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rfp windows document
A REQUEST FOR PROPOSAL (RFP)
Electronic Resources Management System
Request for Proposal (RFP)
LV-03-2235
Issued:
Proposals must be submitted
No later than
For further information regarding this RFP, contact:
Lori Voss
Office of Procurement
UW System Administration
Email: lvoss@uwsa.edu
TABLE OF CONTENTS
1.0 GENERAL INFORMATION................................................................................................................................................ 4
1.1 Introduction and background............................................................................................................................. 4
1.2 Scope and Objectives.......................................................................................................................................... 4 1.3 Procuring and contracting agency..................................................................................................................................... 5
1.4 Definitions............................................................................................................................................................. 5
1.5 Clarification and/or revisions to the specifications and requirements......................................................... 5
1.6 Vendor conference............................................................................................................................................... 5
1.7 Reasonable accommodations............................................................................................................................. 6
1.8 Calendar of events................................................................................................................................................ 6
1.9 Contract term and funding.................................................................................................................................. 6
1.10 VendorNet registration........................................................................................................................................ 6
2.0 PREPARING AND SUBMITTING A PROPOSAL........................................................................................................... 7
2.1 General instructions............................................................................................................................................. 7
2.2 Incurring costs...................................................................................................................................................... 7
2.3 Submitting the proposal...................................................................................................................................... 7
2.4 Proposal organization and format...................................................................................................................... 8
2.5 Multiple proposals............................................................................................................................................... 9
2.6 Oral presentations and site visits....................................................................................................................... 9
2.7 Demonstrations..................................................................................................................................................... 9
2.8 Withdrawal of proposals..................................................................................................................................... 9
3.0 PROPOSAL SELECTION AND AWARD PROCESS.................................................................................................... 10
3.1 Preliminary evaluation........................................................................................................................................ 10
3.2 Proposal scoring................................................................................................................................................. 10
3.3 Evaluation criteria............................................................................................................................................... 10
3.4 Right to reject proposals and negotiate contract terms................................................................................ 10
3.5 Award and final offers....................................................................................................................................... 10
3.6 Notification of intent to award.......................................................................................................................... 11
4.0 GENERAL PROPOSAL REQUIREMENTS..................................................................................................................... 11
4.1 Mandatory requirements................................................................................................................................... 11
4.2 Organization capabilities................................................................................................................................... 11
4.3 Staff qualifications.............................................................................................................................................. 11
4.4 Proposer references............................................................................................................................................ 12
4.5 Organization size and structure........................................................................................................................ 12
4.6 Market strategy................................................................................................................................................... 12
4.7 Vision for the future........................................................................................................................................... 12
4.8 Strategic partnerships........................................................................................................................................ 12
4.9 Patents.................................................................................................................................................................. 12
4.10 Litigation report.................................................................................................................................................. 12
4.11 Sample license agreement.................................................................................................................................. 12
4.12 User group........................................................................................................................................................... 13
4.13 Third Party Software.......................................................................................................................................... 13
5.0 FUNCTIONAL REQUIREMENTS.................................................................................................................................... 13
5.1 Cross-Database Searching................................................................................................................................ 13
5.2 Context-Sensitive Linking................................................................................................................................. 19
5.3 Digital Object Management System (DOMS)................................................................................................ 26
6.0 COST PROPOSAL.............................................................................................................................................................. 35
6.1 General instructions on preparing cost proposals........................................................................................ 35
6.2 Format for submitting cost proposals............................................................................................................. 35
6.3 Fixed price period................................................................................................................................................ 36
7.0 SPECIAL CONTRACT TERMS AND CONDITIONS................................................................................................... 36
7.1 Payment requirements and acceptance........................................................................................................... 36
7.2 Liquidated damages........................................................................................................................................... 36
7.3 Source code escrow........................................................................................................................................... 36
7.4 Prime contractor and minority business subcontractors.............................................................................. 37
7.5 Executed contract to constitute entire agreement......................................................................................... 37
7.6 Termination of contract..................................................................................................................................... 37
7.7 Secure encryption............................................................................................................................................... 38
7.8 Accessibility........................................................................................................................................................ 38
7.9 Quality of service metrics.................................................................................................................................. 38
7.10 Development or acquisition of additional UWS software............................................................................ 38
7.11 Licensing for test environment......................................................................................................................... 38
7.12 Branding ........................................................................................................................................................... 38
8.0 STANDARD TERMS AND CONDITIONS.................................................................................................................... 38
Standard Terms and Conditions (Requests for Bids/Proposals) (DOA-3054).......................................................... 39
Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681).................................. 42
9.0 REQUIRED FORMS........................................................................................................................................................... 43
Affidavit (DOA-3476)......................................................................................................................................................... 44
Designation of Confidential and Proprietary Information (DOA-3027)...................................................................... 45
Vendor Information (DOA-3477)...................................................................................................................................... 46
Vendor Reference (DOA-3478)......................................................................................................................................... 47
Cooperative Purchasing Service (DOA-3333)................................................................................................................ 48
SUPPLEMENTAL INFORMATION Appendix
UWS Libraries list......................................................................................................................................................... A
Cost Proposal Form....................................................................................................................................................... C
1.0 GENERAL INFORMATION
1.1 Introduction and Background
The
1.2 Scope and Objectives
The UWS libraries provide a vast array of electronic resources for their users. The resources include the Endeavor’s Voyager integrated library management system, major licensed indexes, databases and online journals, and a number of important locally produced digital collections. A strategic goal for UWS libraries is to “Provide a variety of research and searching tools to allow online catalog or web access to the breadth of digital information and identification of the broad array of locally owned paper and multimedia resources.” One important objective toward this goal is the investigation of software that allows searching across multiple electronic resources.
In addition, it is important to then have the capability to allow users to extend to additional relevant resources through URL links (context-sensitive linking). Both broadcast searching and citation linking are critical applications that will make users and librarians more aware of the wide range of resources that are available to them to assist with their research and information needs.
The UWS Electronic Resources Management System will support
· processing a single query against multiple databases and other sources and returning a set of responses
· context-sensitive linking to full text and other resources
· potentially, the management of digital objects in a repository environment
1.3 Procuring and contracting agency
This Request for Proposal (RFP) is issued
by the
The contract resulting from this RFP will
be administered by the
1.4 Definitions
The following definitions are used through the RFP.
Agency means the
Proposer/vendor means an organization submitting a proposal in response to this RFP.
State means State of
Contractor means proposer awarded the contract.
UWS means
Institution means an entity within the
Campus means a physical location or site for an institution; most
institutions have only one campus; UW Colleges has 13 campuses; UW Extension
has no campuses (but does have multiple locations including county offices in
Library means one of the many physical libraries located throughout UWS, as listed in Appendix A.
System means the product(s) proposed in response to the RFP.
1.5 Clarification and/or revisions to the specifications and requirements
Any questions concerning this RFP must be
submitted in writing via electronic mail message on or before
Lori Voss
Email: lvoss@uwsa.edu
Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial RFP.
Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.
Any contact with UWS employes concerning this RFP is prohibited, except as authorized by the RFP manager during the period from date of release of the RFP until the notice of intent to contract is released.
1.6 Vendor conference
A vendor conference will be held on Wednesday, June 11 at in Room 108,
1.7 Reasonable accommodations
Upon request, UWS will provide reasonable
accommodations, including the provision of informational material in an
alternative format, for qualified individuals with disabilities. If proposer needs accommodations at a bid
opening/vendor conference, contact the Office of Procurement at (608) 263-4584
(voice) or
1.8 Calendar of events
Listed below are specific and estimated dates and times of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by UWS. In the event that UWS finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.
DATE EVENT
July-September 2003 (est.) Demonstrations by invited vendors or on-site visits by evaluation committee.
1.9 Contract term and funding
The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run for one (1) year from that date, with an option by mutual agreement of UWS and contractor, to renew for four (4) additional one-year periods. Additional option periods may be added as agreed to by UWS and contractor if determined to be in the best interest of UWS.
1.10 VendorNet registration
The State of
Alternatively, an organization may read the legal notices of the official state newspaper, the Wisconsin State Journal, to learn about request for bid and request for proposal opportunities over $25,000 and request a copy from the contracting agency.
In the future, requests for bids and requests
for proposals from UWS for Electronic Resources Management System(s) will be
sent automatically only to vendors subscribing to VendorNet. If questions exist about VendorNet, call the
2.0 PREPARING AND SUBMITTING A PROPOSAL
2.1 General instructions
The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor's proposal plus references and any required on‑site visits or oral interviews. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.
Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.
2.2 Incurring costs
UWS is not liable for any cost incurred by proposers in replying to this RFP or in participating in oral presentations, on-site visits or demonstrations.
2.3 Submitting the proposal
Proposers must submit an original, and eleven
(11) hard copies of all materials required for acceptance of their proposal by on
Lori Voss
Office of Procurement
UW System Administration
In addition, electronic copies of proposals may be requested by UWS during the evaluation process.
Proposals must be received in the above office by the specified time stated above. All proposals must be time-stamped as accepted by the Purchasing Office by the stated time. Proposals not so stamped will not be accepted. Receipt of a proposal by the UWS mail system does not constitute receipt of a proposal by the Purchasing Office, for purposes of this RFP.
To ensure confidentiality of the document, all proposals must be packaged, sealed and show the following information on the outside of the package:
—Proposer's name and address
—Request for proposal title (UWS Electronic Resources Management System)
—Request for proposal number (03-2235)
—Proposal
due date (
An original plus three (3) copies of the Cost Proposal must be sealed and submitted as a separate part of the proposal. The outside of the envelope must be clearly labeled with the words “Cost Proposal, RFP 03-2235, UWS Electronic Resources Management System” and name of the vendor and due date. The cost proposal is due to the addressee on the due date and time noted above.
2.4 Proposal organization and format
Proposals should be typed and submitted on 8.5 by 11-inch paper bound securely. Proposals should be organized and presented in the order and by the number assigned in the RFP. Proposals should be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked. The RFP sections that should be submitted are:
General Proposal:
2.4.1. Cover Letter – Tab 1
The Cover Letter shall include statements which:
· Identify who the proposer is that will be the prime contractor and the name of the corporation or other legal entity submitting a proposal.
