ESBD_File_354866_24-0101_RFO Cataloging Software.pdf

TEXAS STATE

LIBRARY

--AND--

ARCHIVES

COMMISSION

REQUEST FOR OFFER

RFO # 306-24-0101

Integrated Library System NIGP Class/Items: 208-59, 920-03, 920-45, 920-46, 956-10

Schedule of Events Solicitation Posted Date: April 2, 2024 Vendor Questions Due: April 11, 2024; 5:00 PM CT

Pre-Submittal Conference: April 12, 2024; 11:00 AM CT HUB Notification Deadline: April 16, 2024

Answers Posted to ESBD: April 16, 2024 Response Due Date: April 24, 2024; 2:00 PM CT

Expected Contract Award Date: May 2024

Purchasing Department, Room # 309 1201 Brazos Street Austin, TX 78701

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.

Texas State Library and Archives Commission RFO # 306-24-0101 Integrated Library System

TABLE OF CONTENTS

Table of Contents Section I

General Information 1 Introduction 2 Background 3 TSLAC Purchasing Contact and Prohibited Communication 4 Solicitation Method and Intent 5 Contract Term 6 Estimated Quantities 7 Adding New Products/Services to Contract After Award 8 Price Adjustments 9 Modification of Contract Terms and/or Amendments 10 Definitions 11 Additional General Terms and Conditions

Section II Statement of Work and Specifications

1 Requested Product and Specifications 2 Deliverables or Service Schedule 3 Technical Support 4 Training 5 Administrative Tools and Required Reports 6 Contractor Responsibilities 7 TSLAC Responsibilities 8 Qualifications and Experience 9 Subcontractors 10 Historically Underutilized Business Subcontracting Plan (HSP) 11 Contract Monitoring 12 Insurance 13 Transition 14 Invoice and Payment

Section III Response Instructions

1 Schedule of Events 2 Pre-Submittal Conference 3 Inquiries 4 Response Submission

5 Response Content and Requirements 6 Texas Public Information Act 7 Evaluation and Award

Section IV General Terms and Conditions

ARTICLE 1. GENERAL

ARTICLE 2. TERMINATION, REMEDIES, AND DISPUTES

ARTICLE 1. INDEMNIFICATION

ARTICLE 2. CONTRACT PERFORMANCE

ARTICLE 3. CERTIFICATIONS, REPRESENTATIONS, AND AFFIRMATIONS

ARTICLE 4. PUBLICITY, PUBLIC INFORMATION, AND RECORDS

ARTICLE 5. ADDITIONAL STATE AND FEDERAL LAWS, RULES, AND REGULATIONS

Library Services and Technology Act (LSTA) Terms and Conditions Section V

Data Center Services (DCS) 1 DCS Infrastructure Requirements 2 DCS Public and Private Cloud Compute and Software Acquisition 3 DCS Process Management 4 DCS Public Cloud 5 Sandbox Public Cloud Support 6 Semi-Managed Public Cloud Support 7 Fully Managed Public Cloud Support 8 Platform as a Service (PaaS) 9 Virtual Cross Connect (VXC) 10 Virtual Private Cloud (VPC) 11 DCS Private Cloud 12 Fractional Intel Virtualization (Consolidated Data Center) 13 Enterprise SAN Storage 14 Private Cloud Managed Support Services (available for all compute platforms) 15 Oracle Database Offerings 16 Database Services Support Options 17 Functions Retained by Texas State Library and Archives Commission – Not Provided by Data Center Services

Section VI

DCS SaaS/PaaS Policy 1 SaaS and PaaS Products Purchased Prior to Policy Effective Date 2 DCS Purchasing Requirements

3 Technology Requirements 4 Security Requirements 5 Public Cloud Manager (PCM) Services 6 Third Party SaaS/PaaS Products Request Process 7 Terms and Conditions

Appendix A Solicitation Coversheet

Appendix B Company Profile Company References

Appendix C Cost Worksheet

1 Vendor Hosted Initial Pricing 2 Vendor Hosted Renewal Pricing 3 DCS Hosted Initial Pricing 4 DCS Hosted Renewal Pricing 5 Payment Terms 6 Early Payment Discount

