Serving Every Ohioan Library Consortium

Request for Proposals Integrated Library System

SEO Library Consortium, RFP 2026

Contents 1 Purpose and Objectives

2 Contact Information

3 General Terms and Conditions

3.1 Proposal Validity Period

3.2 Withdrawal of Proposals

3.3 Proposal Rejection

3.4 Vendor’s Cost to Develop Proposal

3.5 Contract Documents

3.6 Format

3.7 Proposal Evaluation

3.8 Confidentiality and Disclosure

3.9 Indemnification

4 Anticipated Timeline

5 About SEO

5.1 Consortium Background Information

5.2 Database Characteristics

5.3 Consortium Characteristics

5.4 Telecommunications Characteristics

5.5 Current ILS

5.6 Current Server Hardware Characteristics

5.7 Local Support Characteristics

5.8 Third-Party Product Integrations

6 Vendor Requirements and Qualifications

6.1 Desired Vendor Overview

6.2 Company Organization and Staffing

6.3 Schedule of Planned Releases

6.4 Relevant Customer Experience and References

6.5 Vendor Responsibilities

6.6 Sole Source

7 Contract and License Terms

8 Support Requirements

8.1 Core Service and Support

8.2 Operations and System Maintenance

8.3 Database Tools and Capabilities

8.4 Documentation

9 Detailing Costs

9.1 Software Costs

9.2 Core Software

9.3 Supplemental Products and Services

9.4 Implementation Services Costs

9.5 Other Costs

9.6 Maintenance Costs

9.7 SEO Tax-Exempt Status

10 Implementation Process

10.1 Configuration Testing

10.2 Training

10.3 Warranty

10.4 Implementation Schedule

10.5 Data Migration

11 Product Specifications

11.1 Instructions

11.2 Product Information

11.3 General

11.4 Patron Privacy

11.5 Product Development Process

11.6 Accessibility

11.7 Cataloging

11.8 Authority Control

11.9 Circulation

11.10 Circulation Slips

11.11 Holds

11.12 Acquisitions

11.13 Serials

11.14 Notices

11.15 Automated Maintenance

11.16 Reporting

11.17 Online Catalog (OPAC)

11.18 3rd Party Integrations

12 Related Products

Supplement A

Supplement B

Appendix A List of SEO Member Libraries

Appendix B SEO GMD List

Appendix C SEO Annual Report

1 Purpose and Objectives The State Library of Ohio is requesting responses to this Request for Proposal (“RFP”) from vendors that supply and remotely host Integrated Library Systems, Library Service Platforms, or Library Management Services for the SEO Library Consortium (“SEO” or “the consortium”) as specified in Appendix A.

Throughout this document, the terms Integrated Library System (ILS), Library Services Platform (LSP), and Library Management System (LMS) are used interchangeably to refer to the requested system.

This RFP includes detailed specifications regarding the delivery, migration, implementation, and maintenance of an ILS. SEO library members seek a reliable, flexible, proven, and modern library automation system. The system must support relevant library standards, information technology, security, and telecommunications standards.

The objectives of this RFP are for SEO to procure an ILS that:

• Is cost-effective and economically sustainable to maintain;

• Is hosted in a software-as-a-service environment;

• Offers streamlined, flexible, and cohesive solutions that support the unique challenges and functions of SEO members’ library staff;

• Continues to evolve and grow to support SEO member libraries in their efforts to meet the changing needs of their communities;

• Integrates fully with the SOLUS mobile app; and

• Offers an Online Catalog (OPAC) that:

o Allows each member library’s content to be viewed independently;

o Has a responsive and accessible design that is user friendly and intuitive;

o Provides SEO patrons with accurate results quickly;

o Is simple for a first-time user and can accommodate sophisticated searching needs; and o Seamlessly integrates with electronic resources products currently on the market.

Vendors are encouraged to read the RFP in its entirety prior to submitting a response to fully understand the scope of the RFP and to ensure full compliance with submission requirements.

2 Contact Information All correspondence relating to this RFP must be submitted via e-mail to the contact listed below.

John Stewart Director of Operations & Technology SEO Library Consortium 40780 Marietta Rd Caldwell, OH 43724 Phone: 740-783-5705 x212 jstewart@library.ohio.gov

-or-

Jay Miley Customer Service & Library System Manager SEO Library Consortium 40780 Marietta Rd Caldwell, OH 43724 Phone: 740-783-5705 x202 jmiley@library.ohio.gov

Questions regarding this RFP must be posted through OhioBuys.

Proposers shall not contact, directly or indirectly, any other SEO employee or SEO member library employee or board member regarding the contents of this RFP or for the purposes of including or attempting to influence the process. Any proposer seeking information, clarification, or interpretations from any other consortium officer or SEO employee uses such information at Proposer’s own risk; SEO is not bound by such information. Following the Proposal submittal deadline, Proposers shall continue to direct communications to only the Director or Customer Service & Library System Manager.

To the extent practical, SEO will attempt to answer questions it deems to be in the best interest of the process and that contribute to its effectiveness and fairness. To the degree possible, SEO will answer questions as they are received. Responses will be sent to all Proposers. The identity of the party who asked a question will not be included in any answer. SEO reserves the right to edit the wording of questions to improve the value of the answer(s) disseminated.

