ESBD_393984_1738785912886_RFP 737-25 Library ILS.pdf

REQUEST FOR PROPOSAL

Integrated Library System

RFP Number 737-25-Library ILS

RELEASE DATE: February 5, 2025

PROPOSALS MUST BE RECEIVED BEFORE: March 28, 2025;

3:00 PM CT

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation prior to submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected Vendor from addenda or additional information resulting in additional costs to meet the requirements of the solicitation.

Sealed proposals will be received until the date and time established for receipt. After receipt, only the names of Proposers will be made public. Prices and other proposal details will only be divulged after the award of a Contract if one is made.

Inquires:

Kailee Malleck

Director of Contracts and Procurement Email: c_admin@angelo.edu Deadline date for questions:

February 14, 2025; 3:00 PM CT

Angelo State University RFP 737-25 Library ILS

Table of Contents

SECTION I

1 Introduction

2 Background

3 Contract Term

4 Estimated Quantities

5 Adding New Products/Services to Contract After Award

6 Modification of Contract Terms and/or Amendments

7 Definitions

8 Schedule of Events

9 Historically Underutilized Business (HUB) Vendors

10 PROPOSAL REQUIREMENTS & PROCEDURES

SECTION II

1 Requested Product and Specifications

2 Deliverables or Service Schedule

3 Training

4 Administrative Tools and Required Reports

5 Contractor Responsibilities

6 ASU Responsibilities

7 Qualifications and Experience

8 Subcontractors

9 Contract Monitoring

10 Transition

11 Invoice and Payment

SECTION III

SECTION IV

ARTICLE 1. GENERAL

ARTICLE 2. TERMINATION, REMEDIES, AND DISPUTES

ARTICLE 3. INDEMNIFICATION

ARTICLE 4. CONTRACT PERFORMANCE

ARTICLE 5. CERTIFICATIONS, REPRESENTATIONS, AND AFFIRMATIONS

ARTICLE 6. PUBLICITY, PUBLIC INFORMATION, AND RECORDS

ARTICLE 7. ADDITIONAL STATE AND FEDERAL LAWS, RULES, AND REGULATIONS

APPENDIX A Solicitation Coversheet

APPENDIX B Company Profile

APPENDIX C Cost Worksheet

Angelo State University RFP 737-25 Library ILS

APPENDIX D Technical Proposal

APPENDIX E Confidential Information Form

APPENDIX F Terms and Conditions Exceptions

APPENDIX G Online System Details Form

APPENDIX H Demonstration Script and Requirements

ATTACHMENT 1 Response Checklist

ATTACHMENT 2 List of Report Data

ATTACHMENT 3 Data Security Addendum

ATTACHMENT 4 AFFIRMATION AND CONFLICT OF INTEREST DISCLOSURE

Angelo State University

RFP 737-25 Library ILS Integrated Library System

GENERAL INFORMATION

SECTION I

1 Introduction

Angelo State University (ASU) is seeking competitive responses to a Request for Proposal (“RFP”) to find a qualified contractor to provide an integrated library system (ILS) to provide control and access to its library and archival holdings.

The ILS must provide efficient workflows in circulation, cataloging, authority, serials control, discovery, acquisition and financial records, electronic resource management, and reporting. It must adhere to library industry and technology standards and best practices, provide staff access to statistical data on both system use and inventory, provide self-service opportunities for patrons, provide access controls to protect patron privacy, and be scalable and adaptable for future growth and needs.

Services shall be provided to Angelo State University, 2601 W. Avenue N, San Angelo, TX 76909.

Respondents will be expected to include details about their product if hosted on a cloud service. Details of the security and company process must be submitted for review and assessment.

This RFP provides sufficient information for interested parties to prepare and submit Proposals for consideration by ASU.

Additional information may be made available by written request to the purchaser indicated in the section entitled “Questions by Proposers.” Each Proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of this RFP. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of ASU’s needs.

By submitting Proposals, each Proposer certifies that it understands this RFP and has full knowledge of the scope, nature, quality, and quantity of the work to be performed, the detailed requirements of the services to be provided, and the conditions under which the services are to be performed. Each Proposer also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer. If selected by ASU, the vendor will notify ASU immediately of any material change in any matters with regard to which the vendor has made a statement or representation or provided information.

Proposers are cautioned to read the information contained in this Request for Proposal (RFP) carefully and to submit a complete response to all requirements and questions as directed.

2 Background

Founded as San Angelo College in 1928, Angelo State University is a dynamic higher education learning community located in the heart of West Texas. Ranked by The Princeton Review as one of the nation’s “Best Colleges” every year since 2010, ASU offers over 100 majors and concentrations through our six academic colleges:

Archer College of Health and Human Services College of Arts and Humanities Norris Vincent College of Business College of Education College of Graduate Studies and Research College of Science and Engineering

Within the colleges, students may choose from 49 undergraduate degrees, 28 master’s degrees and four doctoral degrees. With a 19:1 student-to-faculty ratio, students receive more personal attention from instructors who are likely to possess doctoral degrees.

ASU’s Distinguished Scholarship is available exclusively to Angelo State students. About 45% of students receive an ASU Distinguished Scholarship, with approximately 90% of students receiving some form of financial aid. In 2021-22, Angelo State awarded over $52 million through scholarships, grants and other aid programs.

Other facts about Angelo State University:

Designated a Hispanic Serving Institution by the U.S. Department of Education since 2010.

Over 100 registered student organizations 29 intramural and club sports teams Residence halls ranked top 10 in the “2022 Best College Dorms in Texas” by niche.com.

NCAA Division II athletic teams Lone Star Conference member

2.1. ASU Library:

The ASU Library consists of the Porter Henderson Library (PHL) and its Dr. Ralph R. Chase West Texas Collection (WTC). ASU provides ASU students, faculty, and staff with access to information in all formats. PHL holdings include over 650,000 catalog records made up of print volumes, eBooks, eJournals, audiovisual materials, and government documents. ASU is a regional institution and member of the Texas Tech University System with an FTE of 7,652 as of the Fall 2024 census.

Since 2001, ASU Library has used the Voyager ILS provided by Ex Libris.

Items are cataloged from two locations: (1) Main PHL building at 2025 S. Johnson Street, San Angelo, TX 76909 and

(2) Dr. Ralph R. Chase West Texas Collection at the ASU Mayer Museum, 2501 W. Avenue N, San Angelo, TX 76909.

2.2. Texas Risk and Authorization Management Program (TX-RAMP):

In the 87th Legislative Session, the Texas Legislature passed Senate Bill 475. requiring the establishment of a state risk and authorization management program. This program is known as TX-RAMP and appropriate certification is required for all cloud-computing services. If offering a cloud-hosted application, Respondents must be TX-RAMP or FEDRAMP certified in the level appropriate for the data classified in this solicitation. Refer to Section II, Subsection

1.4 for more details on data and its classification. For more information about this program or certification, visit the DIR website at: https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

2.3. Prohibited Technologies:

In response to Senate Bill 1893, DIR has posted a list of prohibited technologies that that may not be used on state-owned devices or networks. Responses offering any of these technologies will be immediately disqualified. For more information, visit the DIR website at: https://dir.texas.gov/information-security/prohibited-technologies

3 Contract Term

Initial Contract Term: The initial contract term shall commence upon contract execution or as otherwise indicated in the intent to award notice and continue through May 31, 2030, unless sooner terminated under the terms of this contract.

3.1. Contract Renewals: The contract may be renewed provided both parties agree in writing to do so at least one year prior to expiration date. Any renewals shall be at the same terms and conditions, plus any approved changes.

3.2. Contract Extensions: In the event that the contract(s), if any, resulting from the award of a solicitation shall terminate or be likely to terminate prior to the making of an award for a new contract for the identified products and/or services, ASU may, with the written consent of the awarded Contractor(s), extend the contract for a period of time as may be necessary to permit ASU continued supply of the identified products and/or services (not to exceed a twelve-month extension period). Any extensions shall be on the same terms and conditions, plus any approved changes.

3.3. Termination: The contract shall terminate upon full performance of all requirements contained in the contract unless otherwise extended or renewed, as provided in accordance with all the contract terms and conditions.

3.4. Amendments: The contract may be amended in writing by mutual consent of the parties. ASU does not guarantee any specific amount of compensation, volume, minimum, or maximum amount of services under this solicitation and resulting Agreement.

In accordance with TTUS Regents' Rule 07.12, any resulting Contract will require a termination without-cause provision of one hundred and eighty (180) days or less, or the Contract may not exceed five (5) years total term with renewals.

4 Estimated Quantities

Quantities specified herein are estimates only. ASU does not guarantee any minimum or maximum quantity of items or allocate any specific dollar amount on any contract that may result from this solicitation. ASU reserves the right to increase or decrease quantities as needed for the same price. ASU will only pay for actual services provided within the contract term.

Varying Factors: The quantity of records or units needed to input into the ILS may vary each year, making it difficult to predict future quantities. It is anticipated that additional records may be added to the ILS as the collections grow.

4.1. Any quantities specified herein shall not be construed as a minimum or a maximum quantity that ASU may order.

4.2. Current Record Quantities:

Record Type Qty Total bibliographic records 652,719 Total call number records 653,452 Total item records 548,089 Total authority records 552,069 Total serial control records 0 Total patron records 53,238 Total staff logins 35 Average annual circulations 1,236 Average annual bibliographic records added 28,113 Average annual patron records added 5,551

Potential Future Projects: As specific future projects become eligible, ASU will select Contractor(s) from the awarded contract list to submit specific project proposals. ASU will specify project quantity when requesting specific project proposals. ASU will only pay for hours spent conducting services specified within the scope of work of the executed contract.

5 Adding New Products/Services to Contract After Award

Following the contract award, additional products/services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request will be sent to the Contractor to quote on the proposed additional products/services.

Respondent shall submit offers to ASU as instructed. All prices are subject to negotiation with the Best and Final Offer (BAFO). ASU may accept or reject any or all offers and may issue a separate solicitation for the products/services after rejecting some or all of the responses. The products/services covered under this provision shall conform to the specifications as outlined in the request.

6 Modification of Contract Terms and/or Amendments

6.1. The terms and conditions of the contract shall govern all transactions under the Contract.

6.2. No modification or amendment to any awarded Contract shall become valid unless agreed to by ASU in writing and signed by fully authorized representatives from both parties. All correspondence regarding modifications or amendments to an awarded Contract must be forwarded to the ASU Contracting Office for prior review and approval.

Only the Director of Contracts & Procurement or his/her designee will be authorized to process changes or amendments. All amendments must be signed by the same person who signed the original Contract or a person with institutional approval authority.

6.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added to the Contract as an appendix and given effect. No additional term or condition added in the Contract can conflict of diminish a term or condition of the Contract. In the event of a conflict between the Contract and the Contractor’s terms and conditions, the ASU Contract terms shall control.

7 Definitions

Term Definition

AACR2

Acronym for Anglo-American Cataloging Rules Second Edition, which were a collection of library cataloging standards first published in 1967 and superseded in 2005 by RDA.

Accessibility

The quality of providing all users, including those with disabilities, the opportunity to acquire the same information, engage in the same interactions, and enjoy the same services in an equally effective and equally integrated manner, with substantially equivalent ease of use. A person with a disability must be able to obtain the information as fully, equally and independently as a person without a disability.

ACR

Acronym for Accessibility Conformance Reports. Often used synonymously for Voluntary Product Accessibility Template (VPAT).

Agency Refers to Angelo State University; an agency of the State of Texas.

ASU Acronym for Angelo State University.

Authorized User A person authorized to use the product provided as specified in this solicitation.

Banner ASU uses Ellucian Banner for campus finances and student records.

BAFO

Acronym for Best and Final Offer – A revised final bid or proposal submitted after all clarifications, discussions, and negotiations with the agency.

Catalog Defined as a listing of all items found within a library or group of libraries, such as a network of libraries at several locations.

Central Time Either Central Standard Time or Central Daylight Time, whichever is occurring in San Angelo, TX.

Clio Interlibrary Loan management software currently in use at ASU.

CONSER

Cooperative Online Serials Program, a program of the Library of Congress that is an authoritative source for bibliographic records, documentation, and training materials for serials cataloging.

COTS Commercial off-the-shelf (software solution).

CS Gold Mobile login service provided by The CBORD Group to ASU, manages student ID cards and other auxiliary services.

DIR

Refers to the Department of Information Resources; an agency who serves as the T e x a s IT procurement oversight agency.

DSPACE Open-source digital repository solution in use at ASU.

MFA Multi-factor authentication.

EDS

Acronym for EBSCO Discovery Service, the discovery layer currently in place at ASU’s library, which allows for search and discovery across all databases and digital collections (excluding repository, campus archives, and other special collections)

ESBD

Refers to the Electronic State Business Daily; the website used to post solicitation opportunities and contract awards by Texas state agencies.

GPO

An acronym for Government Publishing Office, they are the publisher of American federal government publications. Their mission is to publish trusted information for the federal government to the American people. More information can be found at their website: https://www.gpo.gov/who-we-are/our-agency/mission-vision-and-values.

HTTPS

Acronym for Hypertext Transfer Protocol Secure that uses encryption for secure communication over a computer network.

ICT Acronym for information and communication technology; see VPAT for more details.

ILS

Acronym for Integrated Library System; also known as a library management system (LMS); is an enterprise resource planning system for a library, used to track items owned, orders made, and patrons who have borrowed from the library’s catalog.

ISBN

Acronym for International Standard Book Number; A product identifier used by publishers, booksellers, libraries, internet retailers and other supply chain participants for ordering, listing, sales records, and stock control purposes. The ISBN identifies the registrant as well as the specific title, edition, and format.

ISO Acronym for International Organization for Standardization, https://www.iso.org/home.html.

ISSN Acronym for International Standard Serial Number; a number used to identify a newspaper, journal, magazine, and periodical of all types and media – print and electronic.

LCC

Acronym for Library of Congress Classification, the call number structure used at ASU, which allows new books to be added to the library catalog in their appropriate location based on subject.

LCSH

Acronym for Library of Congress Subject Headings, which is the standard subject heading used at ASU for consistently tagging materials according to their content.

LibGuides Information guide management tool from SpringShare that is currently in use at ASU.

LOC

Acronym for Library of Congress, ASU follows the cataloging guidelines provided by the Library of Congress; more information can be found here: https://www.loc.gov/aba/

LMS

Acronym for library management system; a system used by the library to allow automated cataloging by scanning the book title’s ISBN, a carrier for bibliographic information about printed and manuscript textual materials, computer files, maps, music, continuing resources, visual materials, and mixed materials.