Appendix D Technical Proposal

1 Proposed System/Product 2 Migration Plan 3 Implementation Plan 4 Assigned Project Team 5 Subcontractors 6 Training Plan 7 Project Schedule 8 Hosting Options 9 Accessibility and Security 10 Additional Services

Appendix E Confidential Information Form

Appendix F Terms and Conditions Exceptions

Appendix G Online System Details Form

Appendix H

Demonstration Script and Requirements 1 Instructions 2 Audience and Outcomes 3 Demonstration Script

Attachment 1 Response Checklist

Attachment 2 List of Report Data

1 New Patron Report 2 Renewed Patron Report 3 Item Use Statistic Report 4 Current Charges Report 5 Patron Detail Report 6 Titles Cataloged Report 7 Items Withdrawn Report 8 Items-Titles Modified Report

SECTION I

GENERAL INFORMATION

1 Introduction

The Texas State Library and Archives Commission (TSLAC) requires 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, and reporting, 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 TSLAC in the Archives and Information Services (ARIS) Division at TSLAC Headquarters, 1201 Brazos Street, Austin, TX 78701. Additional locations will be supported in this ILS.

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.

2 Background

2.1. TSLAC Background:

The Texas State Library and Archives Commission (TSLAC), through its Archives and Information Services (ARIS) Division, preserves and documents the shared heritage and culture of Texas by identifying, collecting, and making available the official archival records of Texas government. From historical treasures such as the first Texas Constitution to digital government records, ARIS maintains and provides access to more than 200 million pages of archival documents and more than two million volumes of printed library materials.

Since 1999, TSLAC has used a system provided by Sirsi Corporation.

Items are cataloged from two of TSLAC’s locations: (1) Lorenzo DeZavala Building (Headquarters), 1201 Brazos Street, Austin, TX 78701 and (2) Sam Houston Regional Library and Research Center, 650 FM 1011, Liberty, TX 77575; as well as from one Texas Commission on Environmental Quality (TCEQ) location: 12100 Park 35 Circle, Bldg. A, Rm 102, MC- 196, Austin, TX 78753.

TSLAC will be the primary point of contact and holder of the potential contract and TCEQ will be treated as a separate branch under TSLAC.

2.2. Department of Information Resources (DIR) Data Center Services (DCS):

TSLAC is a designated agency that is required to use data center services (DCS) when available. These requirements are specified in Sections V and VI of the solicitation. Respondents must review this information to have a clear understanding of the State’s DCS program public and private cloud. As a result, the Respondent may propose the appropriate technical solutions hosted in DCS. Section V and VI of the solicitation should also provide the Respondent with the opportunity to better understand how the proposed application is expected to integrate with the DCS program vendors and services throughout the life of the contract.

2.3. 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

2.4. Prohibited Technologies:

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

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 TSLAC Purchasing Contact and Prohibited Communication

3.1. Contact: All requests, questions, and other communications about this solicitation shall be made in writing through the e- Procurement portal or to TSLAC’s Purchasing Department, addressed to the following assigned Purchasing Team Member:

Primary Contact: Pam Rodriguez, Contract Coordinator Texas State Library and Archives Commission Attn: Purchasing Department, Room #309 1201 Brazos Street Austin, TX 78701 Email: prodriguez@tsl.texas.gov Phone: 512/463-5487

Secondary Contact: Email: purchasing@tsl.texas.gov Phone: 512/936-2774

3.2. Prohibited Communications: Upon posting of this solicitation, TSLAC, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential Respondents or their representative(s), except for the written inquiries described in Section III, Subsection 3. Respondents or their representatives may not ask questions about the solicitation by phone or in person and any such attempts will not be recognized as valid inquiries.