Furthermore, SEO reserves the right to ignore certain types of questions. SEO shall not be held responsible for verbal changes or amendments to this RFP. All changes or amendments to this RFP shall be in the form of an addendum which will be posted to OhioBuys.

This RFP and all subsequent modifications to it are hereby designated as the sole reference and authority for the preparation of proposals and take precedence over all information related to the acquisition obtained from any source either by verbal or written communication.

3 General Terms and Conditions

3.1 Proposal Validity Period

By submitting a proposal, the Vendor agrees that it will remain binding upon the Vendor and may be accepted by SEO at any time within 90 days after the date on which proposals are opened. The contents of the successful proposal shall be incorporated as part of the resulting contract with the successful Vendor.

3.2 Withdrawal of Proposals

Proposals may be withdrawn through OhioBuys prior to the stated date and time of proposal submission. Negligence, error, or oversight confers no right for withdrawal of the proposal after the time fixed for proposal submission.

3.3 Proposal Rejection

SEO reserves the right to reject any or all proposals received in response to this request.

SEO also reserves the right to waive any irregularities in proposals.

3.4 Vendor’s Cost to Develop Proposal

SEO is not liable for any cost incurred by any Vendor prior to the award of a contract. Costs for developing proposals in response to this request are entirely the obligation of the Vendor and shall not be chargeable to SEO.

3.5 Contract Documents

The selected Vendor will be required to execute a contract with SEO. This invitation to Vendors, the selected Vendor's proposal, and any subsequent proposal correspondence will become a part of the contract.

3.6 Format

The Vendor will be required to submit the response to OhioBuys in PDF format.

SEO Library Consortium must receive the bid no later than 11:59 PM Eastern Time on April 8, 2026.

3.7 Proposal Evaluation

SEO and any advisors, as it may consult will review and evaluate all proposals which are submitted by the time required and are presented in the format prescribed in this RFP. SEO may or may not select the system with the lowest initial purchase price.

Proposals will be evaluated using the following criteria:

• Vendor reliability and experience

• Product specifications and functionality

• Cost

3.8 Confidentiality and Disclosure

SEO is an entity of the State Library of Ohio. Vendor responses will not be shared with member libraries, but the agency will prepare a registry of proposals once opened containing the names and addresses of each offeror as required for oversight. The bids are, however, a matter of public record. The submission of a bid signifies acceptance of these conditions.

3.9 Indemnification

All proposers hereby expressly agree that they will hold harmless and indemnify State Library of Ohio, SEO, its officers, agents, and employees from liability of any nature or kind connected with the RFP process.

4 Anticipated Timeline RFP Issued January 2026 Deadline for Vendor Inquiries March 18, 2026 Proposals Due April 8, 2026 Vendor Demonstrations April/May 2026 Vendor Selection May 29, 2026 Contract Negotiations and Migration/Implementation Planning

June 2026

Contract Signed July 1, 2026 System Go-Live Date No later than December 1, 2027

This timeline is for guidance only. SEO reserves the right to accelerate or delay elements in it as circumstances warrant.

5 About SEO

5.1 Consortium Background Information

The SEO Library Consortium (SEO) is a member-driven, patron-focused consortium in Ohio. The SEO Service Center is located at 40780 Marietta Rd., Caldwell, Ohio 43724.

SEO is a library support organization that assists consortium library staff in serving their communities. SEO members encompass 103 public libraries and the SEO Service Center, representing 292 service locations including main libraries, branch libraries, bookmobiles, public school libraries, lockers, drive-thru windows, and more, in 52 counties across Ohio.

Member libraries serve populations ranging from 840 to 118,000.

Since 1986, SEO has provided an automated system that allows libraries in this consortium to share their resources and protect their data. The ILS enables library staff members to process, loan, and manage the inventories of physical and electronic materials owned by member libraries. It also allows library patrons to place holds on physical and electronic materials held by any library in the SEO Library Consortium.

SEO provides comprehensive automation and direct support to enhance efficiency and service delivery for member libraries.

Automated Systems & Platforms:

• Integrated Library System (Symphony): The primary software for library operations.

• Support Desk Software (FreshDesk): System for managing and tracking support inquiries and ILS documentation related to services, support, and advisory topics.

• E-Mail Marketing Platform (Patron Point): Used for patron engagement and communication.

Shared Collections & Discovery

• Shared eContent Collection (OverDrive): Access to the Ohio Digital Library.

• Enrichment Services (Syndetics Unbound): Integrated into the online catalog to promote exploration and discovery.

• EBSCO Discovery Service: Provides a unified access point to the Ohio Web Library, the statewide collection of resources available through a partnership of Ohio libraries.

https://ohdbks.overdrive.com/ https://ohioweblibrary.org/

Support and Training Services

• Library Management System Support: Comprehensive support and training for the

ILS

• Email Services: Offers a dedicated email account to library staff members.

• SMS Account Notices: SMS account notices (hold, overdue, courtesy, and auto-renewal) through the OPLIN SMS service.

• IT Managed Services (Pilot Project): Specialized management and maintenance of IT equipment.

5.2 Database Characteristics

Bibliographic records 1,453,528 Authority records 895,569 Item records 7,976,760 Patron records 728,359 Order records 4783 Invoice records 19912 Vendor records 43 Annual checkouts (2025) 6,648,578 Annual renewals (2025) 5,619,233 Annual in house use (2025) 130,677 Annual holds placed (2025) 2,254,703 Digital circulation (2025) 3,124,433

System sizing should account for an estimated 5% annual growth across all metrics over the next five years.

