Attachment_01_SOW__SIPI_ILS.pdf

STATEMENT OF WORK

Cloud Based Integrated Library System (ILS)

Southwester Indian Polytechnic Institute (SIPI) Library 9169 Coors Boulevard NW Albuquerque, New Mexico

14 April 2020

1.0 Introduction

Southwestern Indian Polytechnic Institute (SIPI) is a national American Indian community college operated by the Bureau of Indian Education (BIE), U.S. Department of the Interior (DOI) and is located in Albuquerque, New Mexico. SIPI provides associate degree and certificate programs in liberal arts, STEM, technical, and occupational fields. The average annual enrollment is 1000+ students from over 100 American Indian and Alaskan Native nations.

SIPI Library is a traditional “academic library” that offers both print and electronic items. SIPI Library offers electronic access to a number of databases from EBSCO Host, Credo Reference, NewsBank, JSTOR, Kanopy and select content-relevant, open source databases. These companies provide electronic full-text access to periodicals, journals, newspapers, documents, conference proceedings, primary resources, educational videos, and e-books.

SIPI is seeking a qualified Contractor to provide a FedRAMP authorized cloud-based Integrated Library System (ILS). The current ILS is Sierra Bundle, from Integrated Interfaces Inc.

* Note: SIPI offers students online classes through Brightspace with electronic resources from SIPI Library made available with this content delivery platform.

1.1 Acquisition Background

SIPI requires a comprehensive post-secondary education library management solution, also known as an Integrated Library System (ILS) that is cloud-based/hosted, user friendly, and offers a full-featured library system. The ILS must be one that is comparable with other post-secondary educational library systems in ways that provide full online services. Currently, SIPI Library uses a cloud based system hosted by Innovative Interfaces, Inc. The current Online Public Access Catalog (OPAC) features exclude access to all subscribed databases and only provide relevant access to physical resources.

2.0 Objective

The objective of this SOW is to procure a subscription service to a cloud-based/hosted ILS; to continue to provide full online library services. There is an increased use of e-resources and e-books which means that SIPI population have immediate and varied informational needs required by courses delivered virtually. The ILS company needs to be able to accommodate the increased data capacity that third party databases provide SIPI users. In addition, the print collection will increase and with limited library staffing, an ILS with strong cataloging services and management tools to create an efficient workflow is needed.

3.0 Scope of Work

The ILS Company shall provide the following core services at a minimum:

• Software configuration of licensed ILS software

• Implementation, project management, training

• Configuration of Online Public Access Catalog (OPAC) which will include integration of

SIPI database providers

• Mapping and ingestion of SIPI Library’s bibliographic and patron records

• Provide support during implementation

• Provide support after implementation

3.1 System Requirements

Contractor is responsible for providing SIPI Library & SIPI IT staff with software specifications that will be used to connect the ILS remotely. The contractor is responsible for configuring software, which includes ILS management system and OPAC with standard link resolver for database configurations; and making changes, if necessary, during testing and implementation, including data migration of current library catalog.

3.2 Technology Requirements

The contractor shall demonstrate that the ILS meets standard functionality for a college ILS and shall, at a minimum, include latest faceted techniques for end-user.

3.2.1 Configuration includes:

• Standard search box, scopes, facets, and resource types

• Code provided for library to embed search box into SIPI webpage

• Activation of electronic resources

• Integration of standard link resolver

• User end patron authentication via web-based proxies

• Guidance to SIPI Library on data to provide for any third party integrations

3.2.2 Data Migration, Ingestion, and Mapping

SIPI Library’s current ILS is Innovative Interfaces, Inc., SIERRA.

SIPI Library’s current OPAC is Innovative Interfaces, Inc., ENCORE.

• MARC Mapping

• LibGuide ingestion and mapping

• Include at least two OAI-PMH harvestable digital repository

• Provide catalog workbook and mapping form

• Integrate with library supported OPAC to provide direct linking in order to return real-time availability in OPAC

• Provide data services for mapping records to new ILS content schema

• Provide support during mapping and testing

• Provide ongoing data services for added/updated/deleted records from included sources

• Provide direction to SIPI for data extraction

• Review and test content migration for full functionality

• Other basic requirements of ILS: access and uptime will be 24/7 x 365 days with minimal downtime and notice for planned software updates, access to immediate technical support,

3.2.3 Cataloging

• 3 staff clients

• Unlimited bibliographic, MARC Holdings, Item and Authority record file sizes

• Cataloging tools including full screen edit, heading verification, MARC code validation, diacritic maps, cut/copy/paste

• MARC 21 Support

• Z39.50 software support for broadcast searching, MARC record import, OCLC holdings

• Single and multi-item creation

• Global update of all record types

• Authority control

• OCLC interface via the network for all authorized staff

3.2.4 Circulation

• Unlimited item record size and unlimited patron record size

• Checkout/check-in/renewal, patron registration, notices modules

• Holds functionality

• Offline circulation

3.2.5 Reports

The ILS must generate reports on using various facets for download, save and print

3.2.6 Student Management Systems and Online Learning Platforms

• The ILS must have the capability to “talk” to the SIPI Student Management System for billing.

• The ILS must be compatible with various Student Online Learning Platforms such as Brightspace and Desire2Learn or other comparable platforms.

3.3 Information Technology Security Requirements

The ILS solution must ensure that the information in the system is protected against unauthorized disclosure, transfer, modification, or destruction, whether accidental or intentional.

The ILS shall conform to DOI, BIA, BIE, and SIPI IT security standards.

• Identification and documentation of security requirements and user access levels

• Single sign-on solution

• Web-based administrative function for managing users and their passwords

• Safeguards required by Family Educational Rights and Privacy Act (FERPA)

• Secure transmission with the capability to encrypt sensitive data

3.4 Accessibility

The proposed system must be in compliance with all applicable U.S. laws and regulations regarding accessibility to the handicapped, including Section 508 of the Rehabilitation Act, and the Americans with Disabilities Act, as amended, applicable for public-facing interfaces.

3.5 Training Requirements

The contractor must provide training options for SIPI Library staff and include user manual and any other relevant documents and guides.

3.6 Product Support

The contractor must define different levels of support. SIPI requires technical support be available Monday – Friday, 8:00AM – 5:00 PM, excluding Federal holidays. The contractor must include this mission critical need for guaranteed support within 24 hours of a request for help.

4.0 Acceptance Criteria

The ILS shall be fully functional with programming or software configurations completed according to needs of the institute and the users. The system shall be tested by SIPI Library to determine whether all needs have been met before acceptance. Final inspection and acceptance of work performed shall be conducted by the Contracting Officer Representative (COR). Acceptance shall be documented by the COR.

• ILS must be workable within timeframe of implementation and ready to go-live by a specified date.

• ILS shall be accurate in presentation and technical content

• ILS must satisfy requirements of this SOW.

5.0 Location of Work

Southwestern Indian Polytechnic Institute (SIPI) campus located at 9169 Coors BLVD, N.W.

Albuquerque, New Mexico.

6.0 Period of Performance

The ILS implementation will start immediately after the contract is issued. Performance will begin on April 26, 2023, and go through April 25, 2024, with four (4) option years, potentially going through April 25, 2028.

7.0 Special Requirements

The following are the minimum user requirements that were identified during the market research phase of this project. This list is not all inclusive and may be modified during the contract period of performance by formal written modification. The idea was to build on the data elements that currently exist and to create an ILS that provides the most useful data in the most useful way.

• ILS must be user-friendly for staff, faculty, and students

• ILS must meet Government regulations such as FERPA, Clinger-Cohen Act, Bureau of

Indian Affairs (BIA)- Technical Reference Model (TRM), IT security, Department of Education, New Mexico Higher Education Department, etc.

• Information Technology (IT) requirements

• Software Maintenance

• Network Security- User Access

• Database Security- User Access

• Website Security- Encryption