Failure to observe this restriction may result in disqualification of any subsequent response to this solicitation. Respondent may rely only on written statements issued through or by TSLAC’s Purchasing Team. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

4 Solicitation Method and Intent

4.1. The Request for Offer (RFO) solicitation allows qualified respondents to submit a written offer addressing the requirements of this solicitation, qualifications, experience, approach, and other factors that will be employed to ensure the successful fulfillment of the specified goods and/or services set forth herein. TSLAC will review, compare, and evaluate responses based on the criteria and weights identified in this solicitation.

It is TSLAC’s intent to identify one qualified vendor and award one contract(s) for the products and/or services included in this solicitation based on the response(s) that presents the best value to TSLAC and the state and best meets the business needs of TSLAC.

4.2. TSLAC reserves the right to conduct a price analysis of the cost worksheet. Analysis will be conducted on required items within the cost worksheet.

4.3. TSLAC reserves the right to add or delete services from awarded contracts during the contract period without re-solicitation as new technologies emerge, or the business needs of TSLAC change. The additions or deletions will be mutually agreed upon with a written amendment to the contract.

5 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 August 31, 2025, unless sooner terminated under the terms of this contract.

5.1. Contract Renewals: The contract may be renewed for four (4) additional one-year periods, provided both parties agree in writing to do so, prior to the expiration date. Any renewals shall be at the same terms and conditions, plus any approved changes.

5.2. 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, TSLAC may, with the written consent of the awarded Contractor(s), extend the contract for a period of time as may be necessary https://dir.texas.gov/information-security/prohibited-technologies mailto:purchasing@tsl.texas.gov to permit TSLAC continued supply of the identified products and/or services (not to exceed twelve month extension period). Any extensions shall be at the same terms and conditions, plus any approved changes.

5.3. 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.

5.4. Amendments: The contract may be amended in writing by mutual consent of the parties. Unless the solicitation states otherwise, the resulting award of the contract does not guarantee volume or a commitment of funds.

6 Estimated Quantities

Quantities specified herein are estimates only. TSLAC does not guarantee any minimum or maximum quantity of items or to allocate any specific dollar amount on any contract that may result from this solicitation. TSLAC reserves the right to increase or decrease quantities as needed for the same price. TSLAC 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 will be added to the ILS as the collections grow.

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

6.2. Current Record Quantities:

Record Type Qty Total bibliographic records 995,651 Total call number records 1,135,994 Total item records 1,231,458 Total authority records 347,340 Total serial control records 653 Total patron records 43,675 Total staff logins 38 Average annual circulations 1,084 Average annual bibliographic records added 25,774 Average annual patron records added 801

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

7 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 the TSLAC as instructed. All prices are subject to negotiation with the Best and Final Offer (BAFO). TSLAC 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.

8 Price Adjustments

Extension Period Pricing: A price escalation may be allowed upon renewal provided the Contractor notifies the TSLAC Purchasing Department, in writing, a minimum of sixty (60) days prior to renewal. The price escalation shall not exceed 2% unless otherwise negotiated. Prices may be adjusted for each renewal period in accordance with the negotiated percentage over the preceding term. Failure to comply with these instructions may be grounds for disallowance of a price escalation as allowed herein.

8.1. Price Decreases: Price decreases will be allowed at any time. Contractor shall apply price decreases as soon as practicable following their determination. Any price reductions passed on to other customers shall be correspondingly offered at the same ratio to TSLAC. Contractor’s failure to promptly notify TSLAC of such industry-wide price decreases may constitute a breach of contract and the contract may be terminated. TSLAC reserves the right to award any terminated contract to the next lowest responsive Respondent or re-solicit, whichever is in TSLAC’s best interest.

9 Modification of Contract Terms and/or Amendments

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

9.2. The Contract may only be modified or amended upon mutual written agreement of Texas State Library and Archives Commission’s Purchasing Department and the Contractor.

9.3. 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 TSLAC Contract terms shall control.

10 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 the Texas State Library and Archives Commission; an agency of the State of Texas.

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

Best and Final Offer (BAFO) 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 Austin, TX.

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.

Contractor Refers to the Awarded Vendor resulting from this solicitation; Vendor and Contractor may be used interchangeably.

