SPECIFICATION.pdf

SPECIFICATION

INTEGRATED LIBRARY SYSTEM SOFTWARE

29 MARCH 2018

1. GENERAL INFORMATION

There are two libraries located on The United States Air Force Academy (USAFA) installation. The main library is the McDermott Library (Cadet Library) used primarily by the 4,100 cadets, 700 faculty and staff, and several hundred researchers. It is a full academic and research library and uses the Library of Congress classification system. The Community Center Base Library serves the greater USAFA community where resources are provided to approximately 3000 patrons as well as the 240 cadet candidates at the USAFA Preparatory School. As a community library, it is structured as a public library serving all age groups and uses the Dewey Decimal classification system.

USAFA requires a fully operational, turnkey, commercial off-the-shelf (COTS) Integrated Library System (ILS) software application that is FedRAMP authorized to operate the two libraries. This ILS shall be a Software as a Service (SaaS) system utilizing a fully cloud-based architecture that does not require the use of any locally installed vendor-client software on customer equipment. This system shall support the core functions of: Cataloging, Circulation Control, and Online Public Access Cataloging (OPAC) with customizable Graphical User Interface (GUI). Additional capabilities required include:

support for Course Reserves with independent control of the Circulation module, Acquisitions & Serials Control with Electronic Data Interchange (EDI), Authority Control, Backup (offline) Circulation, Digital Media Archive, reports, utility for importing Machine Readable Cataloging (MARC) records from Z39.50 sites, authenticated access for staff clients, and a Z39.50 server.

The ILS SaaS provider shall be responsible for all administration services of the system, data base services, data integrity, service maintenance, corrective and emergency maintenance, preventative maintenance, data file management, backup and recovery, adaptive and perfective maintenance, and technical support necessary to deliver a fully operational system..

The ILS SaaS provider shall also migrate the data from the existing ILS to the new system to support the standup of the new ILS by 28 Sep 2018. Appropriate training on the new system shall be provided to the USAFA library staff.

2. SYSTEM AND SUPPORT REQUIREMENTS

2.1 The migrated USAFA library data shall be maintained on hardware hosted by the ILS provider.

2.2 The SaaS server and software system shall be FedRAMP authorized for the Moderate Impact security level.

a. If the system is not FedRAMP authorized, the ILS provider shall demonstrate that it is actively working toward authorization by the fact that it is listed on the FedRAMP Marketplace website at https://www.fedramp.gov as either “Ready” or “In Process”.

b. If the system is not FedRAMP authorized or found listed on the website above, the ILS provider shall demonstrate that the ILS is hosted on a FedRAMP authorized cloud. The cloud’s name and the physical location of the servers shall be identified. The cloud’s name shall be listed under “Authorized” on the website above.

c. The ILS provider without full FedRAMP authorization shall submit to and pass an Interim Authorization to Operate (IATO) assessment conducted by USAFA/A6. Support to this effort shall be given and includes providing USAFA/A6 with a hardware list detailing the products being implemented, a software list detailing major applications and operating systems being used, a system diagram, a standard operating procedure (i.e. a manual), information regarding security configurations applied to the system (as requested), and any security scans of the system conducted by the ILS provider or hosting site in order to build the appropriate certification and accreditation package. Once the ILS system is FedRAMP authorized, an IATO will no longer be necessary for a local instantiation of the product.

d. Before the exercise of a new contract option period, the ILS provider shall provide evidence to the Contracting Officer that progress toward achieving FedRAMP authorization has been made since the time of award or the start of the option period.

2.3 System shall be compliant with industry standards: MARC 21, XML, Unicode, EDI, and Z39.50.

2.4 System shall support operations at both the McDermott Library and the Base “Community Center” Library.

2.5 System shall enforce authentication password requirements for users in accordance with USAF security policies:

minimum 9 characters, 2 capitals, 2 lower case, 2 numbers, and 2 special characters.

2.6 System shall be managed and monitored proactively. ILS provider will notify USAFA library administrators of performance, free disk space, free memory, and network errors or degradation.

2.7 Application software upgrades shall be performed by ILS provider staff but scheduled by USAFA.

https://www.fedramp.gov/

2.8 The ILS provider shall provide full technical support for the USAFA Integrated Library System to include self-managed trouble tickets and telephone and e-mail support to users during USAFA core operating hours of 0900 - 1500 at a minimum.

3. APPLICATION FUNCTIONALITY REQUIREMENTS

3.1 Academic Reserves

a. The application shall provide the ability to assign items to academic/course reserves.

b. The application shall allow the assignment of course reserves to one or more instructors and/or course numbers at the item/copy level.

c. The application shall provide the ability to search for items by instructor and course.

d. Application shall allow management of specialized reserve loan policies and other parameters, including the ability to assign different loan periods at the copy level to individual titles that have multiple copies.

