in the DOC_IT_Security_Baseline_Policy.pdf

4. Offers flexibility and interoperability with 3rd party applications, standards, and systems.

5. Facilitates the discovery of all the BOC Library's print, electronic, and digital collections.

6. Systems shall comply with Section 508 of the Rehabilitation Act of 1973 (29 U.S.C.

794d).

7. The system qualifies as a cloud-based system based on NIST 500-322: Evaluation of

Cloud Computing Services.

8. The cloud-based system or service undergoes all applicable steps in the Risk

Management Program Methodology.

9. A risk analysis will be conducted by OIS after award to determine if additional security and privacy controls must be implemented.

10. Have all modules in full, operational release at the time of proposal submission.

11. Submit a Voluntary Product Accessibility Template (VPAT) for each system offered.

12. FAR 39.101(d) regulations involving NIST common security configuration checklists including Federal Desktop Core Configuration (FDCC) or United States Government Configuration Baseline (USGCB) initiative.

13. Personal identity verification requirements from FAR 4.1302 and FIPS PUB 201 [in accordance with Homeland Security Presidential Directive (HSPD-12)].

C.3.1. System Updates and Upgrades

• Act as a completely functional Library Management System (LMS) in its own right, and not be tied to an underlying LMS to function completely.

https://uscensus.sharepoint.com/sites/policyportal/Policy%20Repository/DOC_IT_Security_Baseline_Policy.pdf https://www.acquisition.gov/far/current/html/Subpart%2039_1.html https://www.acquisition.gov/far/current/html/Subpart%204_13.html https://uscensus.sharepoint.com/sites/policyportal/Policy%20Repository/DOC_IT_Security_Baseline_Policy.pdf

• For the LMS and Discovery systems, rollouts of all upgrades, feature enhancements, updates and fixes for the solution shall happen quickly and easily and without the need for intervention by BOC IT staff.

• Contractor(s) shall provide a schedule of disruptions to services with ample time for the Census Bureau Library to prepare.

• The systems are under continual enhancement, with regular updates rather than large overhauls every few years.

C.3.4.1. Training

The Contractor shall provide a comprehensive training for understanding and using all system functions. This training shall include:

• Onsite or webinar-based training on all back- and front-end (patron) system functions, available to all customers.

• Onsite or webinar-based training on both implementation and operation of all functions, tailored specifically to the library.

• Complete system documentation and training materials (including text and video) available online.

• Continuous training accessibility after implementation.

• Printed training and marketing materials for front-end (patron) systems.

• Access to training and marketing materials that the library can customize and print with its own branding.

• Training materials available as context-based help within each system module.

C.3.4.2. Help Desk and Customer Support

The Contractor shall:

• Provide support via email and phone.

• Provide or support an online user community with online discussion and user group meetings.

• Provide the same level of customer support to all customers.

• Provide or support a user community for Application Programming Interface (API) and other development. This in inclusive of a collection of instructions and requirements that left a software application utilize the features/services of other applications.

C.3.4.3. System Maintenance and Long-term Management

The Contractor shall ensure that:

• All system releases will occur quarterly.

• All product updates releases will occur with no or extremely limited assistance from agency library or IT staff. Updates should not require administrative rights to the computer.

• Any customizations will be kept intact and unaltered by upgrades and releases.

• The system has long-term feasibility and relevance by tracking trends and technological advancements in the library and archives professions and incorporating these advancements into the system’s long-range design.

• The solution is implemented primarily at Academic and Special libraries to ensure that product development is in line with the needs of these library types. Solutions implemented primarily at public and school libraries will not be considered.

C.4. LIBRARY STAFF FUNCTIONAL REQUIREMENTS

Staff functions and modules are those that are used exclusively by BOC Library Staff and comprise Acquisitions Management, Cataloging, Circulation, Digital Asset Repository, Electronic Resource Management, Holdings Management, Interlibrary Loan, Serials Management, Reporting/Statistics, and Global Updates. Contractor Shall ensure all functions and modules shall integrate seamlessly and be cloud-based.

C.4.1. Requirements Applicable to All Library Staff Functions

The following requirements are applicable to all back end/Library Staff functions and the system(s) that handle those functions.

C.4.1.1. System Integration and Customization

The system shall:

• Allow staff to move materials easily through the library pipeline, including, but not limited to, selecting, acquiring, cataloging, and circulating.

• Provide workflow automation such as dashboards, reminders, e-mails, notifications, and alerts.