MARC

Acronym for Machine-Readable Catalogue or Cataloguing; MARC is an implementation of the international standard for information exchange for the description of items catalogued by libraries, such as books, DVDs, and digital resources.

MarcEdit Editing tool used to clean bibliographic records from/for the library catalog. In use at ASU.

Metadata Defined as descriptive information about a particular data set, object, or resource, including how it is formatted, and why and by whom it was collected; this can apply to either physical or electronic resources.

OAI-BMH

Acronym for Open Archives Initiative Protocol for Metadata Harvesting, which serves as the data language for the institutional repository.

OCLC

Organization formerly known as Online Computer Library Center https://www.oclc.org/en/services.html.

Serves as the library’s primary source of bibliographic records.

OPAC

Acronym for online public access catalog; commonly used for the computerized catalog that is freely accessible to library users.

Open Athens An additional SSO service that the library is considering adding before or after migration to better manage and track library resource access.

Participating Institutions

Eligible libraries, state agencies, or state universities specified in this solicitation may use the product or service requested.

Pathify Portal in place for ASU students, faculty, and staff.

Patron Defined as an individual who uses resources and services of the library.

PDF Portable Document Format, a file format developed by Adobe that provides an electronic image of text or text and graphics that looks like a printed document and can be viewed, printed, and electronically transmitted.

PII Acronym for personal identifiable information.

RDA

Acronym for Resource Description and Access; this is a standard for descriptive cataloging, providing instructions and guidelines on formulating bibliographic data; more information can be found here:

https://www.loc.gov/aba/rda/.

RFO Acronym for Request for Offer – Formal solicitation method that requests offers from eligible vendors.

Response Refers to the formal offer in response to this solicitation.

SaaS

Acronym for Software as a Service, defined as a software delivery model in which the Agency uses the third-party provider's applications hosted on the provider's cloud infrastructure. The software and associated data are centrally hosted in the cloud. The applications are accessible from various client devices through a thin client interface such as a web browser. The Agency does not manage or control the underlying cloud infrastructure including network, servers, operating systems, storage, or even individual application capabilities, with the possible exception of limited user-specific application configuration settings.

SAML

Acronym for Security Assertion Markup Language, which enables access to multiple web applications using one set of login credentials.

SFTP

Acronym for Secure File Transfer Protocol – a network protocol enabling secure and encrypted file transfers between a client and a server.

SSH Acronym for Secure Shell protocol – a cryptographic network protocol for operating network services securely over an unsecured network (mostly for remote login).

SSL Acronym for Secure Sockets Layer – digital certificates used to establish an encrypted connection between a browser or user’s computer and a server or website.

SSO

Acronym for Single Sign On – an authentication scheme allowing users to log in with a single ID to any of several related, yet independent, software systems. ASU currently uses this service across many platforms, including those powered by Microsoft Azure and Duo authenticate.

State Refers to the State of Texas and any state agency identified herein.

Subcontractor A person who contracts with a vendor to work or contribute toward completing work for a governmental entity; as defined by Texas Government Code 2251.001.

SUDOC

An acronym for Superintendent of Documents Classification System; The Superintendent of Documents classification (SUDOC, SuDoc or SuDocs) is a library classification system used by the Government Publishing Office (GPO) to classify Federal Government publications. More information can be found at https://www.fdlp.gov/cataloging-and-classification/classification-guidelines

System An existing software system that may be configured to meet the customer/ASU’s needs; may be used interchangeably with software solution.

TAC Acronym for the Texas Administration Code.

TDL Acronym for Texas Digital Library

Texas Document Classification Number

The Texas Documents Classification Scheme is a classification used by ASU to classify Texas state documents in the catalog; more information can be found here:

https://www.tsl.texas.gov/statepubs/classmanual.html.

TX-RAMP

Acronym for Texas specified Risk and Authorization Management Program, a method to provide a standardized approach for security assessment, authorization, and continuous monitoring of cloud computing services that process the data of a state agency.

VPAT

Acronym for Voluntary Product Accessibility Template, a document that explains how information and communication technology (ICT) products such as software, hardware, electronic content, and support documentation meet (conform to) the Revised 508 Standards for IT accessibility. Often used synonymously for accessibility conformance report (ACR). VPAT® refers to the standard template developed by the Information Technology Industry Council available at https://www.itic.org/policy/accessibility/vpat.

WorldShare Umbrella name referring to OCLC’s various areas of library services. ASU library uses WorldShare for Interlibrary Loan.

Glossary of Terms specific to RFP

Addendum: A written change, addition, alteration, correction or revision to a Solicitation document or a Contract.

Amendment: An agreed addition to, deletion from, correction, or modification of a Contract signed by all authorized parties. An Amendment may include a renewal or extension of a Contract.

Assignment: An authorized legal transfer of contractual rights from one party to another party.

Award: The act of accepting a bid, Proposal or offer; thereby resulting in a Contract between ASU and a vendor.

Best Value: Factors to be considered in determining best overall value for ASU in accordance with Texas Education Code §51.9335 (b).

Comptroller: The Texas Comptroller of Public Accounts.

