20240701_Solicitation_Questions_Response_LSP.pdf

Army University Library System Platform

Question regarding SAM.gov Notice posting W91QF4-24-Q-0015

Please find some requests for clarification for RFQ W91QF424Q0015 below:

1. Regarding requirement 4.3.2, “The system shall allow purchase orders to be deleted under certain conditions,” can AULS please provide an example of a condition when a P.O. would need to be deleted?

If a duplicated PO is created or if a network slowdown occurs and the system creates duplicate PO, or if funding fell through after the PO was created are all examples.

2. Regarding requirement 4.4.20, “The system shall support linking to and access of related records,” can AULS confirm that this requirement refers to linking records via authorities, or some other data point? Any type of linked data such as official Authority Records, Author Records, Subject headings. What workflow would this support? Cataloging and Patron Searching in OPAC and Discovery Layer.

3. Regarding requirement 4.4.37, “The system shall support temporary locations for items”, can AULS please provide an example of a temporary location? Material Displays or if some part of the collection is loaned temporary for a short period of time to outside location from main library.

4. Regarding requirement 4.4.50 “The system shall allow for the enhancement of exported records according to library defined normalization (reformatting) rules, including, but not limited to, the ability to enhance bibliographic records with holdings information.” Can AULS give us an example of this workflow? This is a cataloging workflow. The system needs to provide the ability to fully edit exported records that are imported to the system such as vendor records or OCLC records and add local holdings/copies.

5. Regarding requirement 4.5.23, can AULS provide an example of an exception to standard opening and closing times? Holiday Closures, Summer/Winter Break hours, Extended Hours for finals/oral comprehensive exams, extended hours for special events.

6. Regarding requirement 4.6.6, “The system shall support a hierarchical classification structure to allow end-user browsing of digital materials by context,” could AULS please provide an example of what they mean by hierarchical classification structure? The ability for an end-user to hone search results through a hierarchical classification structure, such as dewey or library of congress subject headings, then applying facets/filters to those search results to further define results.

7. Regarding requirement 4.6.7, could AULS please define what they mean by “digital preservation system” and/or an example of a vendor they are looking for integration with? Refers to the series of managed activities necessary to ensure continued access to digital materials for as long as necessary ...(digital preservation) refers to all of the actions required to maintain access to digital materials beyond the limits of media failure or technological and organizational change.

Defined Vendors include, but not limited to Archivmatica, Preservica, or Rosetta.

8. Regarding requirement 4.9.4, can AULS please elaborate on the functionality of turning the online account solution on or off?

Examples include recently registered patrons whose accounts are not activated yet, overdue patrons, or other situations where libraries would need to turn off specific patrons online access to content. Would this relate to branch closures or access permissions? This would be applicable to both branch closures and patron access permissions.

9. Can you confirm the following metrics:

• Total number of bibliographic titles (including e-books)? See Appendix C Column

Bibliographic Record

• Total number of unique e-journals?

Library Name Unique Titles

AISO 58,914

ALU 59,685

Aviation 284,709

BCCL 66,761

CMH 45,014

CARL 297,990

Cyber 57,634 Donovan 49,248

IRL 44,923

MI 50,683

Morris Swett 61,148 NCOLCoE 268,532

SSI 44,649

SoCoe 92,450 Stimson 446,854 TradocHQ 44,485 Army University 1,437

• What is the total number of individuals who will require login access to the system

(including part-time staff and student workers)? Approximately 106 current logins now and with potential to expand to 140 staff logins

• What is the total number of end users and patrons (that is, FTEs) who need access to library online services? See Appendix C column FTE

• What is the total number of digital objects? Approximately 65,629

• Size of your digital collection (in MBs)? Approximately 235000 MB

10. What is your intended go-live date? Soft launch end of December 2024 to Mid-January 2025.

Full implementation go live date NLT 15 March 2025.

11. Are you willing to share a sample set of records from your current system? Yes, we can provide sample sets of data upon request. Please identify sizes and preferred file formatting. Note Government PCs are not allowed to utilize FTP of files, those would have to be sent through approved DOD exchange called SAFE.

12. On p. 24, in the Exceptions/Assumptions section, the last sentence indicates a required format for providing any Exceptions/Assumptions, but the sentence is cut off.

Please indicate how we should provide those in our response.

Solicitation Document

Page/Paragraph Requirement/Portion Rationale & Impact

Section B, PWS Section L&M etc.

Applicable Page and

Identify the Describe the rationale

Paragraph Numbers requirement or portion to which exception is taken and impact of the exception

13. On p. 24, in the Volume 3 and Price Response paragraph, the first sentence notes we are to submit a completed SF 1449, including acknowledgement of Amendments.

The Combined SYN SOL pdf starts with page 3, showing the CLINs.

Were pages 1 and 2 supposed to have been provided for the SF 1449 (where Amendments would be acknowledged)? If so, please provide. If not, please indicate where we are to acknowledge Amendments. This is a combined synopsis and solicitation and per regulations the first two pages are omitted. A digital response to this RFQ is sufficient.

14. From the “Definition of Requirement” document:

On page 15, item 9 notes the 6-month start date beginning March 15, 2024, but it is also listed as starting September 15, 2024. Can you indicate desired dates for the 6-month Base Period start date? That was a typo; it should have said 15 September 2024