• Allow library staff to toggle or move easily between circulation and other staff modules, such as cataloging, acquisitions, circulation, reports, and others.

• Allow to modify order and bibliographic status (i.e., on order, arrived, checked out, lost, ILL, etc.

• Allow library staff to use modules concurrently, without losing current work data when toggling or moving between modules.

C.4.1.2. Data Handling

• Support global changes to entire fields and subfields, and specific strings within fields and subfields in all record types including, but not limited to, order, vendor, bibliographic, circulation, patron, item, and authority records.

• Include validation for order, bibliographic, holdings, item, patron, and authority records.

• Include standard database maintenance reports of the system, including, but not limited to, subject headings, data duplication, etc.

• Provide current and future linked data and search engine crawling/indexing.

• Make data available through documented web services and APIs, including supported data operations (read, write, update, delete, etc.).

C.4.2. Requirements Applicable to Specific Back end / Library Staff Functions

C.4.2.1. Acquisitions Management-Optional

If module provided, the system shall:

• Provide basic acquisitions management features such as ordering, receiving, cataloging, etc.

• Provide integration with book vendors, including to find items for purchase from multiple vendors, and to import complete MARC records for ordered items prior to receipt.

• Provide Library-level budgeting, to place, store, and report on orders, financial reporting, vendor records, and a desiderata file.

• Provide support for storing and sharing vendor data to use it in different functional areas.

• Create a brief bibliographic record for ordering purposes if there is no bibliographic record available.

• Mark items as “on order” in the bibliographic record.

C.4.2.2. Cataloging

C.4.2.2.1. General Cataloging Requirements

The Contractor shall provide a solution that:

• Supports multiple metadata standards, including MARC, Dublin Core, and RDA.

• Supports the Library Linked Data model, including the Resource Description Framework

(RDF) and BIBFRAME.

• Conversion tools or utilities within the system(s) that translate one metadata schema to another.

• Adds local fields to imported records, including, but not limited to, holdings information, shelf location, multiple notes fields, and other proprietary fields.

• Marks items as non-circulating.

• Imports and export bibliographic records in MARC 21 with full preservation of all content designators.

• Compatibility with the UTF-8-character set.

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

• Full screen MARC editing rather than line by line editing.

• A display of all MARC content designators (field tags, subfield codes, indicators) in the cataloging module, but allow for suppression display of certain designators in OPAC/Discovery System.

• Disolays and edits diacritics, special characters, and vernacular characters in the appropriate script.

• Edits records individually and globally with ability to make those edits within the cataloging module, without having to use any external resources to make global edits.

• Batch addition/deletion/modification of bibliographic and/or item records.

• Creates cataloging templates that include only specified MARC fields.

• Creates cataloging templates that include pre-populated data, including shelf locations and other fields.

• Prepends a collection/shelf location identifier to call numbers.

• Designates a temporary shelf location that automatically reverts to a permanent shelf location after a specified amount of time.

• A link checker to identify/update broken links.

• E-book integration that allows patrons to discover and download e-books with minimal clicks.

• Add/delete MARC fields without using a drop box selection item.

• Display all subject subdivisions in subject fields uniformly.

• Create catalog records for non-standard materials such as A/V equipment and other non-print-based physical objects.

• Move MARC fields up and down within records to change their order of appearance.

• Include robust search functions for catalog and patrons’ records:

• Search most data fields

• Advanced autocomplete and autosuggest functionality

• Autocorrect and “Did you mean…?” functionality

• Share catalog records between LMS user base members.

• Have up to 3 location levels per item.

• Tag items for routing to specific patrons when they are received and processed.

• Library staff to view and revert to prior versions of bibliographic records.

• Have bibliographic changes (modifications to existing records or new records) visible in the Discovery system within several hours.

• Have holdings changes visible in the system within several hours.

C.4.2.2.2. Cataloging Authority Control

The solution shall:

• Allow for the management and maintenance of shared authority files.

• Allow seamless access to authority record editing from within the cataloging module.

• Allow for both third party authority control files and the ability to create custom authority control files.

• Support proprietary authority files of the library’s own creation and allow for those files to have controlled vocabularies.

• Provide for the editing of authority records individually and globally.

• Generate SEE and SEE ALSO references from authority records and display them in the

Discovery system.

C.4.2.2.3. Cataloging Statistics and Reporting

The solution shall:

• Create and save report templates.