COTS Commercial off-the-shelf (software solution) DCS Refers to the Data Center Services, a division of DIR that provides hosting services to state agencies.

Dewey Also known as the Dewey Decimal Classification (DDC) or Dewey Decimal System, this is a library classification system which allows new books to be added to the library catalog in their appropriate location based on subject.

DIR Refers to the Department of Information Resources; an agency who serves as the IT procurement oversight agency.

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

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; 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.

Term Definition 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.

LOC Acronym for Library of Congress, TSLAC 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.

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.

OCLC Organization formerly known as Online Computer Library Center https://www.oclc.org/en/services/a-z.metadata.html

OPAC Acronym for online public access catalog; commonly used for the computerized catalog used by the library public.

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

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/

Request for Offer (RFO) 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.

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/TSLAC’s needs;

may be used interchangeably with software solution.

TAC Acronym for the Texas Administration Code.

TCEQ Acronym for the Texas Commission on Environmental Quality.

https://www.iso.org/home.html https://www.loc.gov/aba/ https://www.oclc.org/en/services/a-z.metadata.html https://www.loc.gov/aba/rda/ https://www.fdlp.gov/cataloging-and-classification/classification-guidelines https://www.fdlp.gov/cataloging-and-classification/classification-guidelines

Term Definition Texas Document Classification Number

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

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

TSLAC Acronym for the Texas State Library and Archives Commission.

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.

11 Additional General Terms and Conditions

These terms and conditions apply to the solicitation:

Contracting Information Responsibilities – In accordance with Section 552.372 of the Texas Government Code, Respondent agrees to

(1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to the agency for the duration of the contract, (2) promptly provide to the agency any contracting information related to the contract that is in the custody or possession of the Respondent on request of the agency, and (3) on termination or expiration of the contract, provide at no cost to the agency all contracting information related to the contract as provided by the records retention requirements applicable to the agency. Except as provided by Section 552.374(c) of the Texas Government Code, the requirement of Subchapter J, Chapter 552, Government Code, may apply to the contract and the Respondent agrees that the contract can be terminated if the Respondent knowingly or intentionally fails to comply with a requirement of that subchapter.

Terms and Conditions Attached to Response – Any terms and conditions attached to a Response will not be considered unless specifically referred to and incorporated into the Response.

11.1. Texas Bidder Affirmation – Respondent certifies that if a Texas address is shown as the address of the Respondent on this Response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

11.2. Vendor Representations - References to the “representations” of contractor include without limitation all representations, warranties, guarantees, certifications, and affirmations of contractor when submitting a response to this solicitation. By submitting a response, the contractor makes all of the representations included in the solicitation and agrees that all representations are material, true, and correct. Respondent acknowledges that TSLAC relies upon Respondent’s representations when awarding a contract. Contractor must promptly notify TSLAC if any representations are no longer true or correct. A contractor who does not promptly notify TSLAC is subject to remedies, including termination.

11.3. Non-State Entities Participation in Awarded Contract(s) – Texas law authorizes other non-State entities (e.g., local governments, including counties and school districts) to piggyback on the contract resulting from this solicitation.

Contractor should consider proposing discounts and other terms that take into account such higher volumes and other expanded opportunities that could result from the eventual inclusion of other entities.

Non-state entities may use the resulting contracts by furnishing the Contractor with an internal purchase order or contract referencing the TSLAC contract number. Contractor will not deliver or provide related services until receipt of a purchase order generated by the non-State entity.

Contractor must provide written notification to TSLAC at contractmanagement@tsl.texas.gov when a non-State entity uses the active awarded contract resulting from this solicitation.

Respondents must also refer to Section V and VI of additional terms and conditions applicable to the agency’s Data Center Services.

https://www.tsl.texas.gov/statepubs/classmanual.html mailto:contractmanagement@tsl.texas.gov

SECTION II

STATEMENT OF WORK AND SPECIFICATIONS

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

(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

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

(E) Serials control module – must integrate with the Cataloging and Authority modules to provide the ability to create serial predictions, claim unreceived serials, and generally manage the agency’s serial collection

(F) Standard action triggers – this would be triggers for actions within the system such as automatic emails that are generated based on overdue titles or fines owed for lost or damaged titles, and an alert or message to staff when an item is checked in and marked as including multiple pieces (such as a book with a CD-ROM or map insert)

1.1.3. A test server environment –must include a separate instance that provides the ability to make changes to the look and feel of the OPAC and run specialized tests that could adversely affect the Production server.