3.2 Acquisitions & Fund Accounting

a. Application shall be able to track and report on materials from ordering through claiming, receiving, invoicing, and payment.

b. The application shall provide funds accounting for library expenditures and shall be able to track totals budgeted, encumbered, and spent, by vendor, budget fund, etc.

c. The application shall support Electronic Data Interchange (EDI) for purchase orders and other transactions using an industry standard transaction format such as X12 or UN/EDIFACT.

d. Application shall allow the import of MARC records for new book orders and record order details that have been received from vendors into the bibliographic database.

3.3 Administrative Bibliographic and Inventory Control

a. The application shall be capable of supporting multiple MARC and non-MARC formats in a single database.

b. The application shall support an industry standard Unicode character set such as UTF-8 to allow the use of diacritics and non-Romanized scripts.

c. The software system shall provide the ability to configure a Z39.50 server to allow libraries on different automation systems to search and retrieve information from the USAFA libraries via a Z39.50 compliant client.

d. The application shall allow authorized users to make batch updates and global changes to all types of records in the database.

e. The application shall provide authorized users with the ability to query the database for viewing, editing, and deleting customized data sets.

3.4 Cataloging and Authority Control

a. The application shall allow authorized users to add, modify, and delete library records to include bibliographic, holdings, and authority records.

b. The application shall allow for the cataloging and classification of items using Library of Congress, Dewey Decimal, and Dublin Core systems at a minimum.

c. The application shall include a MARC editor, to include editing of field number, with full help and validation for creation and management of bibliographic and authority records.

d. The application shall include an item group editor for attaching and maintaining library holdings data on MARC records.

e. The application shall provide the ability to search the MARC records, including bibliographic, authority, and holdings records.

f. Application shall include a capability for producing book and spine labels.

g. The application shall be able to manage validation of name entities (e.g., person, geographic, corporate, etc.) and subject headings for bibliographic records.

h. Application shall be able to manage cross-references for improper forms of heading, related terms, etc.

i. The software system shall include a utility for capturing and loading MARC records from a Z39.50 server directly into the library’s database.

3.5 Circulation Control

a. The application shall allow the creation of policies for managing check-out, return, and overdue notice processes for multiple branches.

b. The software system shall have a built-in offline mode to handle periods of power and network outages.

c. The application shall allow authorized users to add, modify, and delete patron records.

d. The application shall provide the ability to bulk load patron records.

e. Application shall provide the ability to track in-house use of library materials.

f. The application shall provide support for Inter-Library Loan (ILL) requests.

3.6 Digital Media Archive

a. The software system shall provide a Digital Asset Management (DAM) capability that allows for the upload and storage of a variety of digital items including images, videos, documents, audio files, etc.

b. Application shall include a built-in OCR utility to allow the user to extract the text from image files, generate a text file that can be indexed, and automatically associate that extracted text file with the original image file.

c. Metadata for the digital assets shall be compliant with the Dublin Core metadata standards for digital resources and other special items.

d. Application shall include an implementation of the industry standard OAI-PMH protocol to allow for harvesting and sharing of the Dublin Core metadata.

e. The application shall support a hierarchical classification structure to allow end-user browsing of digital material by context.

f. Application shall incorporate access control and authentication management, i.e., the ability to restrict or limit access to protected assets, item-by-item, or batch, and define different viewing privileges by individual user, group, or location.

3.7 Electronic Resource Management

a. The software system shall provide an Electronic Resource Management (ERM) capability to allow for the efficient and effective management of the electronic resource workflow from renewal/purchase to activation, analysis, and evaluation of resources.

b. Application shall support management and display of license terms and conditions in machine-readable format to include linkage to digital resources; communicating key usage terms to users and staff; and comparing terms across different licenses.

c. The system shall provide the ability to upload and edit publisher(s) license documents and view history of edits/versions.

3.8 Public Access

3.8.1 Public Interface

a. The application shall support separate interfaces based on library, user type, or environment.

b. The application shall provide online account solutions, allowing patrons to manage their library account, place holds, or submit interlibrary loan, purchase, or other requests that can be turned on or off.

c. The application shall support recommended reading lists and pre-defined searches (such as New Books, Flying

Aces, Medal of Honor, etc.)

d. The application shall be Section 508 compliant.

3.8.2 Public Interface Design

a. The application shall allow staff to highlight specific resources or arrange materials from across the library collection into digital collections based on theme, audience, or location.

b. The application shall provide a responsive web design (RWD) to accommodate various device platforms.

c. The application shall support various web browsers across multiple platforms (such as Windows, MAC OS, Android, etc.) for both staff and end-users.

d. The application shall provide ability for USAFA library staff to customize web interface at no additional cost.

e. The application shall provide web services Application Program Interface (API) at no additional cost.

3.8.3 Search

a. The application shall provide the ability to perform a web-scale search of multiple repositories, hundreds or even thousands, simultaneously. That is, it shall allow the user to search multiple data types – traditional collection materials, PDFs, websites, Word documents and more – including any Z39.50 target or compatible database, with results presented on a single page.

b. The application shall allow items to be displayed using thumbnail images.

c. The application shall provide guided discovery with faceted and federated search capability.

d. The application shall provide users with the ability to perform a full Boolean search of the library holdings based on library call number, subject, and other item attributes.

e. The application shall provide spelling suggestions in cases of misspelled or incomplete queries.

f. The application shall provide alternate graphical search interfaces for children and other patrons.

g. The search results shall include standard reference tools (such as subject and course guides) into discovery search and results.

