Integrated_Library_System.pdf

Integrated Library System

REQUEST FOR INFORMATION

Monday, February 17, 2025

City of Pasadena Libraries & Information Services Department

Monday, February 17, 2025

REQUEST FOR INFORMATION (RFI)

Introduction

Summary

The City of Pasadena Public Library System is issuing this Request for Information (RFI) to gather details from vendors regarding their Integrated Library System (ILS) solutions. Our library requires a robust, scalable, and flexible system to meet the needs of our diverse user base and extensive library operations. This RFI seeks information on vendor capabilities, system functionality, and potential demonstrations of product offerings. This is not a solicitation for bids, nor will a contract be awarded based solely on responses to this RFI.

Contact Information

Questions shall be in written format and be submitted ONLY via e-mail

Procurement Related Questions:

Department of Finance, Purchasing Division

Antonio Watson, Project Manager awatson@cityofpasadena.net

General and/or technical questions:

Chinua Obaze

Management Analyst

Email: cobaze@cityofpasadena.net

Phone: (626) 744-4347

Department:

Libraries & Information Services Department mailto:cobaze@cityofpasadena.net tel:(626)744-4347

Monday, February 17, 2025

Timeline

Release Project Date February 17, 2025

Question Submission Deadline February 20, 2025, 3:00pm

Proposal Submission Deadline February 28, 2025, 3:00pm

Scope of RFI

OBJECTIVE

Through this RFI, we aim to:

• Identify ILS solutions capable of supporting complex library operations at scale.

• Understand the range of system features, integrations, and customizations available.

• Assess vendor experience with large public library systems and complex workflows.

• Determine technical requirements, hosting options, and system support levels.

• Evaluate potential demonstrations of system capabilities to better inform our future procurement process.

REQUESTED INFORMATION

Vendors are invited to submit responses that include, but are not limited to, the following details:

A. System Capabilities o Core ILS functionalities (cataloging, circulation, acquisitions, serials management, patron management, reporting, etc.).

o Advanced automation for workflows, acquisitions, and metadata management.

o Customization and scalability features.

o AI-powered search and recommendation engines.

o User interface and accessibility considerations for staff and patrons.

o Mobile application availability and capabilities.

o Built-in analytics and reporting with customizable dashboards.

B. Technology & Integration o Hosting options (cloud-based, on-premises, hybrid).

o Compatibility with third-party applications (e.g., self-service kiosks, e-content providers, RFID, SIP2 integrations).

Monday, February 17, 2025 o API availability and documentation.

o Support for Single Sign-On (SSO) authentication.

o AI-driven chatbots for patron support.

o Integration with digital learning platforms and community engagement tools.

C. Data Management & Migration o Experience with data migration from legacy ILS systems.

o Data security and privacy protocols.

o Backup, disaster recovery, and data retention policies.

o Blockchain or advanced encryption capabilities for data integrity.

D. Implementation & Support o Estimated implementation timelines.

o Training and onboarding support for library staff.

o Ongoing customer support, including Service Level Agreements (SLAs).

o 24/7 support with AI-enhanced troubleshooting and ticketing system.

o Dedicated account managers for premium support.

E. Cost Considerations (Non-Binding) o General pricing structure (license fees, subscription models, hosting costs, etc.).

o Any additional costs for implementation, training, or support services.

o Pricing for additional AI-enhanced or advanced analytics features.

RFI Instructions

General Instructions

The information obtained from this RFI process may contribute to, and be used for, the guidance of a formal solicitation. The City is interested in identifying whether Contractors responding to this RFI are ultimately willing to respond to a formal solicitation, and potentially accomplish the tasks described in this RFI. Contractors are welcome to schedule a meeting with Chinua Obaze, Libraries & Information

Services Department for coordination of a presentation. THERE WILL BE NO CONTRACT AWARDED AS A

RESULT OF THIS RFI PROCESS. This RFI is a public solicitation of information designed to assist the City in determining an optimal solution and procurement strategy.

No payment shall be made to individuals, contractors, suppliers, or manufacturers that represent for information and solutions provided in response to this RFI.

Monday, February 17, 2025

RFI Questions

Please describe Your Company Experience?*

Company Overview o Company name, headquarters location, and years in business.

o Experience in providing ILS solutions to large public library systems.

o Number of library clients currently using your system, particularly large municipal library systems.

o History of successful migrations from legacy systems.

*Response required

What type of pricing structure does your company offer?

Through what type of procurement process does your company typically sell its products or services to governmental agencies?