• Run reports at various frequencies: monthly, weekly, daily, hourly, on the quarter hour.

Reports can be scheduled to run at these frequencies or run manually as needed.

• Report to output in multiple formats: tab delimited files, graphs, Excel, HTML, PDF, XML, TXT, RTF.

• Produce lists of items by:

1. Subject heading

2. Item ID

3. Title

4. Series

5. Additional MARC fields (please list)

6. Shelf location

7. Call number or call number range

8. Date cataloged

9. Date published

10. Date last inventoried

11. Item type

12. Records deleted over a specific timeframe

13. Records with broken links

14. Records worked on by specific library staff member(s)

15. 856 link usage

16. Records added over a specific timeframe

C.4.2.3. Physical Processing

The solution shall support:

• Barcodes, and integrate with a variety of barcode scanners.

• The processing of physical materials including support for spine-label printing through the solution itself and third-party label printing software.

• The processing of regularly scheduled and special issues of serials, including receiving, item generation, labeling, and routing.

C.4.2.4. Serials Management

If module provided, the system shall include:

• Allow for check-in to be based on title or ISSN.

• Have a prediction algorithm for serials.

• Allow for serial record customization for special issues or exceptions.

• Generate statistics from serial records (number of active subscriptions, number of pieces received, etc.)

• Allow for the check-in of multiple instances of a given title, such as a subscription that includes individual issues, bound volumes, pocket parts, pamphlet supplements, etc.

• Electronic claims of missing/damaged issues, whether the library handles serials in-house or through a third-party vendor.

C.4.2.5. Holdings Management

The serials module of the system shall:

• Have multiple fields available for documenting local holdings in MARC and other cataloging formats.

• Support the linking of bibliographic records to other bibliographic records in the catalog.

For example, linking the records of various formats of the same title, or linking between records when the title has changed.

• Support the display of the library’s local holdings for items in union catalogs, such as OCLC WorldCat or others.

C.4.2.6. Circulation and Interlibrary Loan

C.4.2.6.1. General Circulation Functions

The circulation module shall:

• Create lending rules (by item format, patron group, staff type, etc.) and determine levels of access for viewing and manipulating those rules.

• Set due dates, due times, renewal, and hold policies across the system.

• Provide checkout/circulation for “in-house use”, such as for books that are used within the library but not physically checked out. These checkouts simply record use to provide a count of internal use.

• At point of service, retrieve borrower records via specific fields, including borrower name, borrower unique identifier, barcode, etc.

• Override non-circulating status of items.

• Override circulation policies/time limits at point of checkout or later.

• Change an item’s status without first checking it in (such as marking it “damaged”).

• Circulate non-print physical items, such as A/V equipment.

• Circulate e-books, audio files and other electronic resources, especially those that require proprietary software.

• Provide for automatic renewals of checkouts unless there is a hold on the item.

• Provide for automated recall notices for books with holds.

• Generate automated staff notifications via e-mail regarding holds, overdue books, and other circulation-related issues using e-mail. (For example, when a patron places an ILL or hold request, a notification e-mail is sent to Library staff).

• Send overdue and other notices multiple times, at intervals that can be customized for different patron and item types.

• Suppress overdue notices for specific patrons or items.

• Suppress fine collection feature.

C.4.2.6.2. Patron Records, Communications, and Notifications

The circulation system(s) shall be able to:

• Provide batch import, editing, and deletion of borrower/patron records.

• A patron PIN number/library account password with the ability to accept alphanumeric sequences of between 4 and 16 characters in length.

• Generate automated patron notifications regarding holds, overdue books, and other circulation-related issues using e-mails that can be scheduled to run at a set time or immediately upon an action (for example, a book is returned, which triggers a checkout to the next patron with a hold for the book, which then triggers an immediate e-mail notifying the patrons that the book is available).

• Allow for the customization of the language and design of patron notifications.

• Customize borrower/patron record fields, such as code, name, length, and number of fields.

C.4.2.6.3. Interlibrary Loan (ILL)

The Interlibrary Loan, the system shall:

• Integrate interlibrary loan directly into circulation workflow by including processing of incoming and outgoing interlibrary loan items within the system, or with an outside system.

• Allow Library patrons to identify items of interest outside of the library’s collections and to initiate ILL requests for those items through the Discovery system.

• Allow library staff to differentiate between books checked out to local patrons and books checked out for ILL.