Conflict of Interest: A Conflict of Interest refers to a situation in which an employee’s financial, professional, or other personal considerations may directly or indirectly affect, or have the appearance of affecting, the employee’s judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to ASU. ASU OP 06.22.

Consultant: An individual or firm that provides Consulting Services to an Institution and does not involve the traditional relationship of employer and employee. Texas Government Code § 2254.021.

Consulting Services: The Services of studying and advising an Institution per Texas Government Code, § 2254.021. Consulting Services must be approved by the TTU System Board of Regents per Regents’ Rule Chapter 07.

Contract: A legally binding written agreement executed between ASU and a third party in which the parties agree to perform in accordance with the obligations therein. Contracts include, but are not limited to: letter agreements, co-operative agreements, memorandums of understanding (MOU), Interagency Contracts, Interlocal Contracts, easements, licenses, leases, and Purchase Orders.

Contract Administration: Following the award of a Contract, the department level actions to oversee full compliance with all of the terms and conditions contained within a Contract.

Contract Administrator: The Contract Administrator is the department level individual responsible for adherence to all provisions contained within a Contract and for managing the performance of a Contract.

Contract Close-out: The process conducted at the completion of the Contract during which the Contract Administrator confirms and documents compliance with the terms and conditions of the Contract, final Deliverables are received, and outstanding payments are made.

Contract Management: The complete contracting process from Planning through Contract formation, administration and Contract Close-out.

Contract Review Team: A team comprised of such members as the Contract Manager, the Contract Administrator, and as needed, cross-functional members such as: subject matter experts, information technology, risk management, legal, and price/cost analysts.

The size and the members of the team are dependent on the nature and complexity of the project.

Contractor: An entity or individual that has a Contract to provide Goods or Services to ASU. For the purposes of this RFP, Contractor is used interchangeably with the term “Proposer”.

Desktop Delivery: Ability to deliver office supply commodities directly to the ordering ASU department or ASU department designee if designee places orders for multiple component departments.

Escalation Clause: Provision in a Contract that allows for increasing or decreasing the contracted price for goods or services in step with market prices, an agreed-upon benchmark such as the consumer price index, or when maintenance and operating costs go up or down.

Fiscal Year (FY): The 12-month period covered by the State of Texas’s yearly budget, September 1 through August 31.

Goods: Supplies, materials, or equipment as defined in Texas Government Code §2155.001. Goods do not include Services or real property.

Liquidated Damages: A specified Contract provision which entitles ASU to demand a set monetary amount determined to be a reasonable estimate of damages ASU will incur due to Contractor’s failure to meet Contract requirements.

Negotiations: Conferring, discussing, or bargaining to reach a mutual agreement between two or more parties.

Operating Policies and Procedures: The manuals maintained by ASU to standardize and provide a consistent and coherent method of defining Institutional policies.

Originating Department: The ASU department from which a Solicitation or Procurement is originated.

Procurement (Procure): Purchasing, renting, leasing, or otherwise acquiring any Goods or Services, including all functions that pertain to the acquisition through Contract Close-out.

Proposal: An offer submitted by a Proposer/vendor in response to an RFP intended to be used as a basis to negotiate a Contract.

Proposer: The supplier of goods and/or services who submits a Proposal in response to the RFP. Note: the terms “Proposer” and “vendor” may be used interchangeably in the RFP depending on the stage in which the supplier of goods and/or services is with regard to doing business with ASU.

Purchase Order: A signed written acceptance of an offer from a vendor. A purchase order may serve as the legal and binding Contract between parties.

Regents’ Rules: Rules established by the Texas Tech University System Board of Regents that govern all component Institutions within the Texas Tech University System, including ASU. https://www.texastech.edu/board-of-regents/regents-rules.php

Renewal: the process where an existing Contract is renewed for an additional time period in accordance with the terms and conditions of the original Contract.

Request for Proposal (RFP): A Solicitation requesting submittal of a Proposal in response to the required Specifications and usually includes some form of a cost Proposal. The RFP process allows for Negotiations between a Proposer and ASU.

Responsible: A Proposer who is fully capable to meet all of the financial and technical requirements of a Solicitation and any subsequent Contract.

Responsive: The Proposer has complied with all material aspects of the Solicitation, including submission of all required documents in accordance with the Specifications.

Scope of Work (or “SOW”): A detailed, written description of the conceptual requirements contained within the Specifications.

Scoring Matrix: A chart used to document the evaluation criteria of a Proposal.

Service(s): The furnishing of labor, time, and effort by a Contractor or Auxiliary Enterprise, including for a construction project, which may involve to a lesser degree, the delivery or supply of products.

Solicitation: A method or process used to obtain Responses for the purpose of gathering information or entering into a Contract.

Solicitation Conference: A meeting chaired by the Purchasing or Contracting Office which is designed to help potential Proposers understand the requirements of a Solicitation. May also be known as a Pre-proposal Conference.

Specification(s): Description of the requirements for Goods or Services including the Scope of Work, to be fulfilled by a Contractor.

