Library software

Buffalo Public Schools is requesting proposals for library software to replace its current PC-based Library Automation System under RFP 27-0627E5-027, with proposals due June 17, 2026 at 10:00 a.m. EDT and a question period from May 27 through June 3, 2026.

The software must deliver federated searching across subscription databases and the internet, centralized inventory management for interlibrary loan routing, MARC record standardization, integrated reporting capabilities, and remote vendor access and maintenance. The system must operate on a Windows Server network environment, support multiple PC architectures, maintain a technological lifespan of at least ten years, include local backup circulation capabilities, and provide hierarchical security with firewall protection. Subcontractors are not permitted.

The estimated annual award is $54,582, with an initial contract term from July 15, 2026, through June 30, 2027, and four optional renewal extensions extending the maximum term end date to June 30, 2031. The incumbent is Companion Corporation under RFP #19-0624E5-146. The tentative award date is July 15, 2026.

Evaluation criteria total 100 points: vendor knowledge of library systems (20 points), software navigation and functionality (25 points), professional development and training (15 points), resources and components (5 points), data collection and reporting features (5 points), and cost (30 points). Award will be based on best value rather than lowest cost.

Respondents must submit electronically or in hard copy (two printed copies and one electronic copy) via the BPS Bonfire portal, with an intent to bid deadline of June 15, 2026 at 5:00 p.m. EDT. Required submissions include the Offering Questionnaire (Q-68AS), signed Non-Collusive Bidding Certification, insurance certificates, completed Equal Opportunity Form, three client references, and W-9 documentation. If the contract exceeds $100,000, a certified check equal to 5 percent of the bid amount or a proposal bond equal to 25 percent is required. Vendors must maintain workers' compensation insurance and public liability and property damage insurance with minimum limits of $500,000 per person, $1,000,000 per accident for bodily injury, and $300,000 for property damage. Vendors must execute a Data Sharing and Confidentiality Agreement governing access to student data under New York Education Law Section 2-d, including implementation of a comprehensive Data Security and Privacy Plan and employee training on FERPA, HIPAA, and IDEA compliance prior to contract commencement.