1.1.4. An Online Public Access Catalog solution – must include a fully-integrated OPAC module or another OPAC solution such as Bibliocommons. Module must be a locally configurable discovery interface for identifying and locating holdings of all publicly available library and archival materials with robust searching, filtering, and display options.

1.1.5. Integration with OCLC products – must be able to perform imports of bibliographic records in MARC format as well as provide other OCLC bibliographic control utilities such as Extract Keys for batch deletion in OCLC.

1.2. Related Services:

1.2.1. Must host the product(s) using a service located in the U.S.

(A) Prefer for the product to be web-based.

1.2.2. Must provide a detailed data migration plan and timeline, including an adequate testing strategy.

1.2.3. Must provide a detailed implementation plan and timeline, including an adequate testing strategy.

1.2.4. Must provide ongoing technical support.

1.2.5. Must provide initial and ongoing training to TSLAC of the proposed system.

1.2.6. Must provide most up-to-date version of the proposed system throughout the term of the contract.

1.3. Authorized User(s)

It is preferred that the proposed system provide TSLAC with the ability to configure user roles for each library, branch, location, and/or internal departments. If TSLAC does not have the option to configure each user role and system has default user roles, the following role(s) must be provided in the system to each agency:

1.3.1. Texas State Library and Archives Commission (TSLAC) Staff:

(A) Full Administrator Role for proposed system

i. This role will be assigned to the TSLAC Head Cataloging & Metadata Librarian and designated backup administrator.

ii. This role will have full access to the system.

(B) System Administrator Role for TSLAC catalog

i. This role will have full access to the TSLAC modules and catalog; this role can be the same as the Full Administrator Role.

(C) Limited Access Administrator Role

i. This role will be assigned to supervisors and managers.

ii. This role will have limited administrative access to create user profiles for patrons and staff, run reports, delete items, participate in other basic circulation tasks, and create invoices (if necessary).

(D) General User Role

i. This role will be assigned to general library staff.

ii. This role will have the ability to perform circulation functions including checking out materials and placing holds, performing limited bibliographic/authority editing/uploading tasks, and running basic reports.

1.3.2. Texas Commission of Environmental Quality (TCEQ) Staff:

(A) Limited Access Administrator User Role

i. This role will be assigned to the TCEQ Cataloging Team.

ii. This role will have limited administrator access to access and utilize TCEQ’s catalog, serials, reports and other modules, as applicable from the TCEQ's site.

(B) General User Role

i. This role will be assigned to general library staff.

ii. This role will have the ability to create or modify user profiles for patrons, run reports, participate in basic circulation tasks including charging and discharging materials, place holds, and create invoices (if necessary).

1.3.3. Patron(s)

(A) Public Record Search Access for TSLAC public online catalog

i. This role will be assigned to the patrons of the library, known as the general public.

ii. This role will have the ability to search online catalog, save search results, and view their profile.

iii. System can assign an automated number for the existing patron profile and new patron profile moving forward.

(B) Public Record Search Access for TCEQ public online catalog

i. This role will be assigned to patrons, known as non-library TCEQ staff.

ii. This role will have the ability to search online catalog, save search results, and view their profile.

iii. System can assign an automated number for the existing patron profile and new patron profile moving forward.

The Respondent must be capable of migrating the content and data from the existing integrated library system to the new proposed system and implement no later than August 31, 2024.

1.4. Data Classification

The agency uses the Data Classification Template provided by the Department of Information Resources (DIR) to classify Program data and determine appropriate security controls. See https://dir.texas.gov/information-security/security-policy-and-planning/templates-guides-and-resources?id=139 for more information.