Statute: A law enacted by a legislature.

Vendor: A supplier of goods and/or services that is awarded a Contract with ASU.

Vendor Debarment: The status of any Vendor who is debarred from conducting business with ASU by either the Texas Comptroller or the federal government. Debarment protects the State from risks associated with awarding Contracts to Vendors who have exhibited an inability or unwillingness to fulfill contractual requirements or who have displayed improper conduct. Debarment may include a Vendor’s successors-in-interest. Debarment does not relieve the Vendor from responsibility for fulfilling existing obligations.

Vendor Performance Form: A form prepared by the ASU Contract Administrator that reports satisfactory and unsatisfactory performance by a Contractor.

8 Schedule of Events

ASU will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

DATE EVENT

02/05/2025 RFP Release to Vendors 02/14/2025 by 3:00 PM Central Deadline to Submit Questions 03/28/2025 by 3:00 PM Central Deadline for Submission of Proposals 03/29/2025-06/01/2025 Vendor Selection by Committee 06/02/2025 Anticipated Award of Contract 09/01/2025 Anticipated Contract Start Date

*All dates are tentative and subject to change*

ASU reserves the right to change the dates in the Schedule of Events above upon written notification to prospective Respondents through a posting on the ESBD. It is the responsibility of interested Respondents to check the ESBD for all updates and changes.

Note that ASU is closed on the following dates and will not be available: https://www.angelo.edu/live/files/29259-holiday-calendar-2024-2025. Refer to the agency calendar for more details on agency closures.

9 Historically Underutilized Business (HUB) Vendors

Angelo State University, as part of the Texas Tech University System (TTUS), endeavors to promote full and equal opportunity for businesses to supply ASU with goods and/or services that are necessary to support ASU’s educational mission. In this regard, ASU commits to select Proposers in accordance with (i) ASU needs, (ii) ASU resources, (iii) HUB goals and guidelines established by the Texas legislature and Texas Procurement and Support Services (TPASS), and (iv) ASU policies and procedures for contracting with HUBs, specifically Operating Policy 54.02 Historically Underutilized Businesses. Proposers and Vendors shall allow ASU full access to documentation relating to HUB program and any HUB Subcontracting plans. Failure to comply with any provision of the state or ASU’s HUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

Vendors shall be awarded evaluation points based on HUB qualification or HUB subcontractor utilization. For vendors who are not qualified as a HUB vendor, the Mentor-Protégé program provides for HUB utilization credit. For additional information about the Mentor-Protégé program, please see the link: HUB Mentor Protégé Program (texas.gov) or State Purchasing (texas.gov).http://www.window.state.tx.us/procurement/prog/hub/mentorprotege/ For additional information regarding the HUB program at ASU, please email c_admin@angelo.edu

10 PROPOSAL REQUIREMENTS & PROCEDURES

10.1. Questions by Proposers

Questions must be submitted in writing by the date indicated in the section entitled “Schedule of Events” Section 8, above. The questions, written ASU response, and addenda related to the RFP, if any, will be posted on the Electronic State Business Daily website available at https://www.txsmartbuy.gov/esbd. Only those replies to inquiries which are made by formal written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. If ASU determines a question has been sufficiently answered in the RFP, the inquiring Proposer will be referred to the relevant section of the RFP. Note: It is the responsibility of the Proposer to check the Electronic State Business Daily website for any and all addenda posted for this RFP.

Questions must be emailed, faxed or submitted in writing to the following no later than Friday, February 14, 2025 3:00 PM Central Time:

Kailee Malleck c_admin@angelo.edu Angelo State University ASU Station #11010 San Angelo, TX 76909 Fax: (325) 942-2010

10.2. Communications with ASU Personnel

Except as provided in this RFP and as otherwise necessary for the conduct of ongoing ASU business operations, Proposers are expressly and absolutely prohibited from engaging in communications with ASU personnel who are involved in any manner in the review and/or evaluation of the Proposals, selection of a Proposer, and/or negotiation or formalization of a Contract. If any Proposer engages in conduct or communications that ASU determines is contrary to the prohibitions set forth in this section, ASU may, at its sole discretion, disqualify the Proposer and withdraw the Proposer’s Proposal from consideration.

Any notice under this Contract shall be in writing and delivered to the party to be notified. Notice will be effective upon delivery or four (4) business days after the date of mailing. The name and address of the person who may be contacted on behalf of ASU for purposes of notice is the purchaser indicated above.

10.3. Proposal Formatting and Presentation Requirements

1 The Proposal itself must contain all the components in the following order:

Background of the Proposer

Proposer's response to the Scope of Work

Schedule of costs and fees

Scope of work, including a program overview

Insurance and bonds

HUB subcontracting plan or Mentor-Protégé Agreement (REQUIRED)

Signed Affirmation and Conflict of Interest. (REQUIRED) Attachment 4

2 Unless specified otherwise by ASU in writing, the Proposal may not exceed one hundred pages.

3 The Proposal must include a cover page, providing the Proposer’s Name, Address, and contact information (email and phone number); the RFP name; and RFP number.