Select all that apply

☐ Request for Proposals

☐ Competitive Bids

☐ Sole Source or "Piggy Back-able" contracts

☐ Never Participated in a Competitive Process with a Governmental Agency

Would your company be willing to respond to a formal competitive solicitation (Bid or

RFP) released by the City of Pasadena for the goods or services described in this RFI?*

☐ Yes

☐ No

*Response required

Can you provide a Demo?*

Demo Request

Vendors are encouraged to provide a demonstration of their system. The demo may be live or pre-recorded and should address key system capabilities, workflows, and user experience. Vendors who opt to present a demo should also provide a written summary of how their solution meets the requested requirements. The demonstration should showcase:

o Real-time system responsiveness under heavy loads.

o Customization of workflows and role-based access.

o AI-driven cataloging and metadata enhancements.

o Integrated communication tools for patron engagement.

Monday, February 17, 2025

• For Demos contact Mike Shea mshea@cityofpasadena.net to schedule date or submit video before Submission Deadline.

• Demos may be provided as links to video recordings or scheduled live sessions.

☐ Yes

☐ No

*Response required

Attach any additional information you believe is relevant to this RFI

Submittal Instructions

Early Preparation for Submission

We value your participation in this solicitation and want to ensure you have every opportunity to present your response in the manner instructed in this solicitation. It is important that you submit a complete response prior to 3:00 pm on Friday, February 28, 2025 through this eProcurement portal. We strongly advise against waiting to within the last three days of the submittal deadline to begin working on your response. Starting early on your response increases time to:

• Thoroughly review all requirements and the entire solicitation document.

• Gather, organize, and complete the necessary documents for submittal.

• Address any unforeseen technical issues that may arise during the preparation or submittal of your response.

Delaying your response may result in errors, or can cause you to miss the submission deadline. Either of which can negatively impact your submittal or cause your submittal to not be accepted.

Training Resources for Vendors:

Screen Shots:

Instructions for the new eProcurement System: The following link will help you Get Started

(https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9) and will include vendor guides for using the system. Below are additional screen shots for support.

All Video Guides: OpenGov Procurement Vendor Training

1. New Supplier Account

2. Submit a Bid or Proposal

3. Updating Your Company Designation on a Solicitation

4. Vendor Selection of Category Codes mailto:mshea@cityofpasadena.net https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/c7a5affa-e073-4d5a-8d87-b6eadcf343a9 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://opengov.my.site.com/support/s/article/dceacbcf-203c-4b0d-aa57-550043bb0dc0 https://opengov.my.site.com/support/s/article/8e675a48-dad3-4759-9bae-6b4cb7970d21 https://opengov.my.site.com/support/s/article/2f7dbe3d-9f16-4179-8358-d55fdb37b858 https://opengov.my.site.com/support/s/article/fb581c18-5508-40d7-b714-c753af6514a1

Monday, February 17, 2025

5. How To Subscribe To Organizations And Find Active RFPs & Bids

6. Login Process

7. How to Edit or Withdraw your Proposal after it's been Submitted

8. How to Submit a Question

9. Viewing Bid Results

Video Trainings

OpenGov Technical Support

Technical support for an eProcurement system plays a vital role in ensuring smooth operations. You can call or email technical support using the information below.

• Phone: (650) 336-7167

• Email: support@support.opengov.com

• Issue Log: https://opengov.my.site.com/support/s/contactsupport/incident

• Live Chat: Click on the circle blue icon at the bottom right of the screen.

Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit electronically through the City of Pasadena's eProcurement Portal prior to 3:00 pm, Friday, February 28, 2025. Please upload all required documents as instructed in the section named Submittals/Checklist sufficiently early electronically through the city's eProcurement Portal before the time and day listed in this solicitation. Responses must be received in the system prior to the deadline.

The Specification or Scope of Work included in this Notice shall be considered part of any contract made pursuant thereunder.

Withdrawal of Proposal

Any Bidder or Proposer may withdraw their response via the City's eProcurement Portal prior to 3:00 pm on Friday, February 28, 2025.

City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each Bidder or Proposer. A Bidder's or Proposer's failure to address the requirements of the addenda may result in the response not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

https://opengov.my.site.com/support/s/article/f7fe1d1e-d79c-449a-ad8b-1d736d40b9cd https://opengov.my.site.com/support/s/article/a9d24d60-2ba1-4393-93c5-7512795f080e https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe https://opengov.my.site.com/support/s/article/12c62371-147b-45f4-9bcd-cf2ce5f58259 https://opengov.my.site.com/support/s/article/1323740f-ec46-48ee-a820-954bdd03f739 https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed mailto:support@support.opengov.com https://opengov.my.site.com/support/s/contactsupport/incident https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/146831/document?section=undefined https://procurement.opengov.com/portal/pasadena

Monday, February 17, 2025

Addenda shall be acknowledged via the City'seProcurement Portal for the project named "Integrated

Library System." Project ID: 2025-RFI-0047. Bidders or Proposers can view a list of addenda released by the City by clicking on "Addenda & Notices." While drafting a response, there is a section for "Addenda

Confirmation" where Bidders or Proposers must acknowledge each addenda released.

Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, February 20, 2025, prior to 3:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement

Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Follow these simple steps to submit your proposal electronically:

If you are already registered and need help logging in or retrieving your user information utilize the blue chat bubble visible on the lower right hand corner of the screen.

Click on the hyperlink for the City's eProcurement Portal to create your vendor profile.

Electronic Submission of Bids

All Proposers are required to submit their bid pricing electronically via the city's eProcurement Portal.

The electronic system will close submission exactly at the date and time set forth in this solicitation or as changed by addenda. In addition, your bid must be submitted via the eProcurement Portal.

Proposers are responsible for submitting and having their bid accepted before the closing time set forth in this solicitation or as changed by addenda. NOTE: It is the Proposer's sole responsibility to ensure their bid and document(s) are uploaded, transmitted, and arrive in time electronically. The City will have no responsibility for bids that do not arrive in a timely manner, no matter what the reason.

Upon closing of the Bid, Bid Results will be available on the City's eProcurement Portal.

In the case of a discrepancy between the electronic bid schedule (pricing) and any uploaded Bid schedule document or pricing, the electronic bid schedule will be the accepted bid.

Steps to Submit Your Electronic Proposal:

To submit an offer to the City, vendor must begin by clicking on the green DRAFT PROPOSAL button.

https://procurement.opengov.com/portal/pasadena/projects/146831

1. Acknowledge all Addenda

2. Accept City of Pasadena Terms and Conditions Message

3. Answer all required vendor questions.

4. Upload all required forms. Proposer may save their work and return.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/146831

Monday, February 17, 2025

5. Review your work and submit proposal when ready.

6. You will receive a confirmation email from OpenGov upon receipt of your bid/proposal.

7. Proposer may withdraw their bid at any time prior to 3:00 pm on Friday, February 28, 2025.

Note: If an addenda is issued after a response has been submitted, Proposer or bidder must return to take steps below. Failure to do both steps will result in an invalidated offer.

1- Acknowledge the new addenda; and

2- Resubmit your bid through the City's eProcurement Portal.

Do Not upload a Zip File: Unzip Your Files

Note: If your files are [zipped or] in a zip folder, you may need to unzip the files before uploading. The following instructions may be helpful to do so.

A. Open File Explorer, and find the zipped folder.

B. To unzip the entire folder, right-click to select Extract All, and then follow the instructions.

C. To unzip a single file or folder, double-click the zipped folder to open it. Then, drag or copy the item from the zipped folder to a new location.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portal hosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5 am - 5 pm PST, except statutory holidays-- response time is typically less than ten minutes.

Surety2000 Instructions

If a bid bond is required, below are instructions for utilizing Surety2000 to submit an electronic bid bond.

https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com

Monday, February 17, 2025

Video Trainings:

• How a Contractor Registers with

Surety2000: https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view

• How to Create a Bond:

https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view

• How to Sign the Bond: https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-

9P/view

Bid Bond Instruction:

Bidders must provide all required information for the City to verify the bond with their bid. The bond must meet the following requirements and characteristics: Bid security in the amount of five percent

(5%) of the total bid price in the form of a redeemable or callable electronic surety bond, meeting City requirements, must accompany all bids. If the Bidder to whom the contract is awarded shall for fifteen

(15) calendar days after such award fail or neglect to enter into the contract with the required insurance documentation, submit the Construction & Demolition Waste Management Plan, and file the required bonds, the City may deposit in its treasury said bid security and, under no circumstances, shall it be returned to the defaulting Bidder. Failure to return signed contract with all the attachments stated above may result in having the project awarded to the next lowest bidder.

Here is what bidders must provide to their bonding agent when trying to setup a bid bond for the City of

Pasadena: The Project ID of the solicitation on which you are bidding. Your Contractor Vendor ID which is your Federal Tax ID or it’s equivalent. Both fields are required for validation. If you are having trouble finding these ID’s, please contact Surety2000 at 1-800-660-3263 or email help@surety2000.com https://drive.google.com/file/d/1SCj8obRykze8hIIrG84yYD5Wbod7ZQuR/view https://drive.google.com/file/d/1_ZphPelkFAhVhYhUdpKU1sC1xpNjVnf3/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view https://drive.google.com/file/d/1wT3UVU-hiecfocwAOwaAh9rP93mKQ-9P/view mailto:help@surety2000.com