The classifications include:

• "Public" information that is freely available to the public

• "Sensitive" information which can be released but should be controlled to protect third parties

• "Confidential" information which is exempted from the Public Information Act

• "Regulated" information which is controlled by state and/or federal regulation or other third-party agreement

Data that are not "Public" information must be encrypted at rest and during transit and access to such data must be password controlled. Respondents are required to submit information concerning security and privacy in the Appendix G of their response. Respondents submitting their response should detail other security measures undertaken routinely by such Respondent relative to non-Public information, such as intrusion detection software, locked doors in server rooms, employee background checks for employees handling non-Public information, any outside audits of security procedures, routine penetration testing with remedial correction follow-up if necessary, unauthorized-user monitoring procedures and protocols, prompt repair of inadequate systems, and notification procedures if a data security breach has occurred.

TSLAC classifies the following data typically collected by providers of the proposed product(s) as follows:

Data Type Category

1.4.1. Patron Username Sensitive

1.4.2. Patron Password Sensitive

1.4.3. Patron Home Address Sensitive

1.4.4. Patron Phone Number Sensitive

1.4.5. Patron or Agency User Email Sensitive

1.4.6. Borrowing history associated with patron account Sensitive

1.4.7. Patron Identification (ID) number Confidential

1.4.8. Staff Username Sensitive

1.4.9. Staff Password Sensitive

1.5. Data Storage.

All TSLAC and Authorized User data that is collected by the Contractor must be stored and maintained in the continental United States and must not be used for outreach or advertising purposes or any other purpose other than as specifically authorized under this solicitation and any resulting contract. TSLAC shall retain exclusive ownership of all TSLAC and Authorized User data, and all derived data generated through monitoring of Authorized User’s use and/or through analysis and other processing of Authorized User data for reporting requirements, and as otherwise permitted under this solicitation and any resulting contract.

1.6. Data Breaches

https://dir.texas.gov/information-security/security-policy-and-planning/templates-guides-and-resources?id=139 https://dir.texas.gov/information-security/security-policy-and-planning/templates-guides-and-resources?id=139

The Contractor must notify TSLAC of any breach of data no later than twenty-four (24) hours after Contractor’s discovery of the breach. In addition, if the breach affects 250 or more Texans, it must be reported to the Texas Attorney General using the Data Breach Submission form available at https://www.texasattorneygeneral.gov/consumer-protection/data-breach-reporting within 30 days of the discovery that a breach occurred.

1.7. Accessibility

All content must be accessible to all users including those with a wide range of disabilities, including blindness and low vision, deafness and hearing loss, learning disabilities, and cognitive limitations. Accessibility requirements apply to the public interface, the administrative portal(s), and the training platform(s) of the proposed product(s).

TSLAC is required to follow rules for accessibility found in Texas Administrative Code, Title 1, Part 10, Chapter 206 and Chapter 213, and the U.S. General Services Administration Section 508 of the U.S. Rehabilitation Act.

TSLAC is required to collect and review Accessibility Conformance Reports (ACR) or Voluntary Product Accessibility Templates (VPAT) for each resource website or interface provided to Program participants. TSLAC strongly prefers that Respondents use the current VPAT® Section 508 template available from https://www.itic.org/policy/accessibility/vpat.

The current version is 2.4. The current Section 508 standard is WCAG 2.0 compliance at the AA level. If the U.S. Access Board updates its standard by rule, TSLAC will require Contractors to comply with the most current Section 508 standard.

Contractors may also, but are not required to, conform to other accessibility standards.

If any elements on the Respondent’s ACR or VPAT are marked as “does not support,” “partially supports,” or “supports with exceptions,” Respondent must also attach a product development roadmap showing how and when full compliance will be achieved. If full compliance is not included in a product development roadmap at the time the response is submitted or if full compliance cannot be achieved during proposed contract term due to the nature of the content contained in the resource, the Respondent must submit an explanation and describe an alternate means of access by which Authorized Users can access the content contained in the resource. TSLAC may, at its discretion, consider products that are not fully compliant, but the agency will be required to request an exception as described in Texas Administrative Code, Title 1, Part 10, Rule §213.17. See https://dir.texas.gov/resource-library-item/eir-accessibility-exception-request-template for more information.

