SS ILS.docx

SOURCES SOUGHT: THIS IS NOT A NOTICE OF REQUEST FOR QUOTATION BUT INFORMATION, PLANNING AND POSTING PURPOSES ONLY! This notice does not constitute a commitment by the Government. All information submitted in response to this announcement is voluntary and the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

The Request for Quotation (RFQ) number is FA700022Q0020 and shall be used to reference any written responses to this sources sought.

The USAF Academy 10th Contracting Squadron anticipates a requirement that is being considered under a small business set-aside program. The North American Industry Classification Systems (NAICS) Code proposed 511210. Size standard: $41.5

Salient Characteristics: Integrated Library System

At a minimum, the Integrated Library System (ILS) must be able to do the following:

Fully operational by 27 Sept 2022

1. The migrated USAFA library data shall be maintained on hardware hosted by the ILS provider

2. The SaaS server and software system shall be FedRAMP authorized for the Moderate Impact security level.

a. If the system is not FedRAMP authorized, the ILS provider shall demonstrate that it is actively working toward authorization by the fact that is listed on the FedRAMP Marketplace website at https://www.fedramp.gov as either “Ready” or “In Process”.

b. If the system is not FedRAMP authorized or found listed on the website above, the ILS provider shall demonstrate that the ILS is hosted on a FedRAMP authorized cloud. The cloud’s name and the physical location of the servers shall be identified. The cloud’s name shall be listed under “Authorized” on the website above.

c. The ILS provider without full FedRAMP authorization shall submit to and pass an Interim Authorization to Operate (IATO) assessment conducted by USAFA/A6. Support to this effort shall be given and includes providing USAFA/A6 with a hardware list detailing the products being implemented, a software list detailing major applications and operation systems being used, a system, diagram, a standard operating procedure (i.e. a manual), information regarding security configurations applied to the system (as requested), and any security scans of the system conducted by the ILS provider or hosting site in order to build the appropriate certification and accreditation package. Once the ILS system is FedRAMP authorized, an IATO will no longer be necessary for a local instantiation of the product.

d. Before the exercise of a new contract or contract option period, the ILS provider shall provide evidence to the Contracting Officer that progress toward achieving FedRAMP authorization has been made since the time of award or the start of the option period.

3. System shall be compliant with industry standards: MARC 21, XML, Unicode, EDI, and Z39.50.

4. System shall support operations at both the McDermott Library and the Community Center Base Library.

5. System shall enforce authentication password requirements for users in accordance with USAF security policies: minimum 9 characters, 2 capitals, 2 lower case, 2 numbers, and 2 special characters.

6. System shall be managed and monitored proactively. ILS provider will notify USAFA library administrators of performance, free disk space, free memory, and network errors or degradation.

7. Application software upgrades shall be performed by ILS provider staff but scheduled by USAFA.

8. The ILS provider shall provide full technical support for the USAFA ILS to include self-managed trouble tickets and telephone and e-mail support so users during USAFA core operating hours of 0900 – 1500 Mountain Standard Time at a minimum.

APPLICATION FUNCTIONALITY Requirements from the SOW for the original specification document are still valid requirements.

1. ACADEMIC RESERVES

a. The application shall provide the ability to assign items to academic/course reserves.

b. The application shall allow the assignment of course reserves to one or more instructors and/or course numbers at the item/copy level.

c. The application shall provide the ability to search for items by instructor and course.

d. Application shall allow management of specialized reserve loan policies and other parameters, including the ability to assign different loan periods at the copy level to individual titles that have multiple copies.

2. ACQUISITIONS & FUNDS ACCOUNTING

a. Application shall be able to track and report on materials from ordering through claiming, receiving, invoicing, and payment.

b. The application shall provide funds accounting for library expenditures and shall be able to track totals, budgeted, encumbered, and spent, by vendor, budget fund, etc.

c. The application shall support Electronic Data Interchange (EDI) for purchase orders and other transactions using industry standard transaction format such as X12 or UN/EDIFACT.

d. Application shall allow the import of MARC records for new book orders and record order details that have been received from vendors into the bibliographic database.

3. ADMINISTRATIVE BIBLIOGRAPHIC & INVENTORY CONTROL

a. The application shall be capable of supporting multiple MARC and non-MARC formats in a single database.

b. The application shall support an industry standard Unicode character set such as UTF-8 to allow the use of diacritics and non-Romanized scripts.

c. The software system shall provide the ability configure a Z39.50 server to allow libraries on different automation systems to search and retrieve information form the USAFA libraries via a Z39.50 compliant client.

d. The application shall allow authorized users to make batch updates and global changes to all types of records in the database.

e. The application shall provide authorized users with the ability to query the database for viewing, editing, and deleting customized data sets.