C.4.2.6.4. Circulation Statistics and Reporting

• Generate brief reports within 1-2 minutes, and lengthy reports within 10-30 minutes (or some other quantitative measure).

• Retain transaction-oriented information indefinitely for statistical reporting purposes, even if the associated item or patron has been removed from the system.

• Toggle on and off the retention of individual book checkout histories, both in aggregate (high-level data across all book checkouts) and at the individual patron level (for a particular book, a history of the patrons that checked it out).

• Toggle on and off the retention of individual patron circulation histories.

• Generate reports (from templates and those that are created on an ad-hoc basis on:

1. Number of times an item was circulated.

2. Number of times all items/copies in a record were circulated, at an aggregate level, without having to manually aggregate the total circulation of all items/copies in a record.

3. Date that an item was last circulated.

4. Total number of items circulated in each time period.

5. Circulation activity per patron account.

6. Patron checkout history, with ability to toggle this feature on or off.

7. Number of items circulated by collection or shelf location.

8. Number of items circulated by item type or media.

9. Number of interlibrary loan requests and loans.

10. Most frequently circulated items.

11. Most checked out items.

12. Most checked out items, excluding renewals.

13. Current books checked out.

14. Overdue books.

15. Holds.

• Automatically alert Library Staff of any transaction errors.

• Generate borrower/patron reports by any field in the borrower record and by items linked to those records, including user location, office, etc.

C.4.2.7. Electronic Resource Management

If module provided the system shall:

• Manage the following types of administrative information:

Vendor description

Vendor contact information License and contract details, including which fields are available for license and contract terms and how can these be exported and integrated into other areas of the solution

Full text of license and contract agreements in their original formats Administrator site URL and credentials for library staff.

User statistics for individual electronic resources, including automatically pulling database usage information from counter-compliant vendors.

Database URL(s) for patrons.

• Workflow management of electronic resources, such as reminders for renewal or track new resources from trials through to rollout.

• Output electronic resource records for integration into library websites and Discovery systems.

C.4.2.8. Digital Collection and Asset Repository

C.4.2.8.1. General Requirements

In addition to the general technical requirements listed in Section B, the Digital Collection and Asset Repository module shall meet the following technical criteria:

• Be interoperable with other systems, including the LMS modules.

• Provide a web interface for users to access the material in the digital collection.

• Make data available through documented web services and APIs, including supported data operations (read, write, update, delete, etc.).

• Follow the Open Archival Information System model which was developed for use in facilitating a broad, discipline independent, consensus on the requirements for an archive or repository to provide long-term, preservation of digital information.

C.4.2.8.2. General Functionality

The system shall allow for digital collection and asset processing and storage and shall also:

• Ingest both individual digital objects and collections of digital objects under the same system—one-to-one and many-to-one metadata application.

• Ingest files from multiple locations and file servers, whether from hardware or from the cloud.

• Provide the option of batch uploading for migration of digitized assets and their metadata.

• Provide sampling or streaming of audio and video files without requiring user to download the entire file to view or hear (30 seconds or one minute in length).

• Create and provide thumbnail views for photographs.

• Upload large files.

• List the max size file that can be uploaded, and the process for uploading large file sizes.

• Upload, host, retrieve, display, and play multimedia including photographs, streaming video, archived webpages, and audio, as well as emerging formats, including:

1. JPEG

2. TIFF

3. PDF

4. WAV

5. MP3

6. AVI

7. MPEG

8. MOV

9. HTML files (not simply HTML links)

• Convert and export digital asset records (typically in Dublin Core) to MARC format, including links to the underlying digital asset(s).

• Export digital objects/assets and their metadata without an additional fee.

• OCR to ensure that digital objects can be searched in full text (where applicable).

• Allow for the Administrator to view reports on digital asset usage and to download histories for all assets.

• Create ad hoc, customizable reports covering both administrative and patron statistics.

• Provide preservation and risk management features such as checksums, data validation, permissioning of specific collections to various user groups, and provide for backup/data recovery.

C.4.2.8.3. Metadata Handling

• Edit metadata at any point in the process including before, during, and after the uploading of digital assets to the repository.

• Apply metadata to more than one digital object—one-to-one and many-to-one relationships for groups of objects or entire collections.

• Support embedded metadata in JPEG, PDF, and other digital assets.

• Handle a variety of metadata types (descriptive, administrative, technical, preservation, structural) for all record formats in the collection.