SEO member libraries have a CatExpress subscription and obtain MARC records using OCLC WorldShare Record Manager. Each business day, SEO staff downloads the MARC record export, runs the records through a MarcEdit script to add GMDs and to remove unnecessary tags, and loads the records into the ILS. Original cataloging is performed by the Technical Services Committee which is comprised of catalogers from member libraries. SEO, with support from SirsiDynix Authority Control Services, maintains Library of Congress authority records.

5.3 Consortium Characteristics

Number of library systems 104 Number of physical locations 232 Number of bookmobile/vans 16 Number of kiosks/lockers 27 Number of drive-up windows 4 Number of outreach pickup locations 11 https://www.oplin.ohio.gov/sms

Number of staff user accounts 1,366 Peak simultaneous staff logins 900 Consortium service population 1,851,000

5.4 Telecommunications Characteristics

SEO libraries have business-class broadband provided to the majority by the Ohio Public Library Information Network (OPLIN). There are some branch locations that subscribe to local business class broadband.

• The SEO Service Center has an ethernet fiber connection configured for 100 mbps download and 100 mbps upload speed.

• SEO maintains rack space in the OPLIN core network at the SOCC and utilizes this space to host the consortium Forcepoint VPN appliance. Connectivity for this appliance is 1000 mbps.

• All main library locations have 50mbps to 1000mbps business class broadband.

Branch locations vary, but no location should have less than 10 Mbps.

The SEO Service Center uses a Forcepoint 1401 Next Generation Firewall/VPN appliance at its colocation. All library sites are allowlisted and provided with a single advertised address to connect to the current Symphony system. When connecting to the advertised address, connections are redirected via a VPN to SEO’s vendor-hosted solution. SEO maintains vendor support coverage on all consortium equipment.

OPLIN manages DNS for SEO and its member libraries.

5.5 Current ILS

SEO uses the Symphony ILS and Enterprise discovery platform from SirsiDynix. The SEO Libraries App is provided by SOLUS.

5.6 Current Server Hardware Characteristics

The ILS is hosted in the SirsiDynix Data Center.

5.7 Local Support Characteristics

The SEO team offers support during standard business hours: Monday-Friday, 8:00 AM - 5:00 PM ET. Off-hours support is provided by two on-call managers.

5.8 Third-Party Product Integrations

SEO currently provides support to its member libraries through the provision of SIP2 and web services integrations for third-party vendor products and ancillary services that need to interface with the ILS. SEO expects the prospective Vendor to provide the foundation to https://www.oplin.ohio.gov/about https://www.oplin.ohio.gov/about https://www.oplin.ohio.gov/co-location-service support the continuation of these services via SIP2, API, SQL, and automated MARC exports. SEO also expects configuration assistance that will enable a seamless transition for all of these services to ensure there is minimal to no downtime during the migration.

SEO members use the following third-party products that integrate or interface with the ILS:

Product/Vendor Protocol 3M Self-Check Machine SIP ABCMouse SIP Assabet SIP Bayscan Cen-Tec Self-Check Machine SIP Bibliolabs SIP Bibliotecha Self-Check SIP Capira Web services Brainfuse SIP Cassie SIP Communico SIP/Web services Comics Plus SIP Creative Bug SIP Cybrarian SIP D-Tech Hold Lockers SIP Envisionware 24-Hour Library SIP Envisionware PC Reservation SIP Fiero Code SIP Freegal SIP Hoopla Integrated into online catalog/SIP Hublet SIP Kanopy SIP Knowledge City SIP Lending Key/Museum Key SIP LibCal SIP Libki SIP My Promo Receipt Web services Onestop Self-Check SIP OverDrive Integrated into online catalog/SIP Patron Point Marketing Web services PressReader SIP SOLUS Library App Web services SOLUS Self-Checkout SIP Today’s Business Solutions/MyPC SIP Transparent Languages SIP Tutor.com SIP

Most SIP connections are handled through the OPLIN Mask service.

6 Vendor Requirements and Qualifications

6.1 Desired Vendor Overview

SEO seeks an experienced, reliable, and financially stable vendor with a demonstrated commitment to the library marketplace and a proven record of excellence in product delivery and support.

The successful Vendor must demonstrate the following:

• Extensive experience with large library systems, library consortia, and libraries of all types.

• A proven track record of successfully migrating large library automation sites.

• Exceptional installation, training, comprehensive documentation, and responsive customer support services.

• Direct experience migrating the following data elements from the SirsiDynix

Symphony system:

o Bibliographic, Serial, and Authority Data o Item and Patron Data o Circulation Data o Bills and Holds o Acquisitions Data

The Vendor must demonstrate a strategic and timely approach to product development and enhancement:

• Consistent, timely development and release of system enhancements.

• Established mechanisms for obtaining and actively responding to customer input on system changes and new features.

• Adherence to the same high quality control standards for all new developments and features as those applied to the base system.

The Vendor's financial health and commitment to the library community are vital to a successful, long-term relationship.