3.9 Reports

a. The application shall provide the capability to track statistical and management information by various patron and item characteristics.

b. The application shall provide templates for standard reports.

c. The application shall allow authorized users to create a custom report, either based on an existing template or from scratch, which can be saved as a new template.

d. The application shall provide multiple options for report scheduling, distribution, and output format, including the option for exporting to a spreadsheet application.

3.10 Serials Control

a. Application shall provide the user with the ability to create, edit, and remove serials control records.

b. The application shall provide the capability to manage prediction, receipt, and routing of all serial subscriptions.

c. The application shall be capable of handling combined issues, special issue, missing issues, or other irregularities.

d. Application shall be able to track issues received and display that data in the public catalog.

3.11 Staff Interface

a. The system shall provide a web-based staff interface for performing acquisitions, cataloging, circulation, serials functions, and other staff operations on the hosted database.

b. ILS provider shall require any user accessing her/his system account to go through a strongly encrypted authentication method to ensure minimal security risk (such as Secure Hypertext Transfer Protocol connection or HTTP over Secure Socket Layer).

4. IMPLEMENTATION AND TRAINING REQUIREMENTS

4.1 ILS provider shall provide project management for the implementation of the new system to include the tracking of phases, tasks, and milestones.

4.2 System implementation shall include system setup and configuration, data migration, and web-site integration.

4.3 The ILS SaaS provider shall migrate the data from the existing ILS to the new system to support stand up of the new ILS by 28 Sep 2018.

4.4 Data migration shall include the entirety of the McDermott Library’s records to include the following:

a. Bibliographic, holdings, and item data,

b. Authority records,

c. Patron records including current status and notes/comments fields,

d. Circulation records including inventory and circulation history of each item.

4.5 Data migration shall include the entirety of the USAFA Base Library’s records to include the following:

a. Bibliographic, holdings, and item data,

b. Authority records,

c. Patron records including current status and notes/comments fields,

d. Circulation records including inventory and circulation history of each item.

4.6 The data migration process shall support the migration of all of the digital asset files that have been uploaded and stored with the legacy SaaS system to include the following:

a. Image files,

b. Audio files,

c. Video files,

d. Document files,

e. Dublin Core metadata associated with the asset files.

4.7 Data migration for both USAFA libraries shall include pre-production testing to minimize service disruption.

4.8 The ILS provider shall provide a sandbox for testing USAFA-specific data and configurations for both staff and public views prior to system launch.

4.9 ILS provider shall provide on-site training to all staff members from both libraries (about 45 people) before the system goes into production to familiarize the staff with the new application.

4.10 ILS provider shall provide web-based training to accompany any new applications/capabilities, sufficient for staff to implement new functions.

4.11 The ILS provider shall allow a follow-on ILS to access and migrate USAFA’s data at the expiration of the proposed contract.

5. HISTORICAL INFORMATION

Library statistics encompassing both libraries:

a. # items = 674,000

b. # titles = 580,000

c. # patrons = 8,600

d. # staff = 45

e. Annual Circulation = 68,000 per year

6. OPERATIONS SECURITY CONSIDERATIONS

System shall be actively monitored for security and regularly updated with the latest OS security and stability releases.

System shall be protected via measures such as firewalls and other security devices. System authentication passwords for users shall conform to USAF requirements and provide support for secure/encrypted staff connections via VPN to the hosted server. Some data under this effort may be considered Personally Identifiable Information (PII), and as such is subject to Privacy Act protection measures as prescribed in Chapter 6 of AFI 33-332. Other personal information that may not be initially recognized as PII, when combined with other pieces of information, may become PII and therefore all personal data is sensitive and should be protected.

PII—Personally Identifiable Information; see Personal Identifier and Personal Information

Personal Identifier—A name, number, or symbol that is unique to an individual which can be used to trace an individual’s identity, e.g., the person’s Social Security Number (SSN).

Personal Information— Information about an individual that identifies, links, relates, or is unique to, or describes him or her, e.g., SSN; age; military rank; civilian grade; marital status; race; salary; home/office phone numbers;

other demographic, biometric, personnel, medical, and financial information, etc. Such information is also known as personally identifiable information (PII) (i.e., information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, date of birth, place of birth, mother’s maiden name, or biometric records, including any other PII which is linked or linkable to a specified individual)

PII shall not be released either formally or informally to anyone without the written consent of the Government. Any data breaches shall be reported to USAFA staff within 24 hours of the incident.

7. DATA RIGHTS

The Government has unlimited rights to all data stored in the USAFA ILS instance under this effort. The Government shall retain custody of all records associated with this system and shall have exclusive control in the distribution of these records. All Government Data shall be stored within the borders of the United States.