4. CATALOGING & AUTHORITY CONTROL

a. The application shall allow authorized users to add, modify, and delete library records to include bibliographic, holdings, and authority records.

b. The application shall allow for the cataloging and classification of items using Library of Congress, Dewey Decimal, and Dublin Core systems at a minimum.

c. The application shall include a MARC editor, to include editing of field number, with full help and validation for creation and management of bibliographic and authority records.

d. The application shall include an item group editor for attaching and maintaining library holdings data on MARC records.

e. The application shall provide the ability to search the MARC records, including bibliographic, authority, and holdings records.

f. Application shall include a capability for producing book and spine labels.

g. The application shall be able to manage validation of name entities (e.g. person, geographic, corporate, etc.) and subject heading for bibliographic records.

h. Application shall be able to manage cross-references for improper forms of heading, related terms, etc.

i. The software system shall include a utility for capturing and loading MARC records from a Z39.50 server directly into the library’s database.

5. CIRCULATION CONTROL

a. The application shall allow the creation of policies for managing check-out, return, and overdue notices processes for multiple branches.

b. The software system shall have a built-in offline mode to handle periods of power and network outages.

c. The application shall allow authorized users to add, modify, and delete patron records.

6. DIGITAL MEDIA ARCHIVE

a. The software system shall provide a Digital Asset Management (DAM) capability that allows for the upload and storage of a variety of digital items including images, videos, documents, audio files, etc.

b. Application shall include a built-in OCR utility to allow the user to extract the text from image files, generate a text file that can be indexed, and automatically associate that extracted text file with the original image file.

c. Metadata for the digital assets shall be compliant with the Dublin Core metadata standards for digital resources and other special items.

d. Application shall include an implementation of the industry standard OAI-PMH protocol to allow for harvesting and sharing of the Dublin Core metadata.

e. The application shall support a hierarchical classification structure to allow end-user browsing of digital materials by context.

f. Application shall incorporate access control and authentication management, i.e., the ability to restrict or limit access to protected assets, item-by-item, or batch, and define different viewing privileges by individual user, group, or location.

7. ELECTRONIC RESOURCE MANAGEMENT

a. The software system shall provide an Electronic Resource Management (ERM) capability to allow for the efficient and effective management of the electronic resource workflow from renewal/purchase to activation, analysis, and evaluation of resources.

b. Application shall support management and display of license terms and conditions in machine-readable format to include linkage to digital resources; communicating key usage terms to users and staff; and comparing terms across different licenses.

c. The system shall provide the ability upload and edit publisher(s) license documents and view history of edits/versions.

8. PUBLIC ACCESS

8.1 Public Interface

a. The application shall support separate interfaces based on library, user type, or environment.

b. The application shall provide online account solutions, allowing patrons to manage their library account, place holds, or submit interlibrary loan, purchase, or other requests that can be turned on or off.

c. The application shall support recommended reading lists and pre-defined searches (such as New Books, Flying Aces, Medal of Honor, etc.)

d. The application shall be Section 508 compliant.

8.2 Public Interface Design

a. The application shall allow staff to highlight specific resources or arrange materials from across the library collection into digital collections based on theme, audience, or location.

b. The application shall provide a responsive web design (RWD) to accommodate various device platforms.

c. The application shall support various web browsers across multiple platforms (such as Windows, MAC OS, Android, etc.) for both staff and end-users.

d. The application shall provide ability for USAFA library staff to customize web interface at no additional cost.

e. The application shall provide web services Application Program Interface (API) at no additional cost.

8.3 Search

a. The application shall provide the ability to perform a web-scale search of multiple repositories, hundreds or even thousands, simultaneously. That is, it shall allow the user to search multiple data types – traditional collection materials, PDFs, websites, Word documents and more – including any Z39.50 target or compatible database, with results presented on a single page.

b. The application shall allow items to be displayed using thumbnail images.

c. The application shall provide guided discovery with faceted and federated search capability.

d. The application shall provide users with the ability to perform a full Boolean search of the library holdings based on library call number, subject, and other item attributes.

e. The application shall provide spelling suggestions in cases of misspelled or incomplete inquiries.

f. The application shall provide alternate graphical search interfaces for children and other patrons.

g. The search results shall include standard reference tools (such as subject and course guides) into discovery search end results.