• The Vendor must be financially stable and demonstrate a long-term commitment to the library marketplace.

https://www.oplin.ohio.gov/services/authentication

• If the Vendor is part of a larger, non-library focused corporation, the viability and commitment of the library division as a standalone entity must be clearly demonstrated.

• While maintaining a professional vendor-customer relationship, SEO values partnership and collaboration.

• A demonstrated willingness to work effectively with other SEO partners, including:

o 3M Systems o Envisionware o OverDrive o Gale o EBSCO o Unique Management Services, Inc o Bayscan o LibraryIQ o Ingram o Midwest Tape o OCLC o SOLUS o Database providers

6.2 Company Organization and Staffing

Provide the following information in your response:

• A brief history of your company

• Identification of the majority owners and/or ultimate parent entity of your company

• Identification of any individuals or entities that directly or indirectly own or control

10% or more of your company

• Identification of minority owners

• The length of time your majority owners or parent entity have held ownership of your company

• A description of your majority owners’ or parent entity’s experience in the library technology industry

• A statement describing their commitment to the library technology industry

• A list of your company’s senior executives or leadership team, including their backgrounds, tenure with the company, and any anticipated or proposed leadership changes

• The current total number of employees

• The current number of support staff

• The current number of contractors

• Whether you intend to subcontract any services if selected, and if so, which services

• The number and locations of your company’s offices

• A list of current security certifications (e.g. SOC 2 Type II, ISO 27001, FedRAMP)

• Information about any lawsuits or legal proceedings (concluded, settled, or ongoing) involving your company

• Disclosure of any material non-compliance your company has experienced in contracts like this RFP

• A schedule of software releases implemented over the past two years

• Any other company or business matters that could materially impact your ability to fulfill contractual obligations to SEO, if selected

6.3 Schedule of Planned Releases

For each product that is included in this RFP, please provide the schedule of planned releases including release features and scheduled release dates for the next three years.

6.4 Relevant Customer Experience and References

To assist SEO in evaluating the success of similar ILS migrations and understanding their potential impact on member libraries and operations, the Vendor must provide three customer references that meet the following criteria:

• References should be as large as or larger than SEO in terms of database size and user characteristics, as outlined in Sections 5.2 and 5.3.

• Preference will be given to consortia, especially those that do not impose standard policies on their members.

• At least one reference should be from a customer that has migrated from SirsiDynix Symphony, within the past 3 years.

For each reference, include the following information:

• Name

• Title

• Library/Consortium Name

• Phone Number

• Email Address

• Website Address

• Date of Install

• Relevant database and user characteristics

These references will be used to assess the Vendor’s experience and the potential impact of the proposed solution on SEO and its member libraries.

6.5 Vendor Responsibilities

The Vendor must assume full responsibility for the entire ILS software lifecycle, ensuring complete control over development, quality assurance, release management, and ongoing support.

The Vendor and its dedicated employees shall have complete authority and responsibility across the following areas:

• Retaining ownership, management, and control over the ILS source code and determining all official product specifications.

• Retaining final authority to manage and execute the entire software development lifecycle.

• Performing robust, comprehensive testing, including regression, performance, platform, and load testing before every release.

• Ensuring that all released software meets or exceeds the functional and performance requirements contained within the product specifications.

• Planning, coordinating, and executing all software releases, including mandatory alpha and beta testing.

• Ensuring that development teams are responsible for fixing bugs discovered after the software release.

• Creating and maintaining comprehensive documentation (end-user, API, and database), which must be available prior to the beta release.

• Providing all necessary installation services and maintaining all technical documentation related to the development of the software.

• Providing exceptional customer support services and delivering comprehensive and comprehensible end-user training.

6.6 Sole Source

The Vendor must be the sole provider of its ILS software in North America.

7 Contract and License Terms The Vendor must include a copy of its proposed agreement(s) for system purchase, software licensing, and ongoing support. By submitting a proposal, the Vendor certifies that, if selected, it will execute the agreement without additional costs or terms. SEO reserves the right to negotiate the terms of any proposed agreement. SEO will submit the contract to legal counsel for review prior to negotiations.

8 Support Requirements

8.1 Core Service and Support

• A fully hosted Software-as-a-Service (SaaS) solution, including all necessary hosting and infrastructure maintenance.

• 24/7/365 comprehensive support for the Software, Operating System (OS), and

Database Management System (DBMS).

• System security expertise and continuous support to maintain patron confidentiality and system integrity.

• Ability and willingness to collaborate with SEO vendors and partners to resolve issues and optimize network configurations.

8.2 Operations and System Maintenance

• Upgrade support, including scheduling and execution of upgrades during off-peak times.

• Migration services for new member libraries, scheduled during off-peak hours to minimize disruption.

• Access to system monitoring tools (e.g., for memory, CPU usage, and disk utilization).

• System job control tools (to set job priority, terminate jobs, monitor jobs in progress, etc.).

8.3 Database Tools and Capabilities

• Tools for monitoring and managing database space.

• Database repair tools.

8.4 Documentation

• Database schema documentation.

• System administration documentation.

• Documentation for reports.

• System job documentation.

If the Vendor cannot support any of the requirements listed above, please explain.

9 Detailing Costs

9.1 Software Costs

Vendors must provide a detailed, line-by-line, module-by-module breakdown of all costs for the core software components requested in Section 9.2.

SEO wishes to have the Vendor provide costs for the following:

1. Vendor Hosted System – Production System.

2. Vendor Hosted – Testing/Training System including online catalog dedicated to SEO with licensing to support the entire bibliographic and patron databases.

Vendors must clearly indicate any discounts applied to their cost proposal. If there are consequences of accepting some, but not all, elements of the Vendor’s proposal, those consequences should be detailed. If the Vendor is proposing to resell third-party software, the Vendor will specify the consequences of SEO purchasing that software directly from the manufacturer.

9.2 Core Software

SEO considers the following modules to be core components of a modern ILS. Vendors should respond ‘No’ if a module is not currently available in their system. The pricing of the core system should include all of the available modules listed below.

Core product specification Yes No Comments Web-based Client E-Commerce & Cash Drawer Offline Circulation Authority Control Bibliographic Import & Export – MARC

Bibliographic Import & Export – Unicode Bibliographic Import & Export – MARC

XML

Bibliographic Import & Export – BIBFrame

Acquisitions with EDI/EDIFACT support Authority Import/Export – MARC 21 Authority Import/Export – Unicode

Serials Control System Administration Online Catalog Mobile Responsive Online Catalog Children’s Online Catalog Multilanguage Online Catalog E-Commerce for Online Catalog OverDrive Integration for Online Catalog

Hoopla Integration for Online Catalog Z39.50 Interface RFID Support Web based reporting (unlimited users) Outreach Services System APIs and Documentation

9.3 Supplemental Products and Services

In the table below, indicate how the system provides each listed product or service by selecting one of the following classifications:

• Core: Included as standard functionality within the base ILS license.

• Add-on: Requires an extra fee (one-time or perpetual license).

• Subscription: Requires an ongoing fee (annual or recurring).

• Not supported: The system/Vendor does not offer this service

If classified as ‘Add-on’ or ‘Subscription,’ the associated cost must be listed as a separate line item under the "Other Costs" section of your RFP pricing response.

Product/Service Core, Add-on, Subscription, Not Supported

Vendor Notes

Digital Collection Management

EBSCO Discovery Service Integration

Debt Collection via Unique Management

Telephony Notification Marketing E-mails SMS Notifications SMS Marketing

Real-time Authority Updates

Regular Authority Updates Regular Lexile and Accelerated Reader Updates

Library Event Calendar Library Event Registration Library Meeting Room Booking

Online Catalog Hoopla

Online Catalog Comics Plus Integration

Online Catalog OverDrive

Online Catalog OverDrive Advantage Integration

Unlimited SIP License Unlimited API/Webservices License

Vendors are encouraged to detail any other products or services not listed above that would benefit the SEO Consortium. Please include the cost for these additional offerings as separate line items under the "Other Costs" section of your pricing response.

9.4 Implementation Services Costs

Vendors must detail all costs associated with migration and implementation services;

these costs should include the cost for system profiling, software staging, training, data extractions, and data loads. The Vendor should load the software on SEO’s training and production environments.

9.5 Other Costs

The Vendor will detail any other costs for which SEO would be liable. Any omitted costs will be the responsibility of the Vendor.

9.6 Maintenance Costs

Vendors must provide a detailed, line-by-line breakdown of ongoing maintenance costs for all elements of the system. The Vendor will provide those costs for SEO for the next five years.

9.7 SEO Tax-Exempt Status

SEO is tax-exempt. Do not include taxes in the proposal.

10 Implementation Process

10.1 Configuration Testing

The Vendor must propose a stand-alone performance test that may be conducted at any time during the contract period. This test will determine if the proposed hardware and software are adequate to meet the specified system loads. The test must isolate the system from the wider network to eliminate latency as a variable.

The Vendor must propose the specific response times they are willing to warrant to achieve during this isolation test. Furthermore, the Vendor will warrant that any additional equipment or software necessary to bring the system's performance into compliance with these specified and warranted times will be supplied by the Vendor at no cost to SEO.

All terms of the performance test, including the proposed response times and detailed procedures, will be subject to final contract negotiation.

10.2 Training

The Vendor will work closely with the SEO team to develop a comprehensive training plan to ensure that all SEO staff and member library staff are proficient in using the system when it goes live. Training must use data migrated from the current ILS to ensure realism.

Training for core staff should be completed at least two weeks prior to the projected go-live date.

• Provide a sample copy of training documentation.

• Describe the training team, including its size and the experience levels of its members.

• Detail the proposed post-go-live support plan during the first four weeks following launch.

The Vendor is expected to provide training and documentation for SEO staff and member library staff in the following functional areas:

• Online Catalog

• Circulation / Offline Circulation

• Mobile Circulation (if included)

• Cataloging

• Serials

• Authority Control

• Acquisitions

• Reporting

Additionally, the Vendor is expected to provide focused training and documentation for the SEO team responsible for managing the ILS in the following administrative areas:

• System Administration

• Database Management

• Advanced Reporting and Analytics

• SIP2/API Integration Management

• Ongoing Training for new features and major version upgrades.

10.3 Warranty

The Vendor must warrant that, at a minimum, the system will be in good working order on the cut-over date; that the system shall be free of defects, shall be installed and conform to manufacturer's official published specifications, and shall be installed and operated in full compliance with this RFP. This warranty information must be provided to SEO in writing with the Vendor's response.

The Vendor must warrant that, at a minimum, the system is free of all defects in equipment, material, and workmanship for a minimum of one (1) year from the system acceptance date (the warranty period.) A one-year money-back satisfaction guarantee is also preferred. All warranty information must be provided in the Vendor's response.

Service and support requirements during the warranty period shall meet all general specifications and be included as part of the warranty.

Describe any warranty given for application software and procedures for filing warranty claims and the consideration and resolution of them.

The Vendor must state how warranty information is compiled regarding the software installed. If the software is changed or added, how is the warranty on these items identified and supported?

10.4 Implementation Schedule

The Vendor should provide a detailed implementation schedule as part of its response to this RFP.

10.5 Data Migration

The successful Vendor will be responsible for converting all existing database information from the current Symphony database (an Oracle database) to the Vendor's proposed record structure.

• Conversion Planning: The final data mapping, options, parameters, and conversion tables will be developed jointly by the Vendor and SEO.

• Execution: SEO requires that all data extraction and load processes be handled exclusively by the Vendor and/or its approved sub-contractors.

• Accountability: The Vendor shall be solely responsible for the quality, accuracy, and successful outcome of the entire data extraction and load process.

• Quality Standard: SEO expects all aspects of the data conversion to be executed in a professional and workmanlike manner and to be entirely free of defects.

SEO requires a minimum of two (2) complete data load and extraction processes to ensure quality assurance and readiness:

• Training and Quality Assurance Load: A full data load intended to populate the training environment. This load will also serve as the basis for an extensive quality control and acceptance check by SEO staff.

• Production Load: A final, complete data load and extraction process, performed immediately prior to the system's Go-Live date.

The Vendor must plan to migrate the following consortium member data elements from the Symphony ILS to the new system:

• Cataloging records o Bibliographic records.

o Authority records.

o Serial control records.

• Circulation and item data o Item records, including but not limited, to circulation status, loan types, hold types, online catalog display status, price, statistical categories, collection codes, shelf locations, and custom data fields.

o Item call number information.

o Item notes.

o All current circulation transactions (e.g. items on loan, on hold, in transit, lost, claims returned, missing, etc.)

o Circulation information on outstanding due dates, fines, bills, and held items.

• Statistical data o Item historical circulation statistics for YTD and lifetime in-house and out-of-house use.

• Patron data o Patron records, including but not limited to status, statistical categories, patron types, address information, and birthdate.

o Patron blocks.

o Patron notes.

o Patron checkout history.

• Acquisitions data o Order, vendor, and fund records.

The existing database is encoded in UTF-8 and must be re-encoded to Unicode as a critical part of the migration process.

11 Product Specifications

11.1 Instructions

The “Product Specifications” section of the Vendor’s proposal must include a detailed response to Sections 11.2 through 11.18 of this RFP.

Please follow these instructions when preparing your response:

• Use the same numbering and section headings as presented in the RFP (e.g., 11.2 Product Information, 11.3 General, etc.).

• Respond to each item individually. If a feature is not currently available but is planned or in development, clearly indicate this and provide the estimated release date.

• If a feature is not supported, state “Not supported” and, if applicable, suggest any available workarounds or alternatives.

• Where appropriate, include screenshots, diagrams, or links to demonstration environments to support your responses.

• If multiple products or modules are proposed to meet the requirements, clearly indicate which product addresses each feature or function.

• Ensure all responses are complete, accurate, and reflect the current version of the proposed system.

11.2 Product Information

Provide a comprehensive list of all products and/or modules proposed in response to this

RFP.

• Demo Availability: Indicate whether a demonstration instance of the proposed system can be made available for assessment purposes. If yes, please provide all necessary access information (e.g., URLs, login credentials).

• Functionality Across Products: If multiple products are proposed to fulfill the same function (e.g., a desktop client versus a web-based client), clearly indicate which requested features are available for each product/platform.

11.3 General

11.3.1 Describe the minimum and recommended computer workstation requirements for staff and public clients.

11.3.2 Will all modern web browsers work equally well to access the system? If not, please explain.

11.3.3 Is there a software client that needs to be loaded on library computers to run the ILS? Or are staff clients web-based? Are there different clients for different modules?

11.3.4 Are there any mobile staff interfaces? If so, what functionality do they provide?

11.3.5 List any peripheral equipment requirements (e.g., barcode scanners, receipt printers, spine label printers) and identify any types that are incompatible with the proposed system.

11.3.6 Describe the architecture and configurability of staff login permissions.

11.3.7 How is the system optimized for a multi-institution consortium environment, specifically regarding configuration, reporting, and staff workflow?

11.3.8 Describe the system’s audit trail capabilities. Specifically, detail how changes to patron accounts, bibliographic records, and item records are tracked, including access to Personally Identifiable Information (PII)

11.3.9 Does the system support the generation of unique item and patron IDs, where the ID is automatically prefixed according to the specific library system at the point of creation? If so, can these IDs be printed as a scannable barcode?

11.3.10 Describe how Artificial Intelligence (AI) and Machine Learning (ML) are currently used or planned for the proposed system.

11.3.11 Describe the process for migrating a non-member library from a different ILS into the proposed system, including users, items, and circulation data. Include any associated fees and expected downtime.

11.4 Patron Privacy

11.4.1 How long are circulation transaction details maintained in the system? Is this customizable? Is the process to remove past transaction details automated or manual?

11.4.2 Can historical circulation transaction data be anonymized to maintain patron privacy without losing statistical information?

11.4.3 Can access to transaction history be restricted to specific user logins?

11.4.4 Describe the process for setting patron PINs or passwords for new accounts as well as changing them for existing accounts. Indicate whether PINs are viewable or masked in these scenarios.

11.4.5 Is patron data used to train any AI models? If so, is this data anonymized, and can the consortium opt out?

11.5 Product Development Process

11.5.1 Describe how consortium functionality is incorporated into your product development cycle, with recent examples.

11.5.2 How are customers involved with ongoing product development?

11.5.3 Is there a process for purchasing system enhancements outside the regular upgrade schedule? If so, what percentage of requests end up being developed?

11.5.4 Is there a process to purchase system enhancements outside of the normal upgrade schedule? If so, please describe.

11.5.5 Do existing customers have access to newly developed products/features without cost increases? Please describe.

11.6 Accessibility

11.6.1 Does the public catalog and staff client offer users the ability to adjust font size, type, and color to accommodate visual and learning disabilities?

11.6.2 Are the online catalog and staff client WCAG 2.2 AA compliant? Please provide a recent Accessibility Conformance Report (ACR) or Voluntary Product Accessibility Template (VPAT) for the current version.

11.6.3 If the system is not currently fully WCAG 2.2 AA compliant, please provide a remediation roadmap with estimated timelines for achieving compliance.

11.6.4 Are the public catalog and staff clients fully compatible with screen readers and other common assistive technologies? Do you provide a list of supported technologies?

11.6.5 Are the public catalog and staff clients fully operable using only a keyboard?

11.6.6 Do you provide a Voluntary Product Accessibility Template (VPAT) or other accessibility documentation that details the system's compliance with accessibility standards?

11.6.7 Do mobile versions of the public catalog and staff client support native accessibility features, such as VoiceOver for iOS and TalkBack for Android?

11.7 Cataloging

11.7.1 Is there a functionality that allows staff to create record categories or templates that can be selected when creating a new item or bibliographic record, which have the system fill in select fields with predetermined data, and prompt staff to fill in select other fields? If yes, describe.

11.7.2 Describe how the system validates MARC records and provides warnings or indicates errors, for example, invalid field tags and subfields, invalid ISBNs etc.

11.7.3 Does the record editor include MARC field descriptions and detailed tag information?

11.7.4 Describe the process for duplicate detection during and after cataloging. How can the duplicates be merged?

11.7.5 Can the system support Unicode characters, diacritics, and other character sets.

11.7.6 Does the system support structured call number fields (e.g., prefix, main, suffix)?

11.7.7 Can the system print call number spine labels directly? If yes, please describe the process and specify which data fields can be included on the label.

11.7.8 Describe the suppression options for preventing bibliographic and item records from displaying in the online catalog.

11.7.9 Can existing records be copied or cloned to create a new record?

11.7.10 Does the system allow multiple items with sequential barcodes to be entered at the same time?

11.7.11 Is there a limit to the number of items that can be attached to one bibliographic record?

11.7.12 Does a large number of items affect system performance, and if so at what number is this noticeable?

11.7.13 Does the system allow transfer of single or multiple items from one bibliographic record to another?

11.7.14 Are there any item statuses that prevent items from being transferred?

11.7.15 Does the system support indexing of all possible MARC tags?

11.7.16 Does the system provide real-time indexing as records are added or updated or is there a significant delay or require overnight processing?

11.7.17 Describe how different users are permitted or prevented from creating, editing or deleting different types of records.

11.7.18 Describe how different libraries are prevented from editing or deleting each other’s items, holdings, and order records.

11.7.19 Can users be limited to editing specific tags? Specific subfields?

11.7.20 Can a user choose to only see locations, item types, and patron types that their library uses?

11.7.21 Can a user choose whether they see the description/names instead of codes where both exist for fields such as location, item type, etc.?

11.7.22 Can local MARC fields be protected from overwrite during record merges or overlays? If yes, does the local field get duplicated when the record is overlayed with a record with the same exact local field value?

11.7.23 Can the system generate a barcode number with a unique prefix for each library system when adding an item? Can this barcode then be printed?

11.7.24 Can a record be marked as “Final” and not be overwritten by a MARC bib record load if there is a match?

11.7.25 SEO uses a GMD to allow users to determine different material types (See Appendix B – GMD list). Can the proposed system indicate a material type at the bibliographic level through a controlled vocabulary without the need for a GMD?

11.8 Authority Control

11.8.1 Describe the authority control processes available in the system.

11.8.2 How are the authority records loaded in the system?

11.8.3 Are authority records added automatically when new headings appear in the catalog?

11.8.4 Which authority records are supported by the system (Library of Congress, MeSH, FAST, etc.)?

11.8.5 Does the system provide automated updates to headings in bibliographic records when authority records are added or updated? If yes, describe.

11.8.6 Describe how authority data is used when searching in the staff client and patron catalog.

11.9 Circulation

11.9.1 Explain how staff members at the workstation or login level can be restricted to viewing/modifying patron records.

11.9.2 Can patron records be merged? If yes, describe how current checkouts, holds, fines/fees, and reading history are consolidated. Does the system flag conflicting data (e.g., different addresses) during the merge?

11.9.3 Can patron records have multiple barcodes/identifiers associated with their accounts?

11.9.4 Can the patron activity date be updated based on online activity (logging into SIP, authenticating through API, placing holds through the online catalog, etc.)?

11.9.5 Are loan rules determined by the checkout library or item library? Loan rules include loan duration, renewal limits, auto renewal settings, daily fines, maximum fines, and notices.

11.9.6 Can certain item types be limited from checking out to patrons based on the patron age and not necessarily the patron type?

11.9.7 Can patrons be limited to checking out a certain number of items by item type?

Can holds be limited by item type?

11.9.8 Can items have item types that limit checkouts based on a specific time range?

For example, a patron can only check out a museum pass item type every six months.

11.9.9 Does the system support the retention of item data in a patron's financial history (charges/payments) even if the associated item is deleted?

11.9.10 Can billed items be deleted from a patron's card while still retaining the bill with relevant information?

11.9.11 Describe any visual or audio cues that alert staff that a patron is not in good standing.

11.9.12 Can the system generate patron barcodes using a unique prefix for each library system or library at the point of patron registration/barcode replacement? Can this barcode then be printed?

11.9.13 Can staff circulate uncatalogued or “on the fly” items? What happens when these items are returned?

11.9.14 Does the system support a patron load utility that allows patron records to be imported and updated in mass?

11.9.15 Can pick lists/pull lists be filtered by collection, shelf location, or call number range?

11.9.16 Does the system support offline circulation? If web based, does any additional software need to be installed? Describe the functions available while offline.

11.9.17 In staff search results, describe how item holdings can be sorted and/or grouped.

11.9.18 Can card groups be created, for example, a family group? Explain the functionality these groups offer.

11.9.19 Describe homebound/outreach functionality of the system.

11.10 Circulation Slips

11.10.1 Can the font size of different fields on circulation slips (check out, check in, transit, hold, payment) be customized?

11.10.2 Describe the process of customizing circulation slips.

11.10.3 What fields can be added to check out, check in, transit, hold, and payment slips?

11.10.4 Can circulation slips be printed without staff interaction (e.g. clicking OK or Print)?

11.10.5 Can specific circulation slips be disabled?

11.10.6 If a patron has requested that circulation slips be delivered via e-mail or text, can a slip not be printed? If so, describe the workflow.

11.10.7 Can the system print hold shelf wrappers? If so, what fields can be added and how can patron information be masked/truncated?

11.10.8 At what levels can receipt printing be configured (system, library system, library, workstation)?

11.10.9 Not all libraries in SEO are on the courier system. Materials for these libraries are delivered to a different location, like the main library. For transit slips, does the proposed system have a mechanism to print both the delivery location and the destination of an item?

11.10.10 Can graphics be printed on receipts (e.g. logos, barcodes)?

11.10.11 Can e-mail receipts be customized?

11.10.12 Can checkout slips display the amount a patron saved by using the library? If so, explain how the value is calculated and whether it accumulates across sessions.

11.11 Holds

11.11.1 Describe hold fulfillment options in the proposed system. For example, can users receive priority if an item belongs to their library and/or system? Can certain patron types receive priority?

11.11.2 If a library has an available copy of an item, is it selected first to fill their patron’s hold? Describe what happens if another copy is checked in at another location.

11.11.3 If a library does not have an available copy of an item, how can the system be configured to select an item to fill the hold with other available copies?

11.11.4 Can specific item types be configured to only have hold pickup at certain locations?

11.11.5 Describe any functionality the system has for group holds for multiple patrons.

This would include book club holds, holds for all patrons who requested holds on all new works of a particular author, etc. Does the system have any built-in functionality for keeping track of these types of groups of patrons?

11.11.6 Explain how the system can place multiple holds for a single title on behalf of a patron (e.g., for classroom use)?

11.11.7 Describe if and how hold pickup dates can be updated both individually and in a batch process.

11.11.8 Can holds be transferred from one bibliographic record to another?

11.11.9 Can copy-level holds be converted to bibliographic-level holds?

11.11.10 Can staff view the hold history of a user? If so, how long is the history retained?

11.11.11 How can hold pickup by date be configured (by library, by item type, close date consideration, etc.)?

11.12 Acquisitions

11.12.1 Does the system support EDI invoicing and/or EDIFACT? Please list supported vendors and formats.

11.12.2 Describe other integrations for material ordering and invoicing available in the system.

11.12.3 Describe the process of receiving items.

11.12.4 Describe how the system prevents duplicate EDI orders from being sent to a vendor.

11.12.5 Does the system allow holds on acquisition titles?

11.12.6 If the last acquisition copy of an item is cancelled, will the system automatically delete outstanding holds?

11.12.7 Describe the process of manually creating an order and an invoice.

11.12.8 Does the system allow creating orders without creating bibliographic/item records?

11.12.9 What reporting options are available for displaying expenditures, encumbrances, and balances by fund for the current and past fiscal years?

11.12.10 Does the system integrate with other accounting systems? If yes, describe and provide examples of such systems.

11.13 Serials

11.13.1 Describe how serial prediction patterns are created and managed.

11.13.2 If a publication pattern changes, explain how the pattern can be updated for all locations subscribing to the serial.

11.13.3 If a location typically receives one copy of a serial and a second copy comes in, explain how the library…