Attachment_1_RS_2014_06_20.doc

REQUIREMENTS STATEMENT

LIBRARY SOFTWARE LICENSES AND MAINTENANCE SUPPORT

20 Jun 2014

1. Description:

a. The contractor shall provide a software licensing agreement and non-personal maintenance support to assure fully operable condition of a System as a Service (SaaS) Integrated Library System (ILS) throughout US Air Forces Europe (USAFE). Contractor services shall include hosting ILS software and library data on company-owned servers, database and web server management, providing remote telephone, web-based or email diagnostic services and installation of software enhancements and new releases, SIP2 (Standard Interchange Protocol Version 2) software licenses, maintenance of encrypted USAFE ILS online catalog website, and a minimum of 45 user licenses, assigned below to each location (43 user licenses), plus 2 additional administrative licenses. Software features include online public access of the union catalog with searching; ability to place requests and check patron account; circulation module to include reports, notices, and offline circulation capability; cataloging with standard library practices of importing (and modifying if necessary) MARC records and attaching items records to the bibliographic record and additional modules to include acquisition, inventory control, authority control, and serials control. The contractor shall be responsible for providing a secure network for accessing the system. The ILS shall provide access to an unlimited number of client PCs. Client PCs may be located in but are not limited to the library, at work, at home or wherever authorized users have Internet access. Library staffs will be able to profile and modify system parameters based on library requirements without having to program changes; i.e. allowing ILS customization without vendor involvement. The ILS applications shall be compatible with Windows operating system. The ILS shall provide reports that shall be able to be created through the selection of any element or combination of elements in the appropriate records; that shall be able to be imported into word processing or spreadsheet applications; and that shall be able to be printed on a variety of types and brands of printers. The system shall be able to provide notices (overdues, hold notices) which will be emailed to library patrons.

b. The ILS shall support the following formats for bibliographic data: Machine Readable Cataloging (MARC) 21; Universal MARC (USMARC); United States MARC; Dublin Core; Committee on Scientific and Technical Information (COMMINFO); Commerce, Energy, NASA, NLM, Defense and Interior (COSATI/CENDI).

c. The ILS shall comply with the following Library Industry Standards: American National Standards Institute (ANSI); National Information Standards Organization (NISO); International Standards Organization (ISO); ANSI/NISO Z39.50, Version 3; ANSI/NISO Z39.88; San Antonio Protocol (SAP1); San Antonio Protocol (SAP2); International Standards Organization (ISO) 10160/10161; Simple Internet Protocol (SIP)2; National Circulation Interchange Protocol (NCIP); Electronic data Interchange (EDI); Unicode; Extensible Markup Language (XML).

d. The contractor shall provide SIP2 which provides borrower authentication when using various external products, to include Overdrive digital library, PC Reservation and online resources accessed through the USAFE libraries website. The contractor shall provide software for SIP2 Responder as well as maintenance and shall install and configure this software on an additional port so as to enable 3M RFID (Radio Frequency Identification) self-checkout at the library at Spangdahlem AB, Germany in the US Air Forces Europe (USAFE) library system.

Contractor shall host and maintain the software and data on company owned servers and provide remote telephone, web-based or email assistance for this software. The contractor shall provide enhancements to the ILS as they become available. The contractor shall provide system redundancies to protect data in the event of a system failure. At a minimum, the contractor shall perform daily back-up for all information stored on the hosted server. The contractor’s servers and interface system shall be in possession of an Authority to Operate (ATO) on the Air Force network granted by the Air Force Designated Approval Authority (DAA) if necessary for performance in accordance with this document.

e. Location of systems within USAFE and the minimum number of user licenses required are listed below:

1) Aviano AB, Italy (5 licenses)

2) Incirlik AB, Turkey (3)

3) Lajes AB, Portugal (3)

4) RAF Alconbury, UK (4)

5) RAF Croughton, UK (3)

6) RAF Lakenheath, UK (5)

7) RAF Mildenhall, UK (4)

8) Spangdahlem AB, Germany (5)

9) Ramstein AB, Germany (7)

10) Vogelweh AS, Germany (4)

11) Additional user licenses for administrative purposes (2)

f. Annual circulation and holdings information

The contractor shall provide all required software licensing agreement and non-personal maintenance support for the following annual circulation and holdings information*:

1) Item records: 315,500

2) Bibliographic records: 62,000

3) Borrower records: 31,000

4) Total circulation in 2013: 1.4 million *This is the most current information available but it is subject to change over the life of the contract.

2. Software licensing agreement: Contractor shall provide commercial computer software for the ILS system, the same as customarily provided to the public to satisfy the Government’s needs. Rights to this software shall be specified by the contractor in the license.

3. Installation of software enhancements and new releases, including all functions of the software, statistical reports, circulation, profiles, and cataloging: These installations shall be scheduled within 30 calendar days after release in the public domain. Documentation for all software shall be available to all staff on the contractor’s website when upgrades are scheduled. Notice for maintenance support and upgrades shall be provided to the customer a minimum of 30 calendar days ahead of time, later only if convenient to the customer.

4. Outbrief: Immediately upon completion of installation of software enhancements and new releases, the contractor shall provide a confirmation of completion of work and an update to customer as to system status. This should be via email which includes a link to details and further information on the company website.

5. Documentation/ Reports: The contractor shall provide the schedule for regular or irregular database or software maintenance to the customer a minimum of 30 calendar days ahead of commencement of performance. Links to online versions of the operation and/or training manual updates shall be provided as soon as possible after availability, but within 30 calendar days.

5.1. Contractor Manpower Reporting. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 01 October through 30 September. While inputs may be reported at any time during the FY, all data shall be reported not later than 31 October of each calendar year. Contractor may direct questions to the CMRA help desk.

5.1.1. Reporting Period: Contractors are required to input data by 31 October of each year.

5.1.2. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be release to the public with the contractor name and contract number associated with the data.

5.1.3. User Manuals: Data for the Air Force service requirements must be input at the Air Force CMRA link at http://www.ecmra.mil. However, user manuals for Government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

6. Contractor Support: The ILS shall be accessible 24 hours per day, 7 days per week, 52 weeks per year. The contractor shall provide maintenance support, telephone response, web-based and email diagnostic service 24 hours per day, 7 days per week, 52 weeks per year. The contractor shall ensure that the system will be 100% fully operational within 24 hours of being notified of a problem. At no time during scheduled maintenance shall contractor support affect performance of the library system during the hours of 0800-2100 Central European Time.

7. Training: The contractor shall provide initial centralized training during the phase in period. Initial training shall be provided face to face at Ramstein Air Force Base and RAF Lakenheath. The contractor shall provide training at each location capable of effectively training 15 persons. The number of training sessions at each location are at the discretion of the contractor. The contractor shall coordinate initial training with the Air Force at least 30 days in advance of the training. In addition, the contractor shall provide ongoing web-based training. Web based training shall be accessible at all times for Government self paced training.

8. Phase in: The Phase in period of the contract is identified in the contract schedule. The contractor assumes all responsibility for the migration of all records from the existing ILS during this period. During migration the contractor shall recreate item and bibliographic records and merge duplicates into one which will reflect all holdings information. Any associated costs are the responsibility of the contractor.

9. Phase out: Within 30 days of the end of contractor performance or later at the direction of a contracting officer, the contractor shall make all records related to performance of this requirements statement available to the Government or subsequent contractor in a commercially acceptable format.