Online Statistics Collection Tool RFQ.pdf

Idaho Commission for Libraries (ICfL) Request for Quotes

Event 1386 Online Statistics Collection Tool

1. PURPOSE

The Idaho Commission for Libraries (ICfL) intends to award a contract to a qualified vendor to provide a commercial-off-the-shelf (“COTS”) “out of the box – ready to run” online tool for the required collecting (Idaho Code 33-2611 and 33-2726), viewing, editing, and uploading or reporting of Idaho public library statistical data and library contact information to Idaho and IMLS/Census databases.

The contact for this RFQ is:

Michelle Cox Buyer

Idaho Commission for Libraries 325 W. State St., Boise, ID 83702 Phone: 208.639-4176 michelle.cox@libraries.idaho.gov

2. BACKGROUND

The Idaho Commission for Libraries is located in the Executive Branch of state government and is governed by the Board of Library Commissioners, which is appointed by the governor. The mission of the Idaho Commission for Libraries is to assist libraries to build the capacity to better serve their communities.

3. TIMELINE

Date Activity or Item Tuesday July 14, 2026 RFQ release date Monday, July 20, 2026 Deadline for submission of questions regarding RFQ.

Friday, July 31, 2026 Quotes must be received. The quote may be submitted electronically via IPRO Friday, August 06, 2026 Contract will be awarded on or before mailto:michelle.cox@libraries.idaho.gov

4. SPECIFICATIONS

Exhibit – A

List of Attachments

1. Exhibit A – Specifications

2. Exhibit B – Additional Required Information

3. Exhibit C – Mandatory Technical Compliance Sheet

4. Exhibit D – Mandatory Pricing Sheet

5. AWARD BASIS AND TERM OF CONTRACT

Award determination will be made all or none to the responsive responsible vendor who has submitted all Required Submittal Items, best complies with the Specifications, having the lowest Total Cost that will fit within our budget.

Initial term of the contract starting September 1, 2026, including implementation, testing, and acceptance will be for three (3) full years. The contract may be extended for up to two (2) additional terms of one (1) year each upon the approval of both parties. The total contract term, including all extensions, may not exceed five (5) years. The extended term renewal pricing will not exceed 3% over the previous year’s term for licensing and maintenance without nullifying the renewal.

The agency reserves the right to request a demonstration as needed.

6. RESPONSE

Enter your Total Cost on Exhibit D Price Sheet, submit your quote via IPRO or e-mail, mail, hand-deliver/courier so that it is received at the Agency prior to the deadline established above.

Quotes submitted by any means other than IPRO must be sent to the contact listed above.

Quotes must include all Required Submittal Items (See below).

Required Submittal Items

1. Exhibit B – Cover Letter with Additional Required Information

2. Exhibit C – Mandatory Technical Compliance Sheet

3. Exhibit D – Mandatory Pricing Sheet

4. ICfL Signature Page (for email, mail, or hand-delivery/courier submission)

Exhibit A

Specifications

The expectations are that the acquired system will be capable of the following:

User Functions

1.1 Access the survey on-line with password protection with full browser and platform support for all major desktop and mobile browsers including MS IE, Firefox, Google Chrome, Opera, Apple Safari and all variants based on the Mozilla and Webkit platforms.

1.2 Online 24/7 access for up to 150 public libraries to enter their data.

1.3 Tab from field to field

1.4 Access definitions included in on-line Help attached to each corresponding question

1.5 View previous year's data for reference and comparison to current year's data

1.6 Flag questions within the survey

1.7 Automatically calculate totals within categories, e.g. collections, expenditures, revenue, programs, etc.

1.8 Annotate each question with a local, state, or federal note

1.9 Perform state and federal edit checks, which are customized and built-in

1.10 View all unanswered questions, all flagged questions, and all questions not passing an edit check

1.11 Call a dedicated number for technical assistance

1.12 Automatically bookmark your place, starting where you last left off and saved data within the survey

1.13 Use flexible input controls including text-box, radio-box, and combo-box options

Reporting Functions—Users and Administrators

2.1 Print a blank copy of the entire survey, an entire copy of the survey containing the data for the current year, and an entire copy of the survey containing the data for the preceding year

