Integrated Library System PR No.: 19-1019-25 Specifications / Salient Characteristics

TECHNICAL SPECIFICATIONS/ SALIENT CHARACTERISTICS

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 shall have the functionality to create, edit, and import bibliographic records from OCLC or other record supplier.

ii. The system shall support multiple metadata types, including MARC21 (with RDA extensions), KORMARC, CNMARC, UNIMARC, DC and MODs, and BIBFRAME as a linked open data format.

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

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

v. Authority records

i. The system shall provide access to global, shared authority files without the need for individual libraries to synchronize with the authorizing agency. The files should include at a minimum Library of Congress Subject Headings and Names, and MeSH.

ii. The system shall allow libraries to create, edit and load local authority files and records for subjects (including genre terms) and names.

iii. The system shall support multiple metadata authority formats -at a minimum, MARC21 and UNIMARC.

iv. The system shall support the option to browse through and search authority headings.

v. The system shall support fully automatic bibliographic records authority control.

vi. The system shall support the option to manually choose an authority record to control a specific bibliographic field.

b. Circulation

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

ii. The system shall allow individuals to securely access their own accounts, including viewing items checked out and due dates.

iii. The system shall allow patrons to place item holds.

iv. The system shall allow Administrators to define circulation rules for different user and item types.

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

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

2. Authentication

a. The system shall support CAC Authentication for user management.

3. Implementation and Migration

a. The vendor shall be responsible for performing a complete and accurate migration of all necessary data from the legacy system to the new system, including approximately 170,000 bibliographic records, inventory, item usage, patron information, fulfillment, acquisitions, and authority data. The vendor shall develop and present a detailed conversion plan that includes timelines, data mapping strategies, testing phases, and procedures for final validation and acceptance by the Library staff prior to production use. Final acceptance of the data migration shall be contingent upon successful completion of testing and approval by the Library (CDRLs A001, A002, A003, A004, A005, and A006).

b. The vendor shall begin the implementation within 12 months of the award of contract.

c. The vendor may charge a one-time fee for the implementation service. This fee shall be clearly itemized and included in the pricing section of the proposal and shall encompass all labor, tools, testing, and remediation necessary to complete the data migration.

4. Discovery and Patron Experience

a. The system shall 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. The system’s Central Knowledge Base shall be fully integrated with the system’s acquisitions and electronic management workflows.

c. The system’s Customization options shall include the functionality 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 functionality to change colors in the user interface.

d. The system shall allow Administrators 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. The system shall allow for the configuration of services and requesting options available to patrons in a context-based manner, for example, the functionality to display specific services only to patrons in pre-defined user groups.

e. The system shall 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.

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

g. The system shall provide users with the functionality to link directly to full-text content.

h. The system shall 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.

i. The Library’s electronic journals shall be searchable in the discovery layer.

j. The system shall have the functionality to restrict access to specific resources to pre-defined groups of users.

k. The system shall facilitate communication between patrons and staff via messages or request forms.

5. Acquisitions Management

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

i. Fund management that supports:

i. Real-time access to fund balances (including encumbrances and expenditures).

ii. A hierarchical fund structure that provides the functionality to group and report on funds.

iii. Fiscal year close processing.

6. Analytics

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

b. The system shall have the functionality 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 system’s analytics’ solution shall 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 shall include fully integrated, comprehensive analytics reports for the discovery layer, including user actions, facet usage, and popular searches.

e. The system shall have the functionality to track in-house usage of items in physical collections.

7. Secure Cloud Hosting

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

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

8. Resource Sharing/Interlibrary Loan

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

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

c. The system shall 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 shall be hosted in a cloud or SaaS environment.

Training Requirements:

The vendor shall provide a comprehensive training plan for understanding and using all system functions. The system shall offer web-based training materials. The training materials shall 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 shall be accessible to all library staff members.

The vendor and system shall provide all system documentation in a format that allows easy access and searchability. The system shall provide online help resources. The system shall provide integrated context-sensitive help within the system, providing relevant assistance based on the user's current context.