· Identify all subcontractors. The proposer will assume sole and exclusive responsibility for all of the services indicated in the RFP.
· Identify all amendments to the RFP which have been received; if none have been received, a statement to that effect should be made
· Confirm that the proposer has read, understands, and agrees to all provisions of the RFP without qualification, including all amendments
If the proposal deviates from the detailed specifications and requirements of the RFP, the Cover Letter shall identify and explain these deviations.
2.4.2. Introduction – Tab 2
The Introduction section will include a clear and concise summary of the proposed approach, describe the capabilities and planned roles of any subcontractor(s) and should describe the major benefits offered by this proposal. The Introduction will be limited to two (2) pages.
2.4.3. Response to Requirements (Sections 4.0 and 5.0) – Tab 3
This section should include clear and concise responses to all the General and Functional Requirements (Sections 4.0-5.0). Responses should be presented in the order and by the number assigned in the RFP. Proposers are encouraged to respond to the Functional Requirements (5.0) subsection(s) which best fit their proposed System(s). For example, a proposer with a Cross-Database Searching System may choose to respond only to Section 5.1 and not Sections 5.2 and 5.3. All proposals that meet mandatory requirements will be considered equally regardless of the number of subsections responded to.
2.4.4. Required forms (Section 9.0) – Tab 4
Affidavit (DOA-3476)
Designation of Confidential and Proprietary Information (DOA-3027)
Vendor Information (DOA-3477)
Vendor Reference (DOA-3478)
Cooperative Purchasing Service (DOA-3333)
Cost Proposal:
2.4.5. Cost proposal (Section 6.0) – submitted in separate envelope
The vendor must submit its Cost Proposal on the form provided in Appendix C according to the instructions provided. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal. A separate Cost Proposal should be submitted and identified as related to the specific System proposed for each of the following subsections: Section 5.1, Cross-Database Searching, Section 5.2, Context-Sensitive Linking, and Section 5.3, Digital Object Management System.
No mention of the cost proposal or portions thereof may be made in the response to the General or Functional requirements of this RFP.
2.5 Multiple proposals from a single vendor
Multiple proposals (typically proposing different products) from a vendor will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans (cost proposals) are allowed and do not constitute multiple proposals. This section 2.5 does not apply to the individual subsection submittals anticipated, and described in section 2.4.3 (Responses to more than one subsection in 5.0 will be considered as a single proposal).
2.6 Oral presentations and site visits
Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by UWS. UWS will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to interview or permit a site visit on the date scheduled may result in rejection of the vendor's proposal.
2.7 Demonstrations
Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a UWS site. UWS will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor's product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints required may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet UWS's specified requirements during the demonstration may result in rejection of the vendor's proposal.
The successful demonstration of the vendor's product(s) and/or service(s) does not constitute acceptance by UWS. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those that will be furnished if a contract results.
2.8 Withdrawal of proposals
Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the proposal closing date and time. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to the RFP project manager. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal closing date and time.
3.0 PROPOSAL SELECTION AND AWARD PROCESS
3.1 Preliminary evaluation
The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to meet mandatory requirements will result in rejection of the proposal. In the event that all vendors do not meet one or more of the mandatory requirements, UWS reserves the right to continue the evaluation of the proposals and to select the proposal that most closely meets the requirements specified in this RFP.
3.2 Proposal scoring
Various costing methodologies and models are available to analyze the cost information to determine the lowest cost to UWS. UWS will select one method for scoring costs and will use it consistently throughout its analysis of all the cost proposals. The selected methodology will be available at the proposal opening or by calling the RFP contact person identified in Section 1.5.
Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. A proposer may not contact any member of an evaluation committee except at UWS’s direction. The committee may review references, request interviews, and/or conduct on-site visits and use the results in scoring the proposals. Proposals from certified Minority Business Enterprises may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received.
3.3 Evaluation criteria
The proposals will be scored using the following criteria:
Description Percent
1. General requirements (4.0) 10 %
2. Functional requirements (each subsection scored separately): (5.0) 65 %
3. Cost Proposal (each subsection scored separately) (6.0) 25 %
Total: 100 %
3.4 Right to reject proposals and negotiate contract terms
UWS reserves the right to reject any and all proposals. UWS may negotiate the terms of the contract, including the award amount, with the awarded proposer(s) prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer(s), UWS may negotiate a contract with the next highest scoring proposer(s). UWS reserves the right to reject any and all proposals and to not award any contract. Multiple contract awards may be made in the best interest of UWS.
3.5 Award and final offers
UWS will compile the final scores (functional and cost) for each proposal. The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer(s). Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested by UWS and submitted by the vendor, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the highest scoring proposer(s). However, a proposer should not expect that UWS will request a final and best offer.
3.6 Notification of intent to award
All vendors who respond to this RFP will be notified in writing of UWS's intent to award the contract(s) as a result of this RFP.
After notification of the intent to award is made, and under the supervision of UWS staff, copies of proposals will be available for public inspection from 8:00 a.m. to 4:30 p.m. at 780 Regent Street, Madison, WI 53715. Vendors should schedule reviews with Lori Voss at (608) 265-0557 or lvoss@uwsa.edu.
4.0 GENERAL PROPOSAL REQUIREMENTS
4.1 Mandatory requirements
The following requirements are mandatory and will be judged on a pass/fail basis during the preliminary evaluation. If the proposal fails to meet the mandatory requirement, it is deemed unacceptable and is eliminated from further consideration. In the event that all proposers do not meet the mandatory requirement, UWS reserves the right to continue the evaluation of the proposals and to select the proposal that most closely meets the requirements specified in this RFP.
4.1.1. Financial Stability
The proposer must be financially stable as determined by UWS. The information below comprising the financial capacity report will be used to determine the financial stability and capability of the prospective vendor. UWS reserves the right to request further information from proposers to make such determination.
· Sources of financing (shareholders, venture capital, etc.)
· Bank references and name of auditing firm
· Last two annual reports and all quarterly reports since the last annual report
· Identification of the Parent Corporation and any subsidiaries
4.1.2. End User Interface
Functionality for end users must be delivered through a browser.
For the following (Sections 4.2-4.13) if the proposer’s response differs according to different products proposed to address functionality in Sections 5.1, 5.2, and 5.3, proposer should provide separate responses and distinguish which products are discussed in each response.
4.2 Organization capabilities
Describe the organization's experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results.
4.3 Staff qualifications
Provide resumes describing the educational and work experiences for each of the key staff that would be assigned to the project.
4.4 Proposer references
Proposers must include in their RFPs, a list of all organizations with whom the proposer has done business like that required by this solicitation within the last 3 years. Indicate where sale has been made, installation effected, implementation completed, in production. For each organization, the proposer must include the name, title, address, and telephone number of a contact person along with a brief description of the project or assignment that was the basis for the business relationship. UWS will determine which, if any, references to contact to assess the quality of work performed and personnel assigned to the project. The results of any references will be provided to the evaluation committee and used in scoring the proposal. References should be submitted on the Vendor Reference Form located in Section 9.
4.5 Organization size and structure
Introduce the proposer’s organization (e.g. parent, age, size, number of customers, offices, number of employees, etc.). Please include the organization’s ownership structure.
4.6 Market strategy
Proposer should describe the software product(s) and services strategy, including markets served. Describe the organization’s commitment to the higher education (academic library) market, and provide a document such as a statement of commitment, press releases, and white papers. Include an organization chart that shows how the higher education sector fits within the organization and how it is supported.
4.7 Vision for the future
Describe the organization’s plan for further development of its software/services during the next 3 years. Also describe the longer vision for product development and/or partnerships over the next 5 years.
4.8 Strategic partnerships
Does the organization have strategic partnerships or alliances with other technology or educational entities? If so, how might these benefit the UWS project?
4.9 Patents
Patents are an indication of leadership and commitment to a development direction. Describe any patents granted or pending that are relevant to this proposal, including the patent number.
4.10 Litigation report
Identify any current or pending litigation in which the organization is involved that has a significant effect on its ability to provide products and services through any contract resulting from this solicitation. Contractor will be required to supplement this information if additional litigation arises during the term of the contract.
4.11 Sample License Agreement
Include a sample copy of the license agreement and service level agreement used to formalize the organization’s legal relationship with an institution of higher education or other public entity. If different license agreements are used for different products, include copies of all of them.
4.12 User Group
Describe any user groups that are in existence and what the relationship is with the vendor. What mechanisms exist for proposing and prioritizing enhancements? Is there an electronic discussion group? List all official and unofficial user group forums, including group name, contacts and addresses and phone numbers or URLs. Include a discussion of the process used to prioritize requests for added functionality and enhancements specific to the higher education market.
4.13 Third Party Software
Describe any relationships with other software providers that are relevant to this proposal.
5.0 FUNCTIONAL REQUIREMENTS
Note - If proposer responds to any of the functional requirements with functionality provided by licensed products from third parties, proposer should indicate that dependency in the response, describe how the products are integrated both technically and from the user perspective, and include the license cost of that third-party product in the cost proposal.
5.1 Cross-Database Searching
This section describes a System that allows library patrons to search multiple databases/sources simultaneously using a single interface and displaying results in a variety of formats. This capability is also known as “broadcast search”, “federated search”, “unified search interface”, “metasearch” and others.