• Metadata format(s) compliant with archival standards such as extended Dublin Core, to include customizable metadata fields.

• Create and use metadata templates via web-based forms.

• Match metadata to controlled vocabularies; both those provided by the Contractor and those created by the library staff for searching.

• Controlled vocabulary: staff users to add and edit vocabulary terms within the system.

• Include spell check functionality.

• Include advanced autocomplete and autosuggest functionality

• Include autocorrect and “Did you mean…?” functionality

C.5. PATRON-FACING FUNCTIONAL REQUIREMENTS

Patron-facing parts of the solution shall:

• Provide an interface that will be patrons’ primary point of entry into Census Bureau

Library print, electronic, and digital collections that are cataloged and, where applicable, stored, in the back end.

• Where applicable, provide seamless linking from the interface to digital assets.

• Provide a single patron account that includes all library functionality under a single set of authentication credentials.

• Integrate with EZ Proxy account management.

• Provide immediate, seamless transfer of item and patron data from the LMS to the interface, without the need to run reports manually or take any other action to update the system.

C.5.1. Discovery System Web Integration and Customization

If provided, the Discovery system shall:

• Be content neutral and allow library staff to designate the order in which vendor-supplied content appears in search results.

• Have a proprietary central index that includes content from a wide variety of vendors.

• Allow for indexing of and access to Special Collections, archival items, and digital objects.

• Allow for relevancy ranking of search results, allow for the library to customize that ranking.

• Supply APIs, widgets, and other embedded code that allow for the integration of

Discovery search forms, canned searches, and other web applications into third party interfaces.

• Provide customization options, set default options (limits/facets) such as which databases and/or collections are searched.

• Provide branding and styling options.

• Keep any customizations intact and unaltered by upgrades.

• Provide permanent/persistent links to items.

• Include an Open URL resolver.

• Provide a responsive mobile application version of the online catalog. The mobile version shall have full Discovery functionality.

• Provide a test environment/sandbox for customization and upgrades.

C.5.2. Discovery System Search

C.5.2.1. Search Capabilities

• The following content shall be indexed and searchable by the Discovery system if provided:

• Library’s own catalog.

• Extended catalog (such as holdings from a union catalog, the ’s customer base, the

Library of Congress)

• Special Collections and digital repositories, including print, textual, multimedia, and digital assets/objects.

• Third Party Content Providers, indexed through the Discovery system’s central index/directory, with toggle on/off specific databases within each vendor database family including but not limited to the following:

1. EBSCO

2. Elsevier

3. JSTOR

4. Lexis/Nexis

5. National Journal

6. ProQuest

7. SAGE

C.5.2.2. Search Functionality

The search functionality of the Discovery system shall:

• Allow for a variety of search types and the customization of the number of fields that can be searched and limits that can be set on each field.

• Include expert searching features, such as Boolean logic, for researchers who require more control in formulating search statements.

• Include advanced auto-complete, - auto-suggest, and auto-stemming functionality.

• Include autocorrect and “Did you mean…?” functionality.

• Include synonym expansion, stop word filtering, and vernacular search and retrieval, and character normalization.

• Include a single search box and an Advanced Search that allows user to search by:

1. Abstract

2. Author/Contributor

3. Collection (for local repositories or special collections)

4. Date Range and discrete dates

5. Format

6. ISBN/ISSN

7. Journal Name/Publication Title

8. Keyword

9. Language

10. Location

11. Shelf Location

12. Subject (all subject fields)

13. Table of Contents

14. Title of Item (all title fields)

15. Title of Publication (all title fields)

16. Real time availability

17. Call number

18. Full Text Availability

19. Publisher

20. Other customizable fields

• List all additional customizable fields.

C.5.2.3. Search Results Display and Limiting

When displaying and limiting search results, the Discovery system shall:

• Provide de-duplication of redundant search results.

• Be compatible with the UTF-8-character set.

• Allow users to sort results by relevancy, publication date, title, author, collection, or other criteria that are configurable by the library.

• Provides near seamless e-book integration (the user clicks on the e-book title, and gets directly to the full-text e-book within 1-2 clicks)

• Group different manifestations of the same record together in a single grouping of records.

• Display diacritics, special characters, and vernacular characters in the appropriate script.

• Allow for certain bibliographic records to be suppressed in the Discovery system, but visible to library staff in the LMS.

• Display a results list where the order of results, and the order of information within each result, can be customized.