4 The Proposal must include a table of contents, which should contain sufficient detail to facilitate easy reference to the sections of the Proposal, as well as separate attachments.

5 All pages are to be typed on 8 ½ x 11-inch paper and numbered sequentially.

10.4. Submittal Instructions

1 Proposals should be emailed to c_admin@angelo.edu on or before the date and time indicated in the section entitled, “Schedule of Events,” under Section 8, above.

All Proposals must be received by ASU no later than the date and time indicated in the section entitled “Schedule of Events,” under Section 8, above.

2 All Proposals must be signed by the responding company’s official authorized to commit such Proposals. Failure to sign the section and form will be basis for Proposal disqualification.

3 Late Proposals will not be considered under any circumstances.

10.5. HUB Subcontracting Plan

ASU has determined that there are subcontracting opportunities. If ASU determines that there are subcontracting opportunities, the Proposer must include a subcontracting plan even if the Proposer intends to self-perform. Supporting documentation must be submitted with the subcontracting plan. Credit can be received for first and second tier (subcontractors of subcontractors). The Proposer will receive evaluation points for the use on any HUB subcontractor even if it is subcontract usage.

ASU is relying upon the Proposer’s expertise to fully identify subcontracting opportunities that best align with their organization and this procurement request. Proposers who intend to subcontract are responsible for identifying all areas that will be subcontracted. In accordance with 34 TAC §20.11, a subcontractor means a person who contracts with a prime contractor to work, to supply commodities, or contributes toward completing work for a governmental entity. HUB Subcontracting Plan (HSP) forms can be found at under the “Historically Underutilized Business (HUB) Program” link. If Proposers need assistance with the HSP form or identifying potential subcontractors, contact Kailee Malleck, Director of Contracts and Procurement, at c_adim@angelo.edu. Failure to submit a completed HUB Subcontracting Plan when HUB subcontracting opportunities exist will result in rejection of the Proposer’s/vendor’s Proposal.

To find ASU’s current HUB Purchasing Goals please visithttps://www.angelo.edu/administrative-support/purchasing/hubinfo.php

10.6. Right to Modify, Rescind, or Revoke the RFP

ASU reserves the rights to modify, rescind, and/or revoke this RFP in whole or in part at any time prior to the date on which the authorized representative of ASU executes a Contract with the selected Proposer.

10.7. Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is authorized to bind the proposing vendor to the terms and conditions contained in this RFP and to compliance with the information submitted in the Proposal. Each Proposer submitting a Proposal certifies to both (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Proposal to bind the Proposer to the terms and conditions set forth in this RFP. Proposals submitted without the required signature shall be disqualified.

10.8. Compliance with Applicable Laws, Regulations, Ordinances, Board of Regents Policies, ASU Policies and Procedures

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, state, and federal laws and regulations, as well as with all applicable policies and procedures of the Texas Tech University System and Angelo State University. ASU policies and procedures may be accessed at https://www.angelo.edu/administrative-support/operating-policies-and-procedures/

10.9. Compliance with RFP Requirements

By submitting a Proposal and by signing Appendix A of this RFP, a Proposer agrees to 1.) be bound by the requirements set forth in this RFP and 2.) be bound by Section IV General Terms and Conditions, which will govern any contract awarded by ASU.

ASU, at its sole discretion, may disqualify a Proposal from consideration if ASU determines a Proposal is non-responsive and/or non-compliant in whole or in part with the requirements set forth in this RFP.

10.10. Right of Rejection

A Proposal consisting of only alternate Goods or Services (i.e., a Proposal that offers Goods or Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by ASU and is subject to rejection. ASU shall reject a Proposal if the financial Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other potential Proposer. Regardless of the time of detection, ASU shall consider any of the foregoing prohibited actions to be grounds for Proposal rejection or Contract termination and may result in debarment of the Contractor from future ASU Solicitations.

10.11. Binding Effect of Proposal

Unless otherwise agreed in writing signed by the Executive Director of Contracts & Materials Management, each Proposer agrees to and shall be bound by the information and documentation provided with the Proposal, including prices quoted for services.

10.12. Use and Disclosure of Information

Proposers acknowledge that ASU is an agency of the State of Texas and is therefore required to comply with the Texas Public Information Act (Texas Gov't Code Ch. 552). If a Proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows:

"PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by ASU only for purposes related to or arising out of the (a) evaluation of Proposals, (b) selection of a Proposer pursuant to the RFP process, and (c) negotiation and execution of a Contract, if any, with the Proposer selected.

If the Proposer marks the whole Proposal or substantive portions of the Proposal as confidential, ASU in its sole discretion may declare the Proposal non-responsive.

By submitting a Proposal, Proposer hereby grants a limited license to reproduce the Proposal in order to comply with any legal requirement including but not limited to the Texas Public Information Act and legislative budget board requirements.