5.1.1. Databases/Sources
Describe in detail the databases/sources available for broadcast searching, the configurations and capabilities of the search engine, and the options for local administration thereof. In addition, provide the following specific information:
· Number and names of vendors and databases/sources for which translators are available for broadcast searching provided in initial installation (provide full list)
· Types of databases/sources that can be searched: (e.g. MARC/bibliographic; abstracting/indexing database; digital text/full-text, images, video, and audio content; citations in journal articles and other electronic text)
· Types of databases/sources that cannot be searched via the broadcast search interface
· Types of protocols that are supported: (e.g. Z39.50, HTTP, SQL, XML, OpenURL and any others)
· Limitations on number of databases/sources that can be searched simultaneously
5.1.2. Search Functions
Describe in detail the capabilities of the System to perform concurrent/simultaneous broadcast searching of multiple databases/sources. In addition, provide the following specific information:
· Types of indexes searched: (e.g. metadata (author, title, subject descriptors); full text of documents)
· Types of searches available: (e.g. keyword, browse)
· Types of search qualifiers available: (e.g. Boolean operators, proximity operators, phrase searching, left-anchored, truncation)
· Types of search limits available by field: (e.g. author, title, descriptor; date, date range, ISBN, ISSN)
5.1.3. Search Interface
Describe in detail the interface and the capabilities of the System to provide various options for searching, navigation and local customization. In addition, provide the following specific information:
· Ability for library patron to select which databases/sources to search
· Ability to offer pre-configured collections of databases/sources (e.g. by subject) for searching
· Ability to provide options for both simple and advanced searching
· Ability for library patron to save search queries and re-run at a later time
· Ability to customize the search interface page (e.g. colors, fonts, graphics, placement of elements)
5.1.4. Results List Display
Describe in detail the capabilities of the System to display the results of broadcast searches. In addition, provide the following specific information:
· Options for library patrons to sort and save results according to selectable criteria (e.g. relevance-ranked, author, title, year, by database/source)
· Options for library patrons to group results according to selectable criteria (integrated vs. separate by database/source, format, date of publication, type of material)
· Ability to "pre-search" databases/sources: retrieve only the number of hits for the term in each database, rather than immediately seeing the records; enable user to select databases/sources for further searching based on this information
· Handling of non-responsive databases/sources
· Describe how a patron moves to the native interface and returns from the results
· Ability to merge results from several databases/sources and to eliminate duplicates from the merged results
5.1.5. Record and Digital Object Displays
Describe in detail the capabilities of the System to display records for the items retrieved through broadcast searches and the digital objects associated with the records. In addition, provide the following specific information:
· Options for record displays
· Types of display formats supported, e.g.: ASCII text, PDF, JPG, MPEG, RTF, HTML, sound, image, video, Microsoft Excel and other data storage file types
· Indications of availability and "how to get" the digital object associated with a record
· Ability to initiate a borrowing request for non-digital materials directly from the search results display
5.1.6. Email/Print/Download
Describe how library patrons can keep a copy of their searches and search results. In addition, provide the following specific information:
· Ability to email, print, download to disk.
· Compatibility of System with bibliographic software
5.1.7. Personal Customization
Describe in detail how library patrons can customize or set preferences for the search, retrieve and display functions. Identify which preferences are limited to a single session and which can be saved for use in later sessions.
5.1.8. Help functions
Describe the help functions available to assist library patrons.
5.1.9. Additional Functionality
Describe in detail any additional functionality that the software/services provide. Explain why this functionality is important to such a System.
5.1.10. Cross-Database Searching Technical Requirements
5.1.10.1. Architecture and Platforms
5.1.10.1.1. Describe the architecture of the System in specific terms, including hardware and software required, and recommended, but optional, add-on software products. Clearly note which parts the software includes in its distribution. Descriptions should include a high level diagram.
5.1.10.1.2. Specify recommended and possible hardware platforms, including clustering options. It is anticipated that the hardware will be purchased separately by UWS. If third-party hosting is offered, please so state. Any associated costs for selecting third-party hosting services should be listed separately in the Cost Proposal.
5.1.10.1.3. List all third-party components (e.g., web application server, RDBMS) required by the System. Indicate those which may be upgraded independently of System software releases, and those which may not.
5.1.10.1.4. Identify all communication protocols supported by the software, including any private extensions. Include any ports which must be dedicated to the System. What secured connections are supported for what aspects of the System?
5.1.10.1.5. List all operating systems (including versions) on which the host System may be run. When the software is upgraded, for which operating systems is it first made available?
5.1.10.1.6. List all operating systems (including versions) supported for client applications used for System administration, database maintenance, or user access.
5.1.10.1.7. List all web browsers supported including version and operating system.
5.1.10.1.8. Describe in detail how the System can be configured to be used by members of a consortium, with each member maintaining its own collections, policies, configuration options, and user base (both staff and public).
5.1.10.1.9. Describe the level of support for Unicode. Which UTFs are used or supported? List all scripts (e.g. Arabic, Cyrillic, Latin) supported for input and display. Is Unicode data stored, indexed, and made available for query and display natively, or is it mapped to a System-internal encoding?
5.1.10.2. Database
· Describe the database system(s) used for each component of the System.
· Give the database schema used by the System. Clearly show which aspects of the System, for example user accounts, are used by which portion of the schema.
· Describe the application's logging capabilities and options. What events must be logged, and which may optionally logged? How often can logs be refreshed? What tools are available for log scanning or for real-time monitoring for intrusion detection?
5.1.10.3. Data and Object Storage
· Identify and discuss all components and objects that are stored by the System. Include application data, user data, security data, application logic, program code, stored procedures, and so on. Describe which of these must be stored within System databases and which must be stored outside of System databases. Indicate which are optionally stored within or outside of the System.
· Describe the distributability and scalability of the storage system.
· Provide recommended space allocation per user for storage of personalized or other user-specific data.
5.1.10.4. Performance and Scalability
5.1.10.4.1. Describe how user state or session information is maintained and transmitted, and how the number of concurrent users or sessions is determined.
5.1.10.4.2. What, if any, is the limit on the number of concurrent open patron sessions supported by the System? What, if any, is the limit on active staff sessions supported by the System? If there are limits, describe what happens when either of these limits is reached (e.g., users are prevented from starting new sessions).
5.1.10.4.3. What is the largest number of concurrent open patron sessions experienced by current production installations of the software?
5.1.10.4.4. Describe how the System handles concurrent user limits associated with some licensed databases
5.1.10.4.5. Describe the effects of adjusting the session timeout value on the performance of the System? Give a recommendation for the value.
5.1.10.4.6. Describe all known factors that may negatively affect System performance
5.1.10.4.7. Does the System use methods for process prioritizing and load balancing? Describe them.
5.1.10.4.8. Define the scalability and performance benchmarks determined for the System, and provide details of the latest benchmark testing.
5.1.10.4.9. For the hardware configurations described, what is the expected time required to retrieve metadata result sets of 100, 1,000, or 10,000 records?
5.1.10.4.10. List the hardware requirements for supporting:
· 500;
· 2000; and
· unlimited number of users, when timeout is set to a) 15 or b) 30 minutes?
5.1.10.5. Availability and Maintenance
5.1.10.5.1. Describe all instances when the System may be unavailable for staff or user access, (e.g. during software updates, database loads, index regens). Describe how the size of databases impacts such required outages.
5.1.10.5.2. Identify all uses of batch updates, including processes that are scheduled directly with job scheduling tools, and processes that are scheduled “behind the scenes” as part of the online System.
5.1.10.5.3. Describe the processes of backup and recovery. For purposes of recovery, describe how backups, in combination with forward recovery from transaction logs, can prevent data loss in the event of an unanticipated outage. Describe whether and how backups can be made during normal use of the System, including any impacts on performance.
5.1.10.5.4. Describe the process for installing a new release of the application. Describe how local modifications to interfaces, data structures, etc., are maintained during an application version upgrade, and which local modifications must be reapplied after such an upgrade.
5.1.10.5.5. Describe performance monitoring tools and options.
5.1.10.5.6. How are software bugs reported and tracked? Describe in detail mechanisms for reporting, tracking, and disseminating information on outstanding problems.
5.1.10.5.7. Describe the organization’s support for prior releases. When does the organization discontinue support of a prior release?
5.1.10.6. Development Environment
· Describe all application programming interface (API) or a software development kits (SDK) available (e.g. for creation of automated import programs and alternative search and browse interfaces).
· Describe any other tools provided for customization of user interfaces or System services.
5.1.10.7. Integration
5.1.10.7.1. Indicate how this application could be integrated with each of the other software components described in this RFP: Cross-Linking (Sec. 5.2) and DOMS (Sec. 5.3), whether from the same vendor or other vendors.
5.1.10.7.2. Describe ways in which the System can integrate with the following products licensed by UWS: Voyager, ILLiad, Desire2Learn’s e-Learning platform (D2L).
5.1.10.7.3. Does the System support the Open Archives Initiative Protocol for Metadata Harvesting (OAI-MPH) specification as a data provider? As a harvester? With what version(s) of OAI-PMH is the System is fully compliant for data provider and harvester services?
5.1.10.7.4. Does the System implement ANSI/NISO Z39.50 Application Service Definition and Protocol Specification? Does it comply with Z39.50 as specified in the Bath Profile, version 1.1? What other Z39.50 services and attributes does it support?
5.1.10.7.5. Describe the System's support for OpenURL version 1.0.
5.1.10.7.6. Indicate other typical applications or services with which this application can integrate or interface.
5.1.10.8. Security
5.1.10.8.1. Describe the System's support for network transport encryption (e.g. SSL), either for front-end connections to Web interface, or for tunneled connections between application components on different hosts.
5.1.10.8.2. Describe any procedures in place to allow timely notification and remediation of security problems.
5.1.10.8.3. If System components run on different hosts, how easy is it to identify, change, and secure the network routes between them (e.g. to identify and change port numbers for firewall configuration)?
5.1.10.8.4. Identify all instances in which System processes require access to (or run as) privileged UNIX accounts (e.g. root).
5.1.10.8.5. What procedures are in place for secure and monitored vendor access to hosts and applications (e.g. ssh + sudo)?
5.1.10.8.6. Identify any other security controls provided in the System, (e.g. checking of user inputs to prevent buffer overflow conditions).
5.1.10.9. System Administration
5.1.10.9.1. Describe the system administration module and interface. The description should include, among other features:
· timeout control
· access/authorization control
· System parameterization
· management of metadata indexing
· collection/database creation
5.1.10.9.2. Describe how delegated administrators are able to differentiate and secure levels of access across the System. Describe how the system administration module itself can be segmented, to authorize staff to manage certain aspects and only those aspects. Define levels of granularity of authorization.
5.1.10.9.3. Describe how, in a consortium setting, system administration features such as management of collections can be delegated to the Consortium member libraries.
5.1.10.9.4. Identify the level of technical expertise required to use the system administration application.
5.1.10.9.5. List necessary and recommendable programming or other technical skills (indicate level) for system administrators. What aspects of support require highly technical application specialists?
5.1.10.9.6. Describe the statistical reporting capabilities of the System. Provide a complete list of all of the standard reports. Describe the electronic formats the reports can be delivered in.
5.1.10.10. Patron Authentication and Access
5.1.10.10.1. Explain how the System supports end-user and staff authentication and authorization. Include all options supported by the System, (e.g. IP wrapping, password/ID, Public/private key, certificates, LDAP, Shibboleth).. Describe whether the System provides its own authentication and access control systems, which external systems it supports, and whether this is a configurable option.
5.1.10.10.2. Describe the ability of the System to make authorization decisions based on users’ attributes (e.g. student vs. faculty status), including the ability to access external systems (e.g. ILS patron database) for those attributes.
5.1.10.10.3. Describe the ability of the System to support proxy server use for patrons accessing the System from outside the campus.
5.1.10.10.4. Describe which user transactions occur over secure channels (i.e., network transport encryption), and which do not.
5.1.10.10.5. Describe all instances (e.g., logs, database tables) where specific users are associated with specific transactions and access to specific resources. In each case, indicate how long that information is retained, and whether and how it can be purged without affecting the System’s functionality.
5.1.10.11. Rights Management
5.1.10.11.1. Describe how the System manages rights for both owned and licensed material, and how this integrates with the authentication and authorization process.
5.1.10.11.2. Can the System define access profiles by:
· user roles or other group attributes (e.g. institutional affiliation)
· individual user attributes that override user group attributes;
· IP spaces
5.1.10.11.3. Does the System provide a license tracking system? If so, describe it.
5.1.10.12. Implementation
5.1.10.12.1. Is the proposed System in current production and installed at a customer site? Provide a list of sites in production.
5.1.10.12.2. Provide current release/version number(s) and date(s) for the System.
5.1.10.12.3. Provide an estimated implementation/delivery schedule.
5.1.10.12.4. What consulting services are included for System installation, and implementation?
5.1.10.12.5. Summarize the roles of the vendor and UW System during the implementation process.
5.1.10.13. Training and Other Services
5.1.10.13.1. Describe the training provided with the purchase of this System, including class descriptions and training objectives for staff, methods used (e.g. instructor led, distance learning, “train-the-trainer”, CBT), locations, and frequency of offerings. Identify the standard training and any customized training that is available to reflect individual institution needs, and include any limitations such as class sizes, locations, and time limits. Any additional costs associated with add-on or customized training should be listed separately in the Cost Proposal.
5.1.10.13.2. Describe the consulting services offered for typical types of work.
5.1.10.14. Technical Support
5.1.10.14.1. Describe the on-going support available to staff, including hot line or toll free numbers, day and time availability, and any restrictions. Identify the amount of staffing and the funds as a percent of revenue that are devoted to customer support. List any web sites used for support purposes.
5.1.10.14.2. Describe how information releases, (e.g. technical updates or informational releases for users) are distributed or made available to clients.
5.1.10.14.3. Describe the user and technical documentation that is available for the System. Include information on documentation that provides:
· an overview of the System
· installation/configuration information
· system and database administration
· technical information on jobs or modules executed
· data element documentation
· description of tables and views and the relationship of database entities
· context sensitive help
5.1.10.15. Accessibility Issues
Describe in detail how the System addresses web accessibility issues including a statement of the current level of compliance with Section 508, and/or future plans to achieve compliance.
5.2 Context-Sensitive Linking
This section describes a System that allows linking service among information resources (e.g. citations, full text documents, library catalog records, other digital objects) and with related services (e.g. document delivery and interlibrary loan). As used in this section, the source is an information resource such as an abstracting & indexing database or a citation database, from which a user is directed from a bibliographic citation to full-text for the citation via context-sensitive linking. The target describes the information resource that contains the full-text content or other related information to where the user is taken. The source and target may be in the same content provider or information resource or they may be in totally unrelated information resources or content providers. The resource database refers to the database containing information on databases, aggregators, and individual titles available through aggregators.
5.2.1. Context-Sensitive Linking: General
Describe in detail the components of the System and the resources or products that are available for use with this System. In addition, please address the related topics below.
· Describe the types of databases for which context-sensitive linking is available, including MARC/bibliographic records; citations; digital text/full-text, images, video, and audio content.
· Describe the types of databases for which context-sensitive linking is not available.
· Describe the process by which context-sensitive linking can be provided to and from locally created and/or maintained databases, the library’s OPAC, and Interlibrary Loan and document delivery services.
· Describe how the System's link resolver functions and how it is maintained, including the System's use of OpenURLs or CrossRef/DOI.
· Describe how the System tracks access permissions and licenses for databases and individual journal titles.
5.2.2. Resource Database: General
Describe in detail the resource database, as it relates to the library's actual holdings. In addition, please address the related topics below.
· Describe in detail the target content providers the resource database is populated with at the time of initial installation.
· List all associated data elements, such as subject or resource type.
· Describe the System’s ability to incorporate locally-defined data elements in the resource database.
· Describe how the System can be configured for the level of subscription for a given title in the resource database (e.g. ability to specify volume(s) or date ranges to which library’s users have full-text access rights).
· Describe how the resource database and the System can be configured to accommodate access and linking based on rolling horizon-type access, and whether the time specified can represent either when the library has access (e.g. most recent 12 months) or when it does not have access (e.g. embargo on the most recent 3 months).
5.2.3. Resource Database: Sources
· List the databases or products from which context-sensitive linking is available, including the levels from which linking can take place (e.g. article, journal, citation within an article).
· List the databases or products from which context-sensitive linking is known to not be available.
· Describe the process for configuring and activating linking from new sources as they are negotiated and added to the System.
5.2.4. Resource Database: Targets
· List the databases or products to which context-sensitive linking is available.
· List the databases or products to which context-sensitive linking is known to not be available.
· Describe the process for setting up links to new target databases or products.
5.2.5. Resource Database: Administration, Updating and Maintenance
5.2.5.1. Describe in detail the administrative module and/or interface for resource database management, including:
· the process by which the resource database is updated
· the roles the proposer and the library have in updating and maintaining this data
5.2.5.2. Describe the initial set-up process
5.2.5.3. Describe the data that can be imported into the resource database for target resources and the conditions under which such importation can take place, addressing the ability to batch process, the prescribed data format(s) (e.g. XML, tab-separated, spreadsheet, none), the use of outside content tracking service vendors, and the integration of data provided directly by full-text resource vendors.
5.2.5.4. Does the System regularly check links to see if they are working? When is this work scheduled? If a user or library staff encounter a non-working link, to whom is this reported, how are corrections made, and how long will it take to get corrected URLs into production?
5.2.5.5. List all tracking service providers’ products known to be compatible with the System. Are there any tracking service providers’ products that are known to not be compatible with the System?
5.2.5.6. Can multiple staff work in the administrative module of the resource database simultaneously? Describe any protections in place to prevent simultaneous update to the same record or data.
5.2.6. Linking Interface and Public Display
Describe the linking interface and how options are presented to the user. In addition, please address the related questions below.
· How does the System provide for selectively displaying or ordering the targets or other options (e.g. will not display Interlibrary Loan link if full-text is available)? What is the technical process for setting up these options?
· Describe the impact, if any, of the System on licensed resources that have limits on simultaneous users.
· Apart from context-sensitive links originating from established sources, describe any public interface included with the System (e.g. searching the resource database for full-text based on a known citation).
· Describe any ability to generate lists from the resource database that are available for use, (e.g. A-Z title lists, lists of titles arranged by subject or resource type). Describe the set-up required by the library to create these lists and whether there are any additional costs associated with such lists.
· Describe in detail the extent to which the library can customize the System for public display.
· Describe in detail how library patrons can customize or set preferences for context-sensitive linking.
· Describe the help functions available to assist library patrons
5.2.7. Additional Functionality
Describe in detail any additional functionality that the System provides. Explain why this functionality is important to such a system.
5.2.8. Context-Sensitive Linking Technical Requirements
5.2.8.1. Architecture and Platforms
5.2.8.1.1. Describe the architecture of the System in specific terms, including hardware and software required, and recommended, but optional, add-on software products. Clearly note which parts the software includes in its distribution. Descriptions should include a high level diagram.
5.2.8.1.2. Specify recommended and possible hardware platforms, including clustering options. It is anticipated that the hardware will be purchased separately by UWS. If third-party hosting is offered, please so state. Any associated costs for selecting third-party hosting services should be listed separately in the Cost Proposal.
5.2.8.1.3. List all third-party components (e.g., web application server, RDBMS) required by the System. Indicate those which may be upgraded independently of System software releases and which may not.
5.2.8.1.4. Identify all communication protocols supported by the software, including any private extensions. Include any ports which must be dedicated to the System. What secured connections are supported for what aspects of the System?
5.2.8.1.5. List all operating systems (including versions) on which the host System may be run. When the software is upgraded, for which operating systems is it first made available?
5.2.8.1.6. List all operating systems (including versions) supported for client applications used for System administration, database maintenance, or user access.
5.2.8.1.7. List all web browsers supported including version and operating system.
5.2.8.1.8. Describe in detail how the System can be configured to be used by members of a consortium, with each member maintaining its own collections, policies, configuration options, and user base (both staff and public).
5.2.8.1.9. Describe the level of support for Unicode. Which UTFs are used or supported? List all scripts (e.g. Arabic, Cyrillic, Latin) supported for input and display. Is Unicode data stored, indexed, and made available for query and display natively, or is it mapped to a System-internal encoding?
5.2.8.2. Database
5.2.8.2.1. Describe the database system(s) used for each component of the System.
5.2.8.2.2. Give the database schema used by the System. Clearly show which aspects of the System, (e.g. user accounts), are used by which portion of the schema.
5.2.8.2.3. Describe how metadata is stored (e.g. in RDBMS tables, SGML/XML).
5.2.8.2.4. Describe the application's logging capabilities and options. What events must be logged, and which may optionally logged? How often can logs be refreshed? What tools are available for log scanning or for real-time monitoring for intrusion detection?
5.2.8.3. Data and Object Storage
5.2.8.3.1. Identify and discuss all components and objects that are stored by the System. Include, application data, user data, security data, application logic, program code, stored procedures, and so on. Describe which of these must be stored within System databases and which must be stored outside of System databases. Indicate which are optionally stored within or outside of the System.
5.2.8.3.2. Describe the distributability and scalability of the storage system.
5.2.8.3.3. Provide recommended space allocation per user for storage of personalized or other user-specific data.
5.2.8.4. Performance and Scalability
5.2.8.4.1. Describe how user state or session information is maintained and transmitted, and how the number of concurrent users or sessions is determined.
5.2.8.4.2. What, if any, is the limit on the number of concurrent open patron sessions supported by the System? What, if any, is the limit on active staff sessions supported by the System? If there are limits, describe what happens when either of these limits is reached (e.g. users are prevented from starting new sessions).
5.2.8.4.3. What is the largest number of concurrent open patron sessions experienced by current production installations of the software?
5.2.8.4.4. Describe the effects of adjusting the session timeout value on the performance of the System. Give a recommendation for the value.
5.2.8.4.5. Describe all known factors that may negatively affect System performance.
5.2.8.4.6. Does the System use methods for process prioritizing and load balancing? Describe them.
5.2.8.4.7. Define the scalability and performance benchmarks determined for the System, and provide details of the latest benchmark testing.
5.2.8.4.8. List the hardware requirements for supporting:
· 500;
· 2000; and
· unlimited number of users, when timeout is set to a) 15 or b) 30 minutes?
5.2.8.4.9. For the hardware configurations described, what is the expected time required to retrieve metadata result sets of 100, 1,000, or 10,000 records?
5.2.8.5. Availability and Maintenance
5.2.8.5.1. Describe all instances when the System may be unavailable for staff or user access (e.g. during software updates, database loads, index regens). Include indications of how size of databases impacts such required outages.
5.2.8.5.2. Identify all uses of batch updates, including processes that are scheduled directly with job scheduling tools, and processes that are scheduled “behind the scenes” as part of the online System.
5.2.8.5.3. Describe the processes of backup and recovery. For purposes of recovery, describe how backups, in combination with forward recovery from transaction logs, can prevent data loss in the event of an unanticipated outage. Describe whether and how backups can be made during normal use of the System, including any impacts on performance.
5.2.8.5.4. Describe the process for installing a new release of the application. Describe how local modifications to interfaces, data structures, etc., are maintained during an application version upgrade, and which local modifications must be reapplied after such an upgrade.
5.2.8.5.5. Describe performance monitoring tools and options.
5.2.8.5.6. How are software bugs reported and tracked? Describe in detail mechanisms for reporting, tracking, and disseminating information on outstanding problems.
5.2.8.5.7. Describe the organization’s support for prior releases. When does the organization discontinue support of a prior release?
5.2.8.6. Development Environment
5.2.8.6.1. Describe all application programming interface (API) or a software development kits (SDK) available (e.g. for creation of automated import programs or alternative search and browse interfaces).
5.2.8.6.2. Describe any other tools provided for customization of user interfaces or System services.
5.2.8.7. Integration
5.2.8.7.1. Indicate how this application could be integrated with each of the other software components described in this RFP: Cross-Database Searching (Sec. 5.1), and DOMS (Sec. 5.3), whether from the same vendor or other vendors.
5.2.8.7.2. Describe ways in which the System can integrate with the following products licensed by UWS: Voyager, ILLiad, D2L.
5.2.8.7.3. Does the System support the Open Archives Initiative Protocol for Metadata Harvesting (OAI-MPH) as a data provider? As a harvester? With what version(s) of OAI-PMH is the System is fully compliant for data provider and harvester services?
5.2.8.7.4. Does the System implement ANSI/NISO Z39.50 Application Service Definition and Protocol Specification? Does it comply with Z39.50 as specified in the Bath Profile, version 1.1? What other Z39.50 services and attributes does it support?
5.2.8.7.5. Describe the System's support for OpenURL version 1.0.
5.2.8.7.6. Indicate other typical applications or services with which this application can integrate or interface.
5.2.8.8. Security
5.2.8.8.1. Describe the System's support for network transport encryption (e.g. SSL), either for front-end connections to Web interface, or for tunneled connections between application components on different hosts.
5.2.8.8.2. Describe any procedures in place to allow timely notification and remediation of security problems.
5.2.8.8.3. If System components run on different hosts, how easy is it to identify, change, and secure the network routes between them (e.g. to identify and change port numbers for firewall configuration)?
5.2.8.8.4. Identify all instances in which System processes require access to (or run as) privileged UNIX accounts (e.g. root).
5.2.8.8.5. What procedures are in place for secure and monitored vendor access to hosts and applications (e.g. ssh + sudo)?
5.2.8.8.6. Identify any other security controls provided in the System, (e.g. checking of user inputs to prevent buffer overflow conditions).
5.2.8.9. System Administration
5.2.8.9.1. Describe the system administration module and interface. The description should include, among other features:
· timeout control
· access/authorization control
· System parameterization
· management of metadata indexing
· collection/database creation
5.2.8.9.2. Describe how delegated administrators are able to differentiate and secure levels of access across the System. Describe how the system administration module itself can be segmented, to authorize staff to manage certain aspects and only those aspects. Define levels of granularity of authorization.
5.2.8.9.3. Describe how, in a consortium setting, system administration features such as management of collections can be delegated to the Consortium member libraries.
5.2.8.9.4. Identify the level of technical expertise required to use the system administration application.
5.2.8.9.5. List necessary and recommendable programming or other technical skills (indicate level) for system administrators. What aspects of support require highly technical application specialists?
5.2.8.9.6. Describe the statistical reporting capabilities of the System. Provide a complete list of all of the standard reports. Describe the electronic formats the reports can be delivered in.
5.2.8.10. Patron Authentication and Access
5.2.8.10.1. Explain how the System supports end-user and staff authentication and authorization. Include all options supported by the system, (e.g. IP wrapping, password/ID, Public/private key, certificates, LDAP, Shibboleth). Describe whether the System provides its own authentication and access control systems, which external systems it supports, and whether this is a configurable option.
5.2.8.10.2. Describe the ability of the System to make authorization decisions based on users’ attributes (e.g. student vs. faculty status), including the ability to access external systems (e.g. ILS patron database) for those attributes.
5.2.8.10.3. Describe the ability of the System to support proxy server use for patrons accessing the System from outside the campus.
5.2.8.10.4. Describe which user transactions occur over secure channels (i.e., network transport encryption), and which do not.
5.2.8.10.5. Describe all instances (e.g., logs, database tables) where specific users are associated with specific transactions and access to specific resources. In each case, indicate how long that information is retained, and whether and how it can be purged without affecting the System’s functionality.
5.2.8.10.6. Describe how the System authenticates or maintains authentication of users from one licensed resource to another, whether the resource uses IP-based authentication or if access is controlled by username/password.
5.2.8.10.7. If the link resolver is not hosted by the library, does this have any affect on what IP address will appear to the target resource as far as authentication is concerned?
5.2.8.11. Rights Management
5.2.8.11.1. Describe how the System manages rights for both owned and licensed material, and how this integrates with the authentication and authorization process.
5.2.8.11.2. Can the System define access profiles by:
· user roles or other group attributes (e.g. institutional affiliation)?
· individual user attributes that override user group attributes?
· IP spaces?
5.2.8.11.3. Does the System provide a license tracking system? If so, describe it.
5.2.8.11.4. Does the System generate automated administrator-set prompts or reports when renewal/expiry dates are due?
5.2.8.12. Implementation
5.2.8.12.1. Is the proposed System in current production and installed at a customer site? Provide a list of sites in production.
5.2.8.12.2. Provide current release/version number(s) and date(s) for the System.
5.2.8.12.3. Provide an estimated implementation/delivery schedule.
5.2.8.12.4. What consulting services are included for System installation, and implementation?
5.2.8.12.5. Summarize the roles of the vendor and UW System during the implementation process.
5.2.8.13. Training and Other Services
5.2.8.13.1. Describe the training provided with the purchase of this System ,including class descriptions and training objectives for staff, methods used (e.g. instructor led, distance learning, “train-the-trainer”, CBT), locations, and frequency of offerings. Identify the standard training and any customized training that is available to reflect individual institution needs, and include any limitations such as class sizes, locations, and time limits. Any additional costs associated with add-on or customized training should be listed separately in the Cost Proposal.
5.2.8.13.2. Describe the consulting services offered for typical types of work.
5.2.8.14. Technical Support
5.2.8.14.1. Describe the on-going support available to staff, including hot line or toll free numbers, day and time availability, and any restrictions. Identify the amount of staffing and the funds as a percent of revenue that are devoted to customer support. List any web sites used for support purposes.
5.2.8.14.2. Describe how information releases (e.g. technical updates or informational releases for users) are distributed or made available to clients.
5.2.8.14.3. Describe the user and technical documentation that is available for the System. Include information on documentation that provides:
· an overview of the System
· installation/configuration information
· system and database administration
· technical information on jobs or modules executed
· data element documentation
· description of tables and views and the relationship of database entities
· context sensitive help
5.2.8.15. Accessibility Issues
Describe in detail how the System addresses web accessibility issues including a statement of the current level of compliance with Section 508, and/or future plans to achieve compliance.