• Display a results list page that shows the following information per bibliographic and/or other type of item/record:

1. Author/Contributor

2. Summary/description

3. Book jacket art (small or thumbnail size)

4. Call number

5. Date published

6. Links to various editions/formats of the item/title

7. Links to full text, digital object record, or an external URL from the 856 field.

8. Location

9. Media type

10. Title (24x)

• Allow user to limit/refine search results by the following facets/filters:

1. Author (Personal and Corporate)/Contributor (all author fields)

2. Collection(s), including special collections

3. Content type: news articles, book reviews, reports, etc.

4. Database(s)

5. Date, including ability to limit by date range or specific integrals (6 months, 1 year, 5 years, etc.)

6. Format, including the ability to limit by print book or eBook.

7. Full Text

8. Journal Name

9. Language

10. Series

11. Shelf Location

12. Subject/Topic (all subject fields)

13. Other customizable fields

• Display an item description page that shows the following information per result:

1. Add to personalized list functionality

2. Author/Contributor (all author fields)

3. Availability and holdings

4. Book jacket art (displayed at a larger size than in the results list)

5. Book reviews (both professional and user-generated)

6. Call number

7. Description

8. For articles, link(s) to full text

9. For periodicals, the latest issue received

10. Links to all editions/formats/versions

11. Media type

12. Permalink

13. Print/cite/send options

14. Recommended reading

15. Sample context, such as the first chapter of a book

16. Table of contents

17. Title (all title fields)

18. User-created subject tags

19. User-created lists

• Allow user to view, edit, and rerun past search queries in a single search session.

• Allow user to conduct a virtual browse with “view nearby items on shelf” type functionality.

• Allow library staff to view a MARC record for the item within the Discovery System.

• Integrate with Springshare’s LibGuides and LibCal products.

C.5.3. Digital Collections and Assets

For patron viewing and use of digital collections and assets/objects, the system shall provide:

• Branding and customization options.

• Detailed digital asset item records.

• Ability to organize content by collection and allow patrons to browse by a variety of access points.

• Ability to display digital objects in collection groupings.

• Ability for patron tagging and comments of digital assets. Include ability to toggle this function on/off.

• Advanced digital asset and multimedia functionality, including:

1. Permalinks.

2. Display of embedded metadata for all digital assets.

3. Enhanced image viewing, including zooming and (preferably) lightbox capabilities at multiple powers with the ability to pan over images for more detail.

4. Choice of image display size.

5. Copying, downloading, and printing of items.

6. Display and playback of multimedia files. System shall include an embedded multimedia player that allows users to listen and view audio-visual materials directly from search results. The embedded audio and video player shall be HTML5 compliant, including Flash fallback. It should support responsive design, keyboard control, and subtitles.

7. Describe how the system complies or explain why it does not comply.

8. Full toolbar options for PDF and other document formats.

9. Full-text search capability, when available.

• Simple and advanced search options, including:

1. Full text (where available)

2. Keyword

3. Subject

4. Collection

5. Format or Type

6. Date Range and discrete dates

7. Complex search strings

• Simple and advanced search limit options, including:

1. Subject

2. Collection

3. Format or Type

4. Date Range and discrete dates

C.5.4. User Personalization and Interaction

C.5.4.1. User Discovery Accounts

If provided, patron/end user Discovery system accounts shall:

• Allow patrons to create their own Discovery accounts but allow Library staff to toggle this feature on/off.

• Include an “I forgot my password” email reset feature.

• Allow for combined patron Discovery and Library accounts.

• Give Library Staff the ability to pull periodic reports of new self-registrants.

• Allow patrons to create and save, print, share, or export single items or lists of items to citation management, word processing or other productivity software.

• Allow patrons to edit contact and other information.

• Limit patron account creation format to a specific alphanumeric length and style.

• Be able to create and retain customized queries/search strategies when logged into the system. For example, patrons can create folders for frequent searches.

• Alert authenticated patrons to newly cataloged items via RSS or e-mail alerts.

• Allow authenticated patrons to create personal booklists with the option to share them.

C.5.4.2. User Library Accounts

Patron/end user Library accounts shall:

• Provide authenticated patron access to accounts to view, renew, and track requested or checked out items.

• Allow patrons to place holds on items.

• Enable patrons to borrow or request tangible items from the library’ collections.

• Allow patrons to initiate requests for items from other libraries through the library.

• Allow patrons to see hold/request queue.