2.2 Print an individual library’s report and data

2.3 Print a blank section of the survey, a section containing the data for the current year, and a section containing the data for the preceding year

2.4 Print federal, state, and local annotations from the entire survey or from a single section

Administrator Functions

3.1 Receive an email when a reporting library submits its report, and/or direct an email be sent to multiple addresses

3.2 Call a dedicated number for technical assistance

3.3 View a library's report and data without locking out the library

3.4 View and edit any respondent’s survey and responses

3.5 View the list of start and submit dates for those completing the survey

3.6 Lock and unlock respondents’ surveys

3.7 Generate a Microsoft Excel file of all the submitted data to date

3.8 Notification 48 hours prior to scheduled maintenance/down time.

Exhibit B

Additional Required Information

The following must be included in your quote submission

1. Cover letter must include the following.

• Identification of the Service Providers corporate status. The Service Provider must be a legal entity with the legal right to contract.

• A declarative statement that the Service Provider is not currently suspended, debarred or otherwise excluded from federal or state procurement and non-procurement programs.

• A declarative statement affirming the offer will be firm and binding for sixty (60) days from the RFQ closing date.

• A declarative statement indicating the Service Provider’s acceptance of and willingness to comply with the requirement of the RFQ and attachments, including but not limited to the State of Idaho Standard Contract Terms and Conditions available online at https://purchasing.idaho.gov/wp-content/uploads/Standard-Contract-Terms-Conditions-July-2024.pdf

Exhibit C

Online Statistics Collection Tool – RFQ Event 1386

Mandatory Compliance Sheet

This form must be completed and returned as your Mandatory Technical Compliance Sheet

Vendor Name: ______________________________________________________

ID #

Expectation Description (The system or vendor will be capable of the following…)

Comply Yes/No

Describe in detail how the proposed solution complies.

User Functions

1.1 Access the survey on-line with password protection

with full browser and platform support for all major desktop and mobile browsers including MS IE, Firefox, Google Chrome, Opera, Apple Safari and all variants based on the Mozilla and Webkit platforms

1.2 Online 24/7 access for up to 150 public libraries to

enter their data

1.3 Tab from field to field

1.4 Access definitions included in on-line Help attached to

each corresponding question

1.5 View previous year's data for reference and

comparison to current year's data

1.6 Flag questions within the survey

following…

1.7 Automatically calculate totals within categories, e.g.

collections, expenditures, revenue, programs, etc.

1.8 Annotate each question with a local, state, or federal

note

1.9 Perform state and federal edit checks, which are

customized and built-in

1.10 View all unanswered questions, all flagged questions, and all questions not passing an edit check

1.11 Call a dedicated number for technical assistance

1.12 Automatically bookmark your place, starting where

you last left off and saved data within the survey

1.13 Use flexible input controls including text-box, radio-

box, and combo-box options

Reporting Functions – Users and Administrators

2.1 Print a blank copy of the entire survey, an entire copy

of the survey containing the data for the current year, and an entire copy of the survey containing the data for the preceding year

2.2 Print individual library’s report and data

following…

2.3 Print a blank section of the survey, a section

containing the data for the current year, and a section containing the data for the preceding year.

2.4 Print federal, state, and local annotations from the

entire survey or from a single section

Administrator Functions

3.1 Receive an email when a reporting library submits its

report, and/or direct an email be sent to multiple addresses

3.2 Call a dedicated number for technical assistance

3.3 View a library's report and data without locking out

the library

3.4 View and edit any respondent’s survey and responses

3.5 View the list of start and submit dates for those

completing the survey

3.6

Lock and unlock respondents’ surveys

3.7 Generate a Microsoft Excel file of all the submitted

data to date

3.8 Notification 48 hours prior to scheduled

maintenance/down time

Exhibit D

RFQ Event 1386

Price Sheet

This Price Sheet must be submitted with your quote, whether the submission is manual or electronic through the Idaho eProcurement System (IPRO).

Name of Vendor:

Provide your TOTAL ANNUAL COST for the service, meeting the specifications outlined in Exhibit A. Your TOTAL COST must be fully burdened to include all costs associated with providing the services meeting the required minimum specifications.

TOTAL ANNUAL COST for Services: $

Company Name:

Contact Name/Phone:

Contact E-mail: