SOW - ILS_Requirements_June_2026 RFI.pdf

U.S. COURTS INTEGRATED LIBRARY SYSTEM

REQUIREMENTS

Statement of Work

Table of Contents Background:

Definitions:

Scope:

Network Monitoring

Software Modules

Bibliographic:

Ingesting Procurement Data:

Documentation

Help Desk Support

Custom Programming

Optional Functionality during the contract Period that requires pricing:

Option 1: Option to include the Federal Judicial Center (FJC)

Option 2: Option to include the United States Sentencing Commission (USSC)

Attachment A: Instances and Modules per Instance

Attachment B: Custom Reports

Background:

The Federal Court Library System (the Libraries) has for the past thirty years used an Integrated Library System (ILS) to manage the purchase of legal research materials for all chambers and libraries, as well as to maintain the library catalogs of all of the Circuit and Branch libraries. The ILS is of critical importance to both the functioning of the Libraries and for the maintenance of the chambers legal research collections.

In order to ensure that the Libraries have a cost effective ILS system that will meet the Libraries needs, the Administrative Office of the United States Courts (the AO) requires a consortia model ILS, including maintenance and services, for the Administrative Office, twelve court libraries nationwide, and a test environment.

The Court Libraries also require a web-based discovery platform that integrates all of the resources of the component libraries (See attachment A), allowing them to be searched individually or in aggregate.

Definitions:

Consignee: Class of institution (e.g. Library, Circuit Judge, District Judge, Clerks, etc.)

Public: Public refers to court stakeholders who are not judges within the circuit.

General Public: Non-court users of the library

Scope:

The scope of this contract includes the acquisition of a FedRAMP certified or equivalent Integrated Library System. The solution will contain fourteen ILS instances (thirteen production instances; one test instance). The AOUSC will have the option to have multiple instances combined into a single instance and others remaining separate. The instances can either have separate bibliographic databases or utilize a shared bibliographic database.

Requirements

1) The Contractor shall provide 99.5% availability between the hours of 7:00 a.m. to 11:00 p.m. Eastern Time, Monday through Friday on business days. Scheduled maintenance is to be provided outside of these hours.

a. The instances are to be maintained so that each instance remains unique, discrete and separate from each other instance (although some instances may share a bibliographic database) and from any external instance or system.

2) The Contractor shall ensure that the ILS software operates fully and successfully in this environment.

3) The Contractor shall ensure that each ILS instance is able to interface, through secure file transfer, with the federal judiciary’s financial system (currently CGI Momentum Enterprise) housed at a separate hosting facility.

4) The Contractor shall provide one account with shell access for each of the fourteen instances. Each account’s access shall be limited to only that instance.

5) The contractor shall maintain an IP restricted single search interface for all court libraries’ resources with ability to search only a single Court’s resources separately as well, deduplicated as necessary.

a. Regular, monthly development meetings for refinement and ongoing training

b. The Contractor shall provide hardware, firmware, and operating system maintenance and upgrades as prudent and necessary for technology and security purposes.

c. Development of harvest methods for external digital products. Resources may or may not be Open Archives Initiative (OAI) enabled.

6) The Contractor shall ensure that all fourteen ILS instances listed in Attachment A are used solely by the staff of the federal judiciary. No instance shall be made available to the general public.

7) Contractor shall provide a solution that can integrate with the AO’s SAML based Single Sign-On capability

The Solution will provide functionality in the following core areas:

1) Acquisitions is the primary reason for the ILS. The courts require the ability to create a standard format purchase order document that can contain multiple lines (sourced from the catalog data) and up to 3,000 consignees (sourced from the circulation/user data). These orders are then transmitted to the vendor/publisher as the official procurement document. Data contained in these documents are then securely transmitted to our external financial system. (currently CGI Momentum Enterprise) Upon receipt of the materials, and payment in our financial system, the solution will retrieve payment data from the external financial system.

2) As a majority of our orders are subscriptions/renewals, the courts require a method to perpetually track changes to the order quantities, subscribers and contract changes. We currently use a “Master Order” per title.

Additionally, the acquisitions module should have the option of “auto-filling” frequently used text in acquisitions documents.

3) Authorities, the System should support separate authority files for personal names, corporate bodies, uniform titles, series, subject headings, genres, and geographic names. Batch and single record import and export should be supported, with focus on standard records based in Library of Congress systems.

4) Cataloging, including Online Computer Library Center (OCLC) Integration. It should be a Unicode, standards-based system should allow for batch-ingestion of bibliographic records, and the system should also allow for original cataloging. Shall accept brief and full Machine-Readable Cataloging (MARC) records without limit to the record or field length plus tags and necessary indexes. The ILS shall operate in interactive mode with the capability to create, update, maintain and access all data for library materials and borrowers in real-time.

5) Circulation Charge/discharge items. In addition to maintaining information about our users/consignees, the circulation module is used by some courts to track materials used (charged). The materials may or may not be individually barcoded, may be only used for a brief period or for an extended period, and may or may not leave the library. The courts require a means to track these materials as they are used. The system should have the ability to record demographic information about users/consignees (district, judge type, co-location with a library, judge status etc.).

6) Serials Administration. Should allow for sorting issues by date received, and editing of auto-fill data, automated prediction of forthcoming issues, and ideally automated printing of spine labels. Should allow ability to check in items as received; ability to locate missing issues for claiming; and display latest issue received and MARC holdings in bib record

7) Analytic Reporting. System allowing for complex analytic reports to be designed by users and run with either automated or manual execution. Provide for production of pre-formatted reports, with the option to view and print reports, and export data in CSV and pipe delimited format. Must have capability to generate a formatted inventory report with associated costs per title per consignee

8) System Administration should allow for APIs to interact in elevated ways with standard library resources, and with the Judiciary SharePoint website.

9) Online Public Access (restricted access) Catalog/Discovery Layer, that includes a well-developed Knowledge Base of secondary sources. (anonymous authentication). Each court requires online anonymous access to the publicly available titles (i.e., titles not held in judges’ chambers).

Requests i.e., holds, and purchase requests (Associated with Cataloging and Circulation). The system should allow staff to submit requests for transfers and cancellations of subscriptions, and display requests associated with a specific consignee

10) Material management/Inventory: The courts require the ability to track the movement of materials between locations and desire the ability to see the history of any title’s location movements via transfer between locations, and interlibrary loans. Many of our locations are not subject to circulation (e.g. titles purchased for a judge and held in the judge’s chambers) and must not appear in a public catalog.

11) Data extraction from all modules: The Administrative office and the circuits require statistical data to be extracted from the system based on various inputs (e.g. vendor, judge type, title, location). The system must be able to produce statistics, either through static reports, or dynamic queries of the data to satisfy those requirements. See Attachment B.

Network Monitoring The Contractor shall immediately notify the Contracting Officer’s Representative (COR), and other designated personnel at the Administrative Office of any network, system, or security breach which involves the federal judiciary’s ILS instances.

Software Modules Software modules installed on each instance shall be included under the ILS software maintenance. Modules may be implemented in one or more than one installed instance. Contractor shall ensure that all existing data must be maintained, accessible, and searchable by judiciary staff. Contractor shall ensure, at a minimum, the same level of module functionality currently enjoyed by the courts.

Special considerations for the Acquisitions Module:

1) Purchase order format is to be consistent with specific federal and administrative office guidelines, which are subject to modification, and amendment. Such changes must be made in a timely manner to the ILS instances.

2) Purchase orders must support multi-line, multi-consignee orders. This information must be accurately recorded and transmitted to the judiciary’s financial system.

3) Purchase orders must contain standard terms and conditions, which may change and should be editable by the individual courts.

4) System interface should allow users to work in multiple modules without requiring the users to have multiple screens open simultaneously.

5) Pre-order searching (the ability to search existing purchase orders linked to a specific bib record, user/consignee or vendor)

6) Cancellation of orders (including updating of associated accounting information)

7) Receiving (ability to record receipt including partial shipments)

8) Ability to locate unfilled orders for claiming

9) Fund accounting (ability to track expenditures and encumbrances against available funds in multiple accounts in accordance with accounting practices)

Bibliographic:

Must have MARC import and export utilities for Unicode MARC records. System should allow for batch-ingestion of bibliographic records. It should be able to ingest data from both Connexion Client and OCLC Records Manager. It should also allow for simultaneous deletion of both holdings and item records. The system should allow for keyword searching, ‘fuzzy searching’ and allow users in one court to view bibliographic records of another court. It should ideally allow for the automated printing of spine labels.

Ingesting Procurement Data:

Ideally, the ILS will be able to ingest historic acquisitions data from a .CSV file or a pipe-delimited .TXT file for use in analytic reports

Documentation Release notes and other documentation related to each software release shall be available via the ILS software vendor's website prior to the general release of the version.

Help Desk Support The Contractor shall provide help desk support, via an online ticketing system, and be available to answer technical questions submitted by a designated point-of-contact (POC) for each of the thirteen court sites and by the POC in the AO's national program office. Any requests for assistance by the AO POC or any of the ILS Administrator contacts for each circuit should not be posted on a listserv accessible by members of the public.

Technical support shall be available through the Contractor's help desk from 8:00 a.m. to 8:00 p.m. Eastern time, Monday through Friday, or as provided as part of a “white glove” services package.

Help desk assistance shall cover all modules of the ILS software, Custom Programming The Contractor shall provide custom programming support, as required by the Government. Examples of support may include, but are not limited to:

1) Modifications to existing custom programming work, such as custom reports developed by either the AO or the contractor, as needed, during an upgrade to a new software release.

2) Custom programming work, such as custom reports, shall be developed by the Contractor in accordance with specifications provided by the AO.

The Contracting Officer’s Representative (COR) at the Administrative Office shall provide the Contractor with a detailed specification of the work to be performed. The number of hours to be utilized will be mutually agreed upon prior to the Contractor acceptance and commencement of work.

Custom programming work performed by the Contractor shall be billed at the hourly rate established in a separate line item for that purpose.

Optional Functionality during the contract Period that requires pricing:

Contractor to provide pricing and technical details for each of these configurations:

Option 1: Option to include the Federal Judicial Center (FJC) Scope

Contractor shall provide support to include network access and monitoring, maintenance of all related hardware, the operating system, the ILS software and help desk support. See attachment A for the software modules to be included on this instance. The FJC has approximately 8000 bibliographic records and will have no more than 5 users.

1. Contractor shall provide the same degree of support, availability and security for this instance as defined in the general scope of work for the existing instances.

Network Access

The Contractor shall ensure that this instance is used solely by the staff of the Federal Judicial Center.

Option 2: Option to include the United States Sentencing Commission (USSC) Scope

Contractor shall provide support to include network access and monitoring, maintenance of all related hardware, the operating system, the ILS software and help desk support. See attachment A for the software modules to be included on this instance. The USSC has approximately 2200 bibliographic records and will have no more than 2 users.

1) Contractor shall provide the same degree of support, availability and security for this instance as defined in the general scope of work for the existing instances.

Network Access

The Contractor shall ensure that this instance is used solely by the staff of the Sentencing Commission.

Attachment A: Instances and Modules per Instance Integrated library System (ILS) Saas Services

Unicom Collection Management System Model II (up to 150,000 title licenses)

MODULES

First Circuit Library

(Boston)

Second Circuit Library (New York)

Third Circuit Library

(Philadelphia)

Fourth Circuit Library

(Richmond)

Fifth Circuit Library (New

Orleans)

Sixth Circuit Library

(Cincinnati)

Seventh Circuit Library

(Chicago)

Software Module Description

Quantities

Acquisitions Control 1 1 1 1 1 1 1

Bibliographic & Inventory Control (includes Z39.50 compliant catalog and authority control)

1 1 1 1 1 1 1

Enhanced Public Access 1 1 1 1 1 1 1

Serials Control 1 1 1 1 1 1 1

Circulation Control 1 1 1 1 1 1 1

OPAC 1 1 1 1 1 1 1

Staff Client Access Licenses 20 20 14 11 18 13 12

Request Module 1 1 1 1 1 1 1

Information Gateway 1 1 1 1 1 1 1 OCLC Import 1 1 1 1 1 1 1

Help Desk Support 1 1 1 1 1 1 1

Eighth Circuit Library

(St. Louis)

Ninth Circuit Library

(San Francisco)

Tenth Circuit Library

(Denver)

Eleventh Circuit Library

{Atlanta)

DC Circuit Library

(Washington

DC)

Administrative Office

(Washington

DC)

Potential Shared

Instance *Test

System TOTALS

Software Module Description

Acquisitions Control 1 1 1 1 1 1 14 1 14

Bibliographic & Inventory Control (includes 2:39.50 compliant catalog and authority control)

1 1 1 1 1 1 14 1 14

Enhanced Public Access 1 1 1 1 1 1 14 1 14

Serials Control 1 1 1 1 1 1 14 1 14

Circulation Control 1 1 1 1 1 1 14 1 14

OPAC 1 1 1 1 1 1 14 1 14

Staff Client Access Licenses 20 35 20 11 4 3 150 20 150*

Request Module 1 1 1 1 1 1 14 1 14

Information Gateway 1 1 1 1 1 1 14 1 14

OCLC Import 1 2 1 1 1 1 14 1 14

Help Desk Support 1 1 1 1 1 1 14 1 14

*There will be up to 200 concurrent users.

Attachment B: Custom Reports The Court Libraries use their ILS system not only to implement library procurements, but also to implement procurements of legal materials (both print and electronic) for judges’ chambers and other court offices. The ILS must therefore be able to maintain detailed spending information for locations where materials will not necessarily be entered into the public catalog. The ILS system must be able to run analytic reports that capture the following information:

Spending by consignee class (e.g. main libraries, branch libraries, circuit court judges, magistrate judges, clerks’ offices, etc.) including detailed information about each purchase (i.e. title, edition, author, publisher, date of purchase, fund information, list price and invoice price.)

Usage statistics from the Online Public Access Catalog (OPAC), as well as staff usage statistics

Spending by vendor and publisher

Maintain historic spending trends for an indefinite period.