9. REPORTS

a. The application shall provide the capability to track statistical and management information by various patron and item characteristics.

b. The application shall provide templates for standard reports.

c. The application shall allow authorized users to create a custom report, either based on an existing template or from scratch, which can be saved as a new template.

d. The application shall provide multiple options for report scheduling, distribution, and output format, including the option for exporting to a spreadsheet application.

10. SERIALS CONTROL

a. Application shall provide the user with the ability to create, edit, and remove serials control records.

b. The application shall provide the capability mage prediction, receipt, and routing of all serial subscriptions.

c. The application shall be capable of handling combined issues, special issues, missing issues, or other irregularities.

d. Application shall be able to track issues received and display that data in the public catalog.

11. STAFF INTERFACE

a. The system shall provide a web-based staff interface for performing acquisitions, cataloging, circulations, serials functions, and other staff operations on the hosted database.

b. ILS provider shall require any user accessing her/his system account to go through a strongly encrypted authentication method to ensure minimal security risk (such as Secure Hypertext Transfer Protocol connection or HTTP over Secure Socket Layer).

OPERATIONS SECURITY CONSIDERATIONS

System shall be actively monitored for security and regularly updated with the latest OS security and stability releases. System shall be protected via measures such as firewalls and other security devices. System authentication passwords for users shall conform to USAF requirements and provide support for secure/encrypted staff connections via VPN to the hosted server. Some data under this effort may be considered Personally Identifiable Information (PII), and as such is subject to Privacy Act protection measures as prescribed in Chapter 6 of AFI 33-332. Other personal information that may not be initially recognized as PII, when combined with other pieces of information, may become PII and therefore all personal data is sensitive and should be protected.

PII – Personally identifiable Information; see Personal Identifier and Personal Information

Personal Identifier – A name, number, or symbol that is unique to an individual which can be used to trace an individual’s identity, e.g., the person’s Social Security Number (SSN)

Personal Information – Information about an individual that identifies, links, relates, or is unique to, or describes him or her, e.g., SSN; age; military rank; civilian grade; marital status; race; salary; home/office phone numbers; other demographic, biometric, personnel, medical, and financial information, etc. Such information is also known and Personally Identifiable Information (PII) (i.e., information which can be used to distinguish or trace an individual’s identity, such as their name, SSN, date of birth, place of birth, mother’s maiden name, or biometric records, including any other PII whish is linked or linkable to a specified individual)

PII shall not be released either formally or informally to anyone without the written consent of the Government. Any data breaches shall be reported to USAFA staff within 24 hours of the incident.

DATA RIGHTS Requirements from the SOW for the original specification document are still valid requirements.

The Government has unlimited rights to all data stored in the USAFA ILS instance under this effort. The Government shall retain custody of all records associated with this system and shall have exclusive control in the distribution of these records. All Government Data shall be stored within the borders of the United States.

Include in your capabilities package/email your DUNS/Cage Code, and System for Award Management expiration date, and any related specifications/drawings.

We are interested in any size business that is capable of meeting this requirement.

Market research is being conducted to determine interest, capability, and socio-economic category of potential sources for the requirement.

All interested firms shall submit a capabilities package that overtly demonstrates company capabilities-indicating examples of commercial sales-and product specifications related to this effort.

Also indicate if you are the manufacturer, or provide the name and size of the manufacturer of the product(s) you will be supplying. Respondents are further requested to indicate their status as a Foreign-owned/foreign-controlled firm and any contemplated us of foreign national employees on this effort.

Respondents may provide, if any, additional feedback that would help us provide more clarity within the requirement/promote further competition

NOTE:

Responses to this sources sought shall state if they are a supplier/distributor or manufacturer.

Please note: All contractors doing business with the Federal Government must be registered in the System for Award Management (SAM) database. The website for registration is www.sam.gov.

Responses may be submitted electronically to the following e-mail address: ryan.jeffers.1@us.af.mil

Telephone responses will not be accepted.

RESPONSES ARE DUE NO LATER THAN 24 Jan 2022 at 10:00am Mountain.

Future information about this acquisition, including issuance of a quotation and/or applicable amendments, will be issued through sam.gov. Interested parties are responsible for ensuring they have the most up-to-date information regarding this acquisition.