10.13. Validity Period

Proposals must be valid for a minimum of 180 days from the submittal deadline date to allow time for evaluation, selection, and any unforeseen delays. Proposals, if accepted, shall remain valid for the duration of the Contract.

10.14. Extension of Pricing and Terms and Conditions

Proposers are requested to extend the pricing and all terms and conditions offered in their Proposal to other Texas state agencies, as well as other State of Texas institutional agencies. In the event an Award is made, the individual agencies may or may not elect to use the Contract.

10.15. Withdrawal or Modification

No Proposal may be changed, amended or modified after it has been submitted or filed in response to this solicitation, except for obvious errors in extension or as part of the negotiating process. However, a Proposal may be withdrawn and resubmitted any time prior to the time set for receipt of Proposals. No Proposal may be withdrawn after the submittal deadline without approval by ASU, which shall be based on Proposer’s submittal in writing of a reason acceptable to ASU.

10.16. Risk of Loss, Damage, Delay

Proposer acknowledges and agrees to release and hold harmless ASU and the TTUS, including their respective Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages and costs, including court costs and attorneys' fees, arising out of or pursuant to submission or delivery of the Proposal or failure to submit or deliver the Proposal to the Purchasing Office at ASU, as designated in the submittal instruction sections of this RFP.

10.17. List of Proposals

Proposers requesting a list of Proposals submitted can email the purchaser listed in section 10.1.

10.18. Requirements of the Technology

A. All data input into vendor’s respective system(s) and all reports from the system(s) relating to any subsequent ASU Contract (including any ASU information relating to this RFP process) are the property of ASU.

B. Prior to termination of Agreement, Vendor will provide copies of ASU’s Information in usable format.

C. At termination of the Agreement, Vendor will securely delete ASU’s Information and provide certification of secure deletion of ASU's Information within three (3) business days of termination of Agreement.

D. Vendor will provide documentation of protections that will be taken to protect the confidentiality, integrity, and availability of ASU information within Vendor systems.

E. Vendor will notify ASU of any Breach or unsecure exposure of any ASU confidential data and such notification shall be made without unreasonable delay but no more than three (3) business days after discovery of breach or exposure, barring documented request of law enforcement authorities to withhold or delay notification of breach, following the date of discovery to enable ASU to comply with the applicable disclosure requirements. Vendor shall include identification, to the extent possible, within such notice, of each individual whose unsecured data has been or is reasonably believed by Vendor to have been, accessed, used, or disclosed through the Breach and any other information known to Vendor that ASU is required to include in its notice to affected individuals.

F. Vendor must provide Service Level Agreement and penalties when Vendor does not meet stated availability requirements.

G. Vendor must provide Service Level Agreement and penalties for resolution of open cases (incident or problem tickets) involving circumstances substantively preventing work from progressing.

H. Vendor must provide escalation contacts for at least two employees of the Vendor's company who can provide assistance on resolution of issues pertaining to service or incident response issues.

I. Vendor must define the percentage or amount of increase for annual support/maintenance costs

J. Mandatory requirement/condition is those outlined in the Attachment 3 Data Security Addendum

K. Respondent will be asked to provide an online trial of the proposed product(s) so that ASU can test the accessibility features of the proposed application (Appendix B).

RFP 737-25 Library

ILS

STATEMENT OF WORK AND SPECIFICATIONS

SECTION II

1 Requested Product and Specifications

The Contractor shall provide the following products and/or services:

1.1. Requested Product:

1.1.1. An automated, commercially available, off-the-shelf (COTS) integrated library system (ILS).

1.1.2. Proposed system must include the following features:

A. Circulation module – this includes a user database that integrates seamlessly with the bibliographic database to allow the circulation of library materials in person or through Interlibrary Loan.

B. Cataloging module – this includes a bibliographic database for describing and maintaining the library’s archival and bibliographic holdings and must accommodate all standard MARC bibliographic tags. Must allow for individual and batch edits of bibliographic records, including change of status, adding, or removing fields and subfields, and removing entire records by defined parameters. ASU retains ownership of its (imported, edited, created) records within the ILS. Must have the ability to create and add records cataloged using BibFrame and support linked data.

C. Authority control module – this is the name and subject authority database that links bibliographic elements to creators and subjects and must accommodate all standard MARC authority tags. Must support Library of Congress genre/form terms.

D. Reporting and statistical module – must be able to run reports on circulation statistics, cataloging statistics, procurement reports and other administrative statistics as needed.

E. Acquisitions module – this includes a user database for describing and maintaining library vendor information; integration with PaymentWorks vendor database will be a bonus. Must allow for edits of vendor records including change of status, adding, or removing fields and subfields and removing entire records by defined parameters. Integrates seamlessly with Banner invoicing and budget tracking. Allows for tracking equipment inventory, donations, and donor information.

F. Electronic Resources Manager – Must support the management of electronic resources, including contracts, licenses, agreements, and subscriptions, including information such as renewal and cancellation deadlines. Supports data tracking and title list maintenance.

G. An Online Public Access Catalog solution – must include a fully-integrated OPAC module or another OPAC solution that may be part of…