5.3 Digital Object Management System (DOMS)
5.3.1. Capturing Objects
5.3.1.1. Describe the support and typical workflow for capturing and/or describing objects using
qualified and unqualified Dublin Core. Address all available media types (e.g. discrete objects, a series of related objects, a structured manuscript containing images and text, bibliographic citations) and any other multimedia objects. Where possible, discuss any relationships between Dublin Core and MARC provided for by the System.
5.3.1.2. Describe the process by which the capture of objects and corresponding administrative,
descriptive or structural metadata can be automated. Address batch processing, Internet standards employed for the transfer of objects and metadata across systems, data communications error reporting, data integrity checking, compression routines, virus checking, time/date stamping, and other related issues.
5.3.1.3. Specify any other information the System can automatically record from the capture
process.
5.3.1.4. Describe the System’s capabilities for importing existing metadata generated by other
data capture/storage desktop software programs (e.g. spreadsheet programs, scanning utilities, database applications).
5.3.1.5. Describe the System’s ability to incorporate Optical Character Recognition (OCR) into
the capture process.
5.3.1.6. Describe the System’s image capture and editing features (e.g., rotate, flip, crop)
including the production and management of derivative files.
5.3.1.7. Describe the way that the System associates digital object files with metadata records.
5.3.1.8. Describe the System’s support for digital object watermarking (visible or invisible).
Note any specific standards or schemes used in providing this functionality.
5.3.2. Metadata
Describe the System support for metadata creation, editing and delivery. In the response to sections 5.3.2.1-5.3.2.4 below, include: 1) how the specific types of metadata are supported within the System in general; 2) which data are automatically generated by the System; 3) which data can be automatically generated OR manually generated; and, 4) which data can ONLY be manually generated. In each case, be specific as to which metadata standards or schemas are supported by the System.
5.3.2.1. General
· Describe any templates or other tools that can be used to insure consistency and validity of data elements and make data entry processes more efficient. Describe the extent to which it is possible to build on these templates to include locally defined fields.
· Describe any System provisions for staff to edit data from within a table-level view and any limits that would be placed on staff with regard to the editing of data (e.g. data must be entered using vendor-supplied forms only).
· Does this System provide for cross-walks or transformations between metadata formats (e.g., MARC to Dublin Core)? Describe all schemes for which such mapping is available.
· Describe the formats or schemas in which the System stores, searches, and displays metadata.
· Describe any support for the creation and delivery of databases that do not include digital objects (i.e., citation-only databases).
·
Describe the support for performing global
updates to the data at the field level (i.e., text find/replace functions).
5.3.2.2. Administrative
technical metadata
· Describe the System’s abilities to automatically generate, explore and/or record technical metadata relating to the characteristics of digital objects. Discuss support for capturing and providing metadata about technical characteristics such as file formats and attributes, character sets, software requirements for accessing objects, software requirements for delivering objects and the System’s process or support for capturing, editing and storing technical metadata.
· Describe any specific technical metadata schemes employed or supported by the System that relate to media asset management (e.g., Z39.87-2002 NISO Data Dictionary - Technical Metadata for Digital Still Images).
· Describe the System’s ability to allow for customizing the input of data.
· Describe the System’s ability to support statistical and auditing requirements.
rights metadata
· Describe the System’s support for digital rights management languages (e.g. Digital Property Rights Language (DPRL), eXtensible rights Markup Language (XRML)).
preservation metadata
· Describe the System’s support for preservation metadata, addressing such issues as the control of different versions and/or locations of objects and the storage and/or display of derivative and master files (e.g., explain whether the System uses the Open Archives Information System Reference Model).
5.3.2.3. Descriptive
· Describe all descriptive/bibliographic metadata schemes supported by the System (e.g., MARC, Metadata Object Description Schema (MODS), IMS (instructional objects), Content Standard for Digital Geospatial Metadata (CSDGM) and Dublin Core (qualified and unqualified)).
· Describe any support the System has for mapping locally defined descriptive metadata to qualified Dublin Core for the purpose of OAI-PMH harvesting.
· Describe any support for existing controlled vocabulary tools (e.g., Library of Congress Thesaurus for Graphic Materials, The Getty Art and Architecture Thesaurus).
5.3.2.4. Structural
Describe all structural metadata (to support complex object presentation and navigation) supported by the System. List support for any schemes (e.g. Encoded Archival Description (EAD), Metadata Encoding and Transcription Standard (METS)).
5.3.3. Collections And Object Management
5.3.3.1. Describe how the System handles the definition, creation, storage and retrieval of data
in:
· logically distinct collections and sub-collections
· logical hierarchies of collections
· virtual collections
5.3.3.2. Describe System support (storage, retrieval, display) for the following:
· single object in more than one collection (and cross-referencing between records in both/all collections)
· sub-collection in more than one collection (and cross-referencing between records in both/all collections)
· maintenance of sub-collection as distinct entity within a collection
· Describe any restrictions on the number of objects in a single collection
5.3.3.3. Describe how the System supports and records/expresses relationships between versions
of the same image. Where are these stored and how does the System support the management of these files?
5.3.3.4. Object Management
· Describe how links are maintained between metadata records and digital objects.
· Describe how the System maintains a reference to copies of content held as offline protection copies (e.g., references to a DAT tape).
· Describe in detail any directory and file-naming conventions required by the System.
5.3.4. Long-Term Preservation
5.3.4.1. Describe the System’s capabilities to migrate/convert digital objects and metadata to new formats and technologies as hardware and/or software become obsolete. Address such matters as long-term storage, data integrity and usability of data housed within the System.
5.3.4.2. How does the System provide for the retrieval and delivery of the archived objects, their associated metadata and any references to the software required to view the said objects/files?
5.3.4.3. Describe the System’s use and/or support of the Open Archival Information System reference model.
5.3.5. Staff Interface
Describe the staff interface and its associated screen views, any required clients or hardware, and navigation features.
5.3.6. Patron Interface
5.3.6.1. Describe all patron interface customization options, including basic and advanced search
screens. Detail all customization options available, including, but not restricted to, field labels, field choices, sort order, limits, search types, and browsable indexes.
5.3.6.2. Describe any System-level functionality that will aid in conducting usability studies.
5.3.6.3. Explain the System’s help system for users, including context sensitive help. Describe
the degree to which the help system can be customized for local and/or consortial use.
5.3.6.4. Describe personal services featured in the System. Clearly identify how this
functionality is supported as a component of the DOMS System (e.g., book-shelf, profile, saved searches).
5.3.7. Indexing
Explain the indexing capabilities and options of the System.
5.3.7.1. Describe the System’s ability to perform all indexing in real-time as well as staff
initiated index regeneration. Describe the System’s support for reversed inheritance-indexing.
5.3.7.2. Describe the degree to which the System enables the creation and/or definition of local indexes. Discuss the degree to which libraries can merge fields into a combined index. Discuss the degree to which libraries can define which fields are merged in creating the index.
5.3.7.3. Describe the System’s ability to index full-text data derived from Optical Character
Recognition (OCR).
5.3.7.4. Does the System provide support for indexing all non-textual data types (e.g., numerical
and/or date searching, geo-spatial coordinates)?
5.3.7.5. Describe the System support for the use of stop words. Describe the extent to which
libraries can edit the list of default terms.
5.3.7.6. Describe any support for Unicode, diacritics and other related issues in the context of
indexing and retrieval.
5.3.7.7. Describe the rules used by the System for the normalization of data (e.g., punctuation,
capitalization, stop-words). Describe any specific standards or rules used by the System for these purposes (e.g., Anglo-American Cataloguing Rules, 2nd ed (AACR2), Library of Congress Subject Headings (LCSH), Name Authority Cooperative (NACO). To what extent can the libraries edit these rules?
5.3.8. Searching
Explain the search and navigation capabilities for both users and staff mode access. If they are different, clearly define and distinguish each. Discuss the System’s search features for every type of object supported by the System (e.g., TEI, EAD, audio, video, static images, structured text documents, multiple images in a series). In addition, attach screen captures of all relevant search screens.
5.3.8.1. Does the System provide support for searching on all non-textual data types (e.g.,
numerical and/or date searching, geo-spatial coordinates)?
5.3.8.2. Describe how the System accommodates the simultaneous searching of disparate media types and/or metadata schemes in the same or in different collections (e.g. does the System allow for the simultaneous searching of an EAD finding aid and a set of Dublin Core records?).
5.3.8.3. Describe any search features (and their rules) provided for by the System (e.g., phrase vs. word searching, truncation, adjacency, etc.).
5.3.8.4. Describe any numeric or non-textual search features (and their rules) provided for in the System (e.g., numeric, data, geo-spatial).
5.3.8.5. Describe how search limits are handled by the System. Are limits applied as additional
search criteria or as filters on result sets?
5.3.8.6. Describe in detail how the System handles search results. Indicate, when applicable, which options can be modified or customized by the libraries:
· display options for metadata records, whether as single records or in results sets
· sort order options. Describe the degree to which the library can define sort orders and the degree to which users can override these default settings
· saving and manipulating search histories of retrieved sets
· merging and de-duplication of records when searching across multiple collections
· Explain how records from a results set can be marked/stored for later retrieval or export. What formats are available to facilitate the exporting of digital objects and their associated metadata to other software programs (e.g., course management tools, citation tools).
5.3.9. Digital Object Behaviors
Describe System support for behaviors of all digital objects supported by the System. Describe, for each object type, the level to
which it is supported in the System, addressing such issues as: storage only,
display and play controls, version, size limits, number
of simultaneous users, behaviors for viewing, navigating and exporting objects
along with their associated metadata.
At a minimum, address the support (or lack thereof) for the following types of
digital objects:
· Still images
· Encoded Archival Description (EAD)
· Encoded text (TEI)
· Facsimiles of text (e.g. page images)
· Audio
· Video
· Citations
5.3.9.1. Explain how users can export retrieved digital objects with their associated metadata. Describe how the library can specify what levels or types of metadata are exported. Discuss any capabilities provided for in the System to enable users to export, download or otherwise incorporate objects and their associated metadata into other systems (e.g., course management tools or metadata schemes).
