Specifications for Library ILS RFP 6-30-2025.docx

Integrated Library System PR No.: TBD Specifications / Salient Characteristics

TECHNICAL SPECIFICATIONS/ SALIENT CHARACTERISTICS

SECTION 1: GENERAL REQUIREMENT INFORMATION

Description of Requirement

The Ruth H. Hooker Research Library in Washington DC is part of the Naval Research Laboratory (NRL), the U. S. Navy’s corporate laboratory. The Library acquires and preserves scientific and technical literature across multiple scientific and engineering disciplines from publishers, professional societies, and research institutes around the world.

The Library plans to replace its current legacy systems with a cloud-based solution that offers flexibility and interoperability and combines a Library Services Platform with a Discovery Service that showcases the Library’s print and electronic collections. The Library has used SirsiDynix Symphony as its Integrated Library System (ILS) since 1993, the SFX link resolver for electronic journal management, and several internally-developed databases for Digital Asset Management, Journal and eBook management.

The Library’s current ILS contains approximately 170,000 bibliographic records, including 20,500 eBooks and 4,500 unique electronic journal titles. There are approximately 3,000 Full Time Equivalent staff who have end-user access to the system and 10 Library staff members need log-in access to the system.

The new solution should perform the required functions of the Library, i.e., cataloging, acquisitions, circulation, electronic resources management, user management, analytics, system administration, search, and discovery, in support of the Library’s mission to offer a full range of traditional and digital library services to enhance and support the research program of the Laboratory.

Primary Capabilities/Salient Characteristics/Technical Specifications:

1. Collection Management

a. Cataloging

i. The system must have the ability to create, edit, and import both bibliographic and authority records from OCLC or other record supplier.

ii. The system must support multiple metadata types.

iii. The system must have granular search capabilities for both bibliographic and authority records.

iv. The system must have the ability to generate reports from bibliographic and authority records using detailed parameters that extract information from various fields in multiple combinations.

b. Circulation

i. The system must provide the ability to create different patron types and set circulation parameters for each type of patron.

ii. Individuals must be able to securely access their own accounts, including viewing items checked out and due dates.

iii. Patrons must be able to place item holds.

iv. Administrators must have the ability to define circulation rules for different user and item types.

v. The system must have the ability to send customized, automated email messages, including overdue notices.

vi. The system must integrate with RFID equipment, including self-check machines (such as bibliotheca).

2. Implementation and Migration

a. The vendor must provide comprehensive data conversion services as part of the implementation of the new system. This includes the extraction, transformation, and loading of bibliographic, item, patron, circulation, and any other relevant data from the Library’s existing system into the new system.

b. The vendor is responsible for assessing the Library’s existing system and working collaboratively with the Library staff to ensure a complete and accurate migration of all necessary data. The vendor must provide a detailed conversion plan, including timelines, data mapping strategies, testing phases, and a process for final validation and acceptance by the Library staff prior to going live.

c. It is acceptable for the vendor to charge a one-time fee for the implementation service. This fee should be clearly itemized and included in the pricing section of the proposal.

3. Discovery and Patron Experience

a. The solution must support complete and transparent integration with a discovery layer, a single search interface that enables users to search, browse, and access library collections of all resource types including print and electronic resources.

b. Customization options must include the ability to customize the look and feel of the discovery user interface, including the text used to label elements of the user interface, the appearance of brief and full search results, and branding including the inclusion of the logo and the ability to change colors in the user interface.

c. Administrators must be able to customize the services and actions offered to patrons through the discovery interface, including the patron’s ability to interact with various components of the record and external services such as interlibrary loan brokers and reference management tools. It must be possible to configure the services and requesting options available to patrons in a context-based manner, for example, the ability to display specific services only to patrons in pre-defined user groups.

d. The system must provide published APIs or Web Services to facilitate interoperability with external services or systems such as bibliographic, digital asset management, metadata management, digital library platforms, resource sharing, financial, and reporting and analytics tools.

e. The system must integrate with citation management tools such as RefWorks, or Endnote and export citations from records in BibTex.

f. It must provide users with the ability to link directly to full-text content.

g. It must be able to accept OpenURL and provide context-sensitive services as well as resolving the services to allow users to seamlessly access full-text content.

h. The Library’s electronic journals must be searchable in the discovery layer.

i. It must be possible to restrict access to specific resources to pre-defined groups of users.

j. Ideally the solution will facilitate communication between patrons and staff via messages or request forms.

4. Acquisitions Management

a. The system must include Electronic Resource Management tools to manage and track electronic subscriptions, including acquisition, vendor information, licenses, and access.

5. Analytics

a. The solution must include as standard a comprehensive, advanced analytics component that is an integral part of the system.

b. It must be possible to generate canned reports provided by the vendor as well as create customized reports in the areas of fulfilment, acquisitions, electronic resource usage and collection analysis.

c. The analytics solution must be able to integrate electronic journal usage data using industry standards such as SUSHI and COUNTER and create value-driven statistics reports that include calculated cost per use. This process should be automated as much as possible.

d. The system should include comprehensive analytics reports for the discovery layer, including user actions, facet usage, and popular searches.

e. It must be possible to track in-house usage of items in physical collections.

6. Secure Cloud Hosting

a. The solution must be hosted in private cloud or SaaS environment.

b. The system must meet the U.S. Government's security requirements for cloud services through FedRAMP Authorization.

7. Resource Sharing/Interlibrary Loan

a. The resource sharing process must be fully integrated with the discovery, fulfillment, and inventory management components of the solution.

b. The system must provide a streamlined experience for patrons to place requests.

c. It should provide a streamlined workflow for fulfilling requests for borrowing and lending print, electronic, and digital materials.

Period of Performance:

The period of performance of this effort is five (5) years after date of award.

Required location of Performance or Installation of equipment:

The system must be hosted in a cloud or SaaS environment.

Training Requirements:

The vendor will provide a comprehensive training plan for understanding and using all system functions. The system should offer web-based training materials. The training materials should include videos as part of the instructional content, providing visual demonstrations and examples to aid in staff training and understanding.

Documentation:

All documentation related to the system should be accessible to all library staff members. It should be provided in a format that allows easy access and searchability. The system should provide online help resources. Context-sensitive help should be integrated within the system, providing relevant assistance based on the user's current context.