ACRs or VPATs submitted to TSLAC may not be marked as confidential. TSLAC is required to provide ACRs or VPATs to participating institutions and to Authorized Users upon request.

Any significant changes to a platform or interface during either the evaluation period of this solicitation or during the contract term will require the vendor to submit an updated ACR or VPAT. TSLAC will also request updated ACRs or VPATs, including URLs, annually at time of renewal. Any issues with compliance must be accompanied by a product development roadmap.

TSLAC or its third-party contractors may test products for compliance with WCAG 2.0 compliance at the AA level using manual or automated testing methods. If testing results show a different level of compliance than described in Contractor’s ACR or VPAT, TSLAC may impose penalties or require Contractor to expeditiously remedy any lack of compliance.

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

2 Deliverables or Service Schedule

Below is the list of deliverables with the estimated timeline. Respondents must have the capability to work within estimated timeline or deadline provided below. Respondents may propose an alternative timeline or deadlines but must meet the competition date of the project. Deployment date must be met to allow continued access to patrons.

No.

2.1.

Deliverable Description Kickoff Meeting

Estimated timeline or due date To be scheduled 5 business days after the contract has been executed

2.2. Data migration and configuration of new ILS 7-10 business days after the data migration plan has been approved

2.3. User Acceptance Testing (UAT) for TSLAC and TCEQ staff, including resolving issues before deployment

June 2024 – August 2024 https://www.texasattorneygeneral.gov/consumer-protection/data-breach-reporting https://www.texasattorneygeneral.gov/consumer-protection/data-breach-reporting https://dir.texas.gov/resource-library-item/eir-accessibility-exception-request-template https://www.itic.org/policy/accessibility/vpat

No. Deliverable Description Estimated timeline or due date

2.4. Deployment of new ILS (Go Live) September 1, 2024

2.5. Ongoing support and training of system Throughout the contract term(s)

TSLAC reserves the right to alter dates as necessary to accomplish project objectives and performance requirements.

3 Technical Support

The Contractor is required to provide a minimum service level of customer and technical support for the offered product(s) as specified in this section. Respondents may offer a service level that exceeds the minimum requirements and must clearly define that service level agreement in their response. All costs of these support services must be all inclusive with the cost of the product.

3.1. Service Level Agreement. TSLAC requires the following minimum service levels for both Programs:

3.1.1. Product access will be available 24/7/365 with greater than 98% uptime over a 12-month period.

3.1.2. Contractor will maintain an issue tracking system to enter customer support requests, track issues, and document response. Contractor will provide a report on any customer support requests, resource outages, and open issues at a quarterly contract review meeting with TSLAC.

3.1.3. General technical email support will be available seven (7) days per week to TSLAC. Requests for support must be acknowledged and assigned a tracking/case number within one (1) business day.

3.1.4. Contractor will implement needed upgrades only with a minimum of seven (7) days’ advance notice to TSLAC;

thirty (30) days’ notice is preferred.

3.1.5. Contractor will provide a minimum of 24 hours’ notice to TSLAC when any critical security updates are to be implemented.

3.2. Service Notifications. TSLAC strongly prefers that Contractor provide the following minimum levels of support for reported application issues:

3.2.1. Severity Level 1: Defined as a system outage or an outage of a component of the system. The impairment critically affects the primary business service, major application, or mission critical system.

(A) Initial response and recognition of the issue is provided to the agency within one hour.

(B) The agency is provided with updates every hour.

(C) Resolution of Severity Level 1 Application issues within four (4) hours.

3.2.2. Severity Level 2: Defined as the business service, major application, or system is seriously affected or implementation stopped. No acceptable workaround is available.

(A) Initial response and recognition of the issue is provided to the agency within one hour.

(B) The agency is provided with updates every two (2) hours.

(C) Resolution of Severity Level 2 Application issues within eight (8) business hours.