5.3.9.2. Describe any limits (e.g. small, medium, large) on the number of derivatives that can be displayed for any given object within the System and the manner in which users will navigate between these relatively-sized objects.
5.3.10. Linking
Describe how the DOMS supports Open URL linking from citations in the DOMS. Discuss the System’s ability to allow OpenURL linking to objects stored in the DOMS and cited elsewhere.
5.3.11. E-Commerce Capabilities
Describe how the System can support e-commerce functionality, or how it can be interfaced to use external e-commerce software. Identify specific software products that have been successfully implemented with this System.
5.3.12. Digital Object Management System Technical Requirements
5.3.12.1. Architecture and Platforms
5.3.12.1.1. Describe the architecture of the System in specific terms, including hardware and software required and recommended but optional add-on software products. Clearly note which parts the software includes in its distribution. Descriptions should include a high level diagram.
5.3.12.1.2. Specify recommended and possible hardware platforms, including clustering options. It is anticipated that the hardware will be purchased separately by the University. If third-party hosting is offered, please so state. Any associated costs for selecting third-party hosting services should be listed separately in the Cost Proposal.
5.3.12.1.3. List all third-party components (e.g., web application server, RDBMS) required by the System. Indicate those which may be upgraded independently of System software releases and which may not.
5.3.12.1.4. Identify all communication protocols supported by the software, including any private extensions. Include any ports which must be dedicated to the System. What secured connections are supported for what aspects of the System?
5.3.12.1.5. List all operating systems (including versions) on which the host System may be run. When the software is upgraded, for which operating systems is it first made available?
5.3.12.1.6. List all operating systems (including versions) supported for client applications used for System administration, database maintenance, or user access.
5.3.12.1.7. List all web browsers supported including version and operating system.
5.3.12.1.8. Describe in detail how can the System can be configured to be used by members of a consortium, with each member maintaining its own collections, policies, configuration options, and user base (both staff and public)?
5.3.12.1.9. Describe the level of support for Unicode: which UTFs are used or supported? List all scripts (e.g. Arabic, Cyrillic, Latin) supported for input and display? How is Unicode data stored, indexed, and made available for query and display – natively, or mapped to a System-internal encoding?
5.3.12.2. Database
5.3.12.2.1. Describe the database system(s) used for each component of the System.
5.3.12.2.2. Give the database schema used by the System. Clearly show which aspects of the System, for example user accounts, are used by which portion of the schema.
5.3.12.2.3. Describe the extent to which the System supports SGML/XML data structures for digital objects, including:
· hierarchically nested data elements (subfields)
· attributes
· repeating elements
· ordered elements
· ID/IDREF linking
5.3.12.2.4. Describe how metadata is stored, (e.g. in RDBMS tables, SGML/XML).
5.3.12.2.5. Describe the System capabilities for support of persistent identifiers, as well as options for using external options such as a Handles server. Describe the System processes for the creation, maintenance and reporting functions related to persistent identifiers.
5.3.12.2.6. Describe the application's logging capabilities and options. What events must be logged, and which may optionally logged? How often can logs be refreshed? What tools are available for log scanning or for real-time monitoring for intrusion detection?
5.3.12.3. Data and Object Storage
5.3.12.3.1. Identify and discuss all components and objects that are stored by the System. Include, application data, user data, security data, application logic, program code, stored procedures, and so on. Describe which of these must be stored within System databases and which must be stored outside of System databases. Indicate which are optionally stored within or outside of the System.
5.3.12.3.2. Explain how the System supports storage and retrieval of digital objects. Describe options for storing objects in the System as well as on remote servers for access and preservation. Explain options for distributed application and storage servers, and indicate the degree to which the System can be scaled for this purpose.
5.3.12.3.3. Describe how the System supports batch loading of records into existing databases. How do these updates impact upon records already in the database?
5.3.12.3.4. Describe how the System supports the export of metadata in all of its internally supported formats.
5.3.12.3.5. Describe the distributability and scalability of the storage system.
5.3.12.3.6. Provide recommended space allocation per user for storage of personalized or other user-specific data.
5.3.12.3.7. Describe the System capabilities for insuring the integrity of stored objects including methods of validation and any types of reports that the System maintains for this purpose.
5.3.12.4. Performance and Scalability
5.3.12.4.1. Describe how user state or session information is maintained and transmitted, and how the number of concurrent users or sessions is determined.
5.3.12.4.2. Is there a limit on the number of concurrent open patron sessions or active staff sessions supported by the System? If so, describe what happens when either of these limits is reached: e.g., are users prevented from starting new sessions?
5.3.12.4.3. What is the largest number of concurrent open patron sessions experienced by current production installations of the software?
5.3.12.4.4. Describe the effects of adjusting the session timeout value on the performance of the System? Give a recommendation for the value.
5.3.12.4.5. Describe any known factors that may negatively affect System performance.
5.3.12.4.6. Does the System use methods for process prioritizing and load balancing? Describe them.
5.3.12.4.7. Define the scalability and performance benchmarks determined for the System, and provide details of the latest benchmark testing.
5.3.12.4.8. For the hardware configurations described, what is the expected time required to retrieve metadata result sets of 100, 1,000, or 10,000 records?
5.3.12.4.9. List the hardware requirements for supporting:
· 500;
· 2000; and
· unlimited number of users, when timeout is set to
o 15 or
o 30 minutes?
5.3.12.5. Availability and Maintenance
5.3.12.5.1. Describe all instances when the System may be unavailable for staff or user access, e.g. during software updates, database loads, index regens, etc. Include indications of how size of databases impacts such required outages.
5.3.12.5.2. Identify all uses of batch updates, including processes that are scheduled directly with job scheduling tools, and processes that are scheduled “behind the scenes” as part of the online System.
5.3.12.5.3. Describe the processes of backup and recovery. For purposes of recovery, describe how backups, in combination with forward recovery from transaction logs, can prevent data loss in the event of an unanticipated outage. Describe whether and how backups can be made during normal use of the System, including any impacts on performance.
5.3.12.5.4. Describe the process for installing a new release of the application. Describe how local modifications to interfaces, data structures, etc., are maintained during an application version upgrade, and which local modifications must be reapplied after such an upgrade.
5.3.12.5.5. Describe performance monitoring tools and options.
5.3.12.5.6. How are software bugs reported and tracked? Describe in detail mechanisms for reporting, tracking, and disseminating information on outstanding problems.
5.3.12.5.7. Describe the organization’s support for prior releases. When does the organization discontinue support of a prior release?
5.3.12.6. Development Environment
5.3.12.6.1. Describe all application programming interface (API) or software development kits (SDK) available, e.g. for creation of automated import programs or alternative search and browse interfaces.
5.3.12.6.2. Describe any other tools provided for customization of user interfaces or System services.
5.3.12.7. Integration
5.3.12.7.1. Indicate how this application could be integrated with each of the other software components described in this RFP: Cross-Database Searching (Sec. 5.1), and Cross-Linking (Sec. 5.2), whether from the same vendor or other vendors.
5.3.12.7.2. Describe ways in which the System can integrate with the products licensed by UWS as follows: Voyager, ILLiad, D2L.
5.3.12.7.3. Does the System support the Open Archives Initiative Protocol for Metadata Harvesting (OAI-MPH) as a data provider? As a harvester? With what version(s) of OAI-PMH is the System is fully compliant for data provider and harvester services?
5.3.12.7.4. Does the System implement ANSI/NISO Z39.50 Application Service Definition and Protocol Specification. Does it comply with Z39.50 as specified in the Bath Profile, version 1.1? What other Z39.50 services and attributes does it support?
5.3.12.7.5. Describe the System's support for OpenURL version 1.0.
5.3.12.7.6. Describe in detail the level of support for the Open Knowledge Initiative (OKI).
5.3.12.7.7. Indicate other typical applications or services with which this application can integrate or interface.
5.3.12.8. Security
5.3.12.8.1. Describe the System's support for network transport encryption, (e.g. SSL), either for front-end connections to Web interface, or for tunneled connections between application components on different hosts.
5.3.12.8.2. Describe any procedures in place to allow timely notification and remediation of security problems.
5.3.12.8.3. If System components run on different hosts, how easy is it to identify, change, and secure the network routes between them (e.g. to identify and change port numbers for firewall configuration)?
5.3.12.8.4. Identify all instances in which System processes require access to (or run as) privileged UNIX accounts (e.g. root).
5.3.12.8.5. What procedures are in place for secure and monitored vendor access to hosts and applications (e.g. ssh + sudo)?
5.3.12.8.6. Identify any other security controls provided in the System, such as checking of user inputs to prevent buffer overflow conditions.
5.3.12.9. System Administration
5.3.12.9.1. Describe the System Administration module and interface. The description should include, among other features:
· timeout control
· access/authorization control
· System parameterization
· management of metadata indexing
· collection/database creation
5.3.12.9.2. Describe how delegated administrators are able to differentiate and secure levels of access across the System. Describe how the system administration module itself can be segmented, to authorize staff to manage certain aspects and only those aspects. Define levels of granularity of authorization.
5.3.12.9.3. Describe how, in a Consortium setting, system administration features such as management of collections can be delegated to the Consortium member libraries.
5.3.12.9.4. Identify the level of technical expertise required to use the system administration application.
5.3.12.9.5. List necessary and recommendable programming or other technical skills (level indicated) for system administrators. What aspects of support require highly technical application specialists?
5.3.12.9.6. Describe the statistical reporting capabilities of the System. Provide a complete list of all of the standard reports. Describe the electronic formats the reports can be delivered in.
5.3.12.10. Patron Authentication and Access
5.3.12.10.1. Explain how the system supports end-user and staff authentication and authorization. Include all options supported by the system, such as IP wrapping, password/ID, Public/private key, certificates, LDAP, Shibboleth, or others. Describe whether the System provides its own authentication and access control systems, which external systems it supports, and whether this is a configurable option.
5.3.12.10.2. Describe the ability of the System to make authorization decisions based on users’ attributes (e.g. student vs. faculty status), including the ability to access external systems (e.g. ILS patron database) for those attributes.