• Allow patrons to receive e-mail notifications about the status of held items and allow library staff to customize the language of these notifications.

• Allow library staff to disable Fine/Fee information from patron view.

C.6. IMPLEMENTATION REQUIREMENTS

C.6.1. Base Year

1. The Contractor shall migrate the BOC Library’s data (bibliographic, item, serial, electronic resource, patron, vendor, and circulation records, and other relevant data) from the current system to the new LMS.

2. Transient or temporal data such as checkouts, item status, item statistics, and patron information shall be retained and preserved throughout the migration process.

3. Local holdings, local call and item numbers, home and shelf location, item type, local notes, and other local item information shall be retained when records are migrated.

4. Implementation support and training is required.

5. Downtime of existing system shall be minimized during migration.

6. The implementation plan shall include a process for testing and BOC Library acceptance of system functionality, accessibility, record structures, and customization.

C.6.2. Option Years

1. Downtime of systems shall be minimized.

2. Systems shall be continually improved and enhanced.

3. Ongoing support and training shall be provided.

C.7. REPORTING

The Contractor shall fully document the project and will provide the following reporting deliverables. All reporting deliverables shall be provided in writing to the Contracting Officer Representative (COR).

C.7.1. Base Year and Option Years

1. Project and implementation plans

2. Data management plan

3. Training plan

4. Data analysis

5. Data migration documentation

6. Configuration documentation

7. Customization documentation

8. Weekly progress reports

9. Quality assurance

10. Customer service reporting

11. Invoices – submitted according to Section G.

(End Section C)

SECTION D - PACKAGING AND MARKING

All deliverables required under this contract will be delivered in accordance with standard commercial practices. The Contractor may be requested to submit deliverables and other documents electronically.

D.1. PAYMENT OF POSTAGE FEES

All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer’s Representative (COR) or other persons designated to receive, shall be the responsibility of the Contractor.

D.2. PACKING FOR DOMESTIC SHIPMENT

Material shall be packed for shipment in such a manner that will ensure acceptance by common carriers and safe delivery at destination. Containers and closures shall comply with the Interstate Commerce Commission regulations, Uniform Freight Classification rules, or regulations of other carriers as applicable to the mode of transportation. All items are to be packed for domestic shipment to comply with standards and practices of the industry to ensure safe delivery without mars, scratches, dents or other damages. Shipping containers shall be plainly and substantially marked to show the contract number and a brief description of contents.

D.3 MARKING DELIVERABLES

All deliverables and information submitted to the COR or other Customer personnel designated to receive deliverables shall clearly indicate the following information:

(a) Customer name and address

(b) Contractor name and address

(c) Contract number

Delivery locations for deliverables specified in this contract (such as reports, papers, and documentation) will be communicated to the Contractor as needed by the Contracting Officer’s Representative (COR).

(End Section D)

SECTION E - INSPECTION AND ACCEPTANCE

E.1. INSPECTION, AND ACCEPTANCE

CAR 1352.246-70 (APR 2010) PLACE OF ACCEPTANCE

The Contracting Officer’s Representative or the duly authorized representative will perform inspection and acceptance of supplies and services to be provided under this contract. Inspection and acceptance will be performed at the United States Census Bureau.

COR:

Mary Umphries, Acting Branch Chief OCAO/ACSD/Mission Services/Transportation and Building Services U.S. Census Bureau O: 301-763-5797 | M: 202-407-1305

E.2 RESPONSIBILITY FOR INSPECTION AND ACCEPTANCE

Inspection and acceptance of all items and services under this contract will be accomplished by the Government’s designated Contracting Officer’s Representative (COR). The COR will inspect and be responsible for, the review and acceptance of all deliverables under the contract.

Acceptance testing will be specified, if required.

The COR shall notify the Contracting Officer promptly after the specified date of delivery of supplies and/or services not received or not conforming to specifications of the contract. Unless extenuating circumstances exist, the notification should be made not later than 30 days after the specified date of delivery.

(End Section E)

SECTION F - DELIVERIES AND PERFORMANCE

F.1. 1352.270-70 PERIOD OF PERFORMANCE (MARCH 2010)

The base period of performance of this order is from Date of Award through February 28, 2025. If an option is exercised, the period of performance shall be extended through the end of that option period.