3.2.3. Severity Level 3: The business service, major application, or system is moderately impacted, no data has been lost, and the business service, application, or system is still functioning. The issue may be temporarily circumvented using an available workaround.

(A) Initial acknowledgement of receipt of issue within 24 hours.

(B) Updates available to the agency once per week.

3.3. Customer and Technical Support

3.3.1. Support Contacts for TSLAC

TSLAC staff requires technical support for the proposed product(s). Support must be available during regular business hours, Monday-Friday, excluding State holidays. To facilitate communication and mediation of support requests, TSLAC requires Contractor to provide a single point of contact for customer support and technical issues. TSLAC expects the Contractor to proactively communicate all changes to interfaces, updates, issues, outages, etc., to TSLAC immediately to ensure the satisfactory customer service.

3.3.2. Support Contacts for TCEQ

TSLAC staff will facilitate communication and mediation of support requests from TCEQ staff during regular business hours, Monday through Friday, excluding State holidays. TSLAC will submit support requests through the assigned single point of contact as mentioned in the previous subsection above.

4 Training

Training is required by the agency for the primary users, both at TSLAC and TCEQ, and expected to be all-inclusive in the annual cost. Additional training sessions may be required for upgrades or new staff as needed.

Training may be provided virtually in one or more formats: scheduled, on-demand, pre-recorded, or remote live sessions. The Respondent is expected to provide details on the training offered including available formats and the minimum number of hours provided. TSLAC considers training as a support service. The Respondent must specify the cost of additional training sessions as a separate line on their cost worksheet. If a separate line for additional training is not provided on the worksheet, TSLAC will presume that additional training sessions can be requested at no additional cost.

For scheduled trainings:

TSLAC retains the right to cancel any training for any reason, provided one-week notice is provided to the Contractor. Contractor must agree to provide a minimum of 48 hours’ notice, except in unforeseen circumstances, if training is cancelled by the Contractor or if instructor is changed.

If weather conditions or other unforeseen circumstances will delay training, the Contractor must immediately provide notice to the TSLAC. Contractor must keep TSLAC informed at all times of any delays or interruptions in the training schedule, which are due to unforeseen circumstances. No exceptions will be granted if the Contractor does not provide notification to TSLAC. Acceptable forms to notice are an email or a telephone call. The telephone call must be followed up with an email for tracking purposes.

5 Administrative Tools and Required Reports

TSLAC requires reports for multiple uses as shown below. The Contractor should provide the following features and services to TSLAC and authorized users:

5.1. Administrative Interface. Respondent must describe any interface for the product that allows access to reports and administrative features. The Respondent must demonstrate how TSLAC and authorized users will be provided access to each administrative interface.

5.2. Standard Reports. Respondent must describe the standard reports included in the product. Respondent should also describe if reports may be scheduled or run as needed. Data fields details are provided on Attachment 2 of this solicitation. Sample reports will be provided as separate Workbook document on the solicitation posting. At a minimum, baseline reports should include:

5.2.1. Circulation Related Reports

(A) Overdue notices for all patron and item categories and locations (file: Tab I – Overdue Notice)

(B) Courtesy due date notices for all patron and item categories and locations (file: Tab J – Courtesy Due Date)

(C) New Patron Registrations (file: Tab A – New Patron Report)

(D) Renewed Patrons (file: Tab B – Renewed Patron Report)

(E) Item use statistics (file: Tab C – Item Use Statistic Report)

(F) Current number of checkouts, overdues, missing, and lost (file: Tab D – Current Charges Report)

5.2.2. Patrons Related Reports (file: Tab E – Patron Detail Report):

(A) General statistics, with option to select patrons by various criteria, such as

i. Patron type, e.g. PUBLIC, ROOM-USE, and STAFF among others

ii. Location

iii. Status (such as delinquent, OK, etc.)

5.2.3. Collection, Inventory, Maintenance / Number of, and/or information about, items and titles:

(A) Titles Cataloged (file: Tab F – Titles Cataloged Report)

(B) Items Withdrawn (file: Tab G – Items Withdrawn Report)

(C) Items/Titles…