The option periods that may be exercised are as follows:

ORDERING PERIOD PERIOD START DATE PERIOD END DATE

Option Period 1 March 1, 2025 February 28, 2026 Option Period 2 March 1, 2026 February 28, 2027 Option Period 3 March 1, 2027 February 28, 2028 Option Period 4 March 1, 2028 February 28, 2029

The notice requirements for unilateral exercise of option periods are set out in FAR 52.217-9.

F.3. PLACE OF DELIVERY

The place of delivery is F.O.B. destination in accordance with FAR 52.247-34 for tangible materials unless the Customer agrees to an alternate arrangement.

F.4. DELIVERABLES AND MILESTONE SCHEDULE

The schedule may be modified during the project-planning phase.

Base Year

Description Estimated Time from Contract Award

Post-award meeting Week 1 Provide current general documentation (user guides/manuals) Week 1

Project and Implementation plan Week 3 Data management plan Week 3 Training plan Week 3 Set up sandbox for BOC LIBRARY data Week 3 Data extraction / export – first pass Week 4 Data analysis Week 4-5 Data migration – test Week 6 Training Week 6

Security assessment and authorization Week 6-8 System configuration Week 8-12 Data extraction – second pass Week 12 Data migration – production Week 12-16 Customizations Week 14 Progress meetings/conference calls Weekly Progress reports Weekly Go live Week 16 Customer support – Implementation Ongoing beginning Week 1 Customer support – Production Ongoing beginning Week 16 (go live) System maintenance and support Ongoing beginning Week 16 (go live)

Invoices After System configuration (Week 12), Customizations (Week 14) and Go Live.

Option Years

Customer support Ongoing System maintenance and support Ongoing Invoices Annually

(End of Section F)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 CAR 1352.201-70 CONTRACTING OFFICER’S AUTHORITY (APR

2010) Tanisha Contee is hereby designated as the Contracting Officer (CO). The CO is located at:

US Census Bureau / Acquisition Division 4600 Silver Hill Rd Suitland Maryland, 20746 Phone: 301-763-4129 Email: tanisha.l.contee@census.gov

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract, and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

(End of clause)

G.1.1 CAR 1352.201-72 CONTRACTING OFFICER’S

REPRESENTATIVE (COR) (APR 2010)

Mary Umphries is hereby designated as the Contracting Officer's Representative (COR). The Government may change the COR at any time without prior notice to the Contractor by a unilateral modification to the contract. The COR is located at:

U.S. Census Bureau 4600 Silver Hill Road Suitland, Maryland 20746 Phone: 301-763-5797 Email: mary.umphries@census.gov

The responsibilities and limitations of the COR are as follows:

The COR is responsible for the technical aspects of the project and serves as technical liaison with the Contractor. The COR is also responsible for the final inspection and acceptance of all deliverables and such other responsibilities as may be specified in the contract.

The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes, which affect the contract price, terms or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the expressed prior authorization of the Contracting Officer.

The COR may designate assistant COR(s) to act for the COR by naming such assistant(s) in writing and transmitting a copy of such designation through the Contracting Officer to the Contractor.

G.1.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR) APPOINTMENT

AND AUTHORITY (JAN 2016)

(a) Performance of work under this contract is subject to the technical direction of the COR. The term “technical direction” includes, without limitation, direction to the Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, and/or fills in details and otherwise serves to ensure that tasks outlined in the contract are accomplished satisfactorily.

(b) Technical direction must be within the scope of the contract specification(s)/work statement. The COR does not have authority to issue technical direction that:

1. Constitutes additional work outside the contract specification(s)/work statement;

2. Constitutes a change as defined in the “Changes” clause of this contract;

3. Causes an increase or decrease in the contract price, or the time required for contract performance;

4. Changes any of the terms, conditions, or specification(s)/work statement of the contract;

5. Interferes with the Contractor's right to perform under the terms and conditions of the contract; or

6. Directs, supervises or otherwise controls the actions of the Contractor's employees.

(c) Technical direction may be oral or in writing. The COR must confirm oral direction in writing within five workdays with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by t the COR. If, in the opinion of the Contractor, any direction of the COR or the designated representative falls within the limitations of (c) above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government workday.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the “Disputes” clause of this contract.

G.2. Contract Modifications

(a) Changes to the Contract. Any changes to the contract must be approved by the Contracting Officer and shall be officially added to the contract by modification.

Requests for approval to modify the contract shall be sent via email to the Contracting Officer.

G.3 Invoice Information

G.3.1 Procedures for Invoicing

FAR Subpart 32.905 requires that payment will be made based on the receipt of a proper…