5.3.12.10.3. Describe the ability of the System to support proxy server use for patrons accessing the System from outside the campus?
5.3.12.10.4. Describe which user transactions occur over secure channels (i.e., network transport encryption), and which do not.
5.3.12.10.5. Describe all instances (e.g., logs, database tables) where specific users are associated with specific transactions and access to specific resources. In each case, indicate how long that information is retained, and whether and how it can be purged without affecting the System’s functionality.
5.3.12.11. Rights Management
5.3.12.11.1. Describe how the System manages rights for both owned and licensed material, and how this integrates with the authentication and authorization process.
5.3.12.11.2. Can the System define access profiles by:
· user roles or other group attributes such as institutional affiliation (describe);
· individual user attributes that override user group attributes;
· IP spaces
5.3.12.11.3. At what levels of aggregation can access policies be asserted:
· Collection?
· Subcollection?
· Object (or record)?
· File (for composite digital object)?
For example, if a digital object, represented by a single metadata record, consists of several separate digital images, how can access to those images be controlled separately?
5.3.12.11.4. How are access policies represented in the System? Can the System associate digital objects with access or license policies for purposes of access control? If so, describe how the linkage occurs.
5.3.12.12. Conversion And Implementation
5.3.12.12.1. Is the proposed System in current production and installed at a customer site? Provide a list of sites in production.
5.3.12.12.2. Provide current release/version number(s) and date(s) for the System.
5.3.12.12.3. What consulting services are included for System installation, conversion and implementation?
5.3.12.12.4. Summarize the roles of the vendor and UW System during the conversion and implementation process
5.3.12.13. Training and Other Services
· Describe the training provided with the purchase of this System including class descriptions and training objectives for staff, methods used (instructor led, distance learning, “train-the-trainer”, CBT, etc.), locations, and frequency of offerings. Identify the standard training and any customized training that is available to reflect individual institution needs, and include any limitations such as class sizes, locations, and time limits. Any additional costs associated with add-on or customized training should be listed separately in the Cost Proposal.
· Describe the consulting services offered for typical types of work.
5.3.12.14. Technical Support
- Describe the on-going support available to staff, including hot line or toll free numbers, day and time availability, and any restrictions. Identify the amount of staffing and the funds as a percent of revenue that are devoted to customer support. List any web sites used for support purposes.
- Describe how information releases, such as technical updates or informational releases for users are distributed or made available to clients.
- Describe the user and technical documentation that is available for the System. Include information on documentation that provides:
- an overview of the System;
- installation/configuration information;
- system and database administration;
- technical information on jobs or modules executed;
- data element documentation;
- description of tables and views and the relationship of database entities; and
- context sensitive help
6.0 COST PROPOSAL
6.1 General instructions on preparing cost proposals
The cost proposal should be submitted in a separate envelope with the written proposal. The proposal will be scored using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing methodologies and models are available to analyze the cost information submitted to determine the lowest costs to UWS. UWS will select one method and use it consistently throughout its analysis. The cost methodology will be available at the time that the proposals are due.
6.2 Format for submitting cost proposals
NOTE: Separate Cost Proposals are required for the products addressing sections 5.1, 5.2, and 5.3 (Cross-Database Searching, Context-Sensitive Linking, and Digital Object Management System (DOMS)).
The required Cost proposal format is provided in Appendix C.
Vendor should explain how pricing is determined whether based on FTE counts or some other method.
Directions for Appendix C
Software License
List the software license cost for the total System. Identify whether the software license is perpetual, and if not, the term of the original license.
Maintenance & Upgrades
State the length of the initial warranty period and note what is included in the warranty. Then note the maintenance costs for each year after the warranty period. Note any discount available if UWS were to prepay maintenance.
Training
State the number of training units included in the license cost. State the cost to purchase additional training units. State the length of life of the training units included in the cost of the contract and for any additional training units purchased. State the average number of units required to train technical staff. State the average number of units required to train an end user of the System.
Technical Documentation
Note the number of copies included with the System. Note the price for additional copies.
Installation Support
Note if there is a separate cost for installation and what that price is.
Consulting
Note the hourly rates for consulting services in the categories identified.
Third Party Software
The contractor shall identify the cost of all third party software that is required to be purchased by UWS in order to achieve the functionality promised by this proposal, if the cost is not included in the original license cost. Identify the following:
· Provide detailed information on the System name/Vendor/Version/Model number, etc.
· Indicate if this can be acquired through the contractor and/or directly from the third party vendor.
· Indicate the costs if it can be acquired from the contractor and is not included in the initial license cost.
· Identify how the System is priced.
· Identify all options and price variations.
· If appropriate, identify price scale for components whose price is based on implementation, configuration, environment or other variables.
· If third-party integrations exist, and are priced separately, indicate their cost.
6.3 Fixed price period
All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for one hundred and twenty (120) calendar days starting on the due date for proposals.
7.0 SPECIAL CONTRACT TERMS AND CONDITIONS
7.1 Payment requirements and acceptance
The payment schedule and associated testing and acceptance schedule will be negotiated at the time of award.
7.2 Liquidated damages
The contractor acknowledges that damages will be incurred by UWS in the event there is significant downtime experienced. UWS shall pass on the actual costs of damages incurred onto the contractor, not to exceed the total dollar value of the contract, for significant downtime experienced during the term of the contract. The contractor agrees that UWS shall have the right to liquidate such damages, through deduction from the contractor's invoices, in the amount equal to the damages incurred, or by direct billing to the contractor.
7.3 Source Code Escrow
The contractor shall keep and maintain current a copy of the source code in escrow with an escrow agent. The contractor will pay all costs of providing and maintaining the source code in escrow, including the fee of the escrow agent. Prior to final System acceptance, the contract will provide the UWS Contract Administrator a copy of the agreement between the contractor and the escrow agent to verify the source code has been placed in escrow. The agreement between the contractor and the escrow agent will authorize the escrow agent to release the source code to UWS in the event that one or more of these events occur:
a) The contractor becomes the subject of a bankruptcy proceeding
b) The contractor, or its successor organization, fails or refuses to support the software installed at UWS
c) All or any material part of the source code is generally made available by the
contractor, with or without additional cost, to other users of comparable software
d) The contractor, or successor organization, is unable to support the UWS as specified
in this contract
7.4 Prime contractor and minority business subcontractors
The prime contractor will be responsible for contract performance when subcontractors are used. However, when subcontractors are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the proposer must clearly explain their participation.
The State of
The State of
A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. The listing is published on the Internet at: http://www.doa.state.wi.us/dsas/mbe/index.asp.
7.5 Executed contract to constitute entire agreement
In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, and the proposal of the successful proposer, and additional terms agreed to, in writing, by UWS and the contractor shall become part of the contract. Failure of the successful proposer to accept these as a contractual agreement may result in a cancellation of award.
The following priority for contract documents will be used if there are conflicts or disputes.
Negotiated Contract or License and Service Agreement
Vendor's
Proposal Dated
UWS
Request for Proposal Dated
Standard Terms and Conditions
7.6 Termination of contract
UWS may terminate the contract at any time at its sole discretion by delivering ninety (90) days written notice to the contractor.
7.7
Secure
Encryption - Any data transmitted over a LAN or WAN must be encrypted.
7.8
Accessibility
- Section 508 accessibility compliance is required at the time of the
contract. (www.section508.gov). See section 5 for
more information on this.
7.9
Quality
of Service Metrics (exclusive of factors outside of the vendor's control):
· Maximum down time of 10 minutes to restart the System, on the platform configuration proposed.
· 99.9% up time on the platform configuration proposed.
7.10 Development or acquisition of additional UWS software
UWS may acquire or develop software (or software applications) that operate within or integrate with the Electronic Resources Management System for its own internal use. Such software shall remain the sole property of UWS. UWS reserves the right to run such software on the Electronic Resources Management System or elsewhere as needed.
7.11 Licensing for test environment
UWS may implement, in addition to a production instance, a test/development and/or 'hot spare' servers on the same or a different host machine without purchasing a separate license
7.12 Branding
UWS will not include any third-party branding in its implementation.
8.0 STANDARD TERMS AND CONDITIONS
UWS reserves the right to incorporate standard State contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions (DOA-3054) and Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681)). Failure of the successful proposer to accept these obligations in a contractual agreement may result in cancellation of the award.
1.0 SPECIFICATIONS: The specifications
in this request are the minimum acceptable.
When specific manufacturer and model numbers are used, they are to
establish a design, type of construction, quality, functional capability and/or
performance level desired. When
alternates are bid/proposed, they must be identified
by manufacturer, stock number, and such other information necessary to
establish equivalency. The State of
2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.
3.0 QUALITY: Unless otherwise
indicated in the request, all material shall be first quality. Items which are used, demonstrators,
obsolete, seconds, or which have been discontinued are unacceptable without
prior written approval by the State of
4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities to meet actual needs.
5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.
6.0 PRICING AND
DISCOUNT: The State of
6.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.
6.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the contractor which are demonstrated to be industrywide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.
6.3 In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).
7.0 UNFAIR SALES ACT: Prices quoted to the
State of
8.0 ACCEPTANCE-REJECTION: The State of
Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal is due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing office.
9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.
10.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized.
11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.
Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.
A good faith dispute creates an exception to prompt payment.
12.0 TAXES: The State of
The State of Wisconsin, including
all its agencies, is required to pay the Wisconsin excise or occupation tax on
its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle
fuel and general aviation fuel. However,
it is exempt from payment of
13.0 GUARANTEED DELIVERY: Failure of the contractor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the contractor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include the administrative costs.
14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written
contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.
15.0 APPLICABLE LAW: This contract shall
be governed under the laws of the State of
16.0 ANTITRUST ASSIGNMENT: The contractor and the State of
17.0 ASSIGNMENT: No right or duty in
whole or in part of the contractor under this contract may be assigned or delegated
without the prior written consent of the State of
18.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals.
19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis. Stats., or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities.
19.1 Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within fifteen (15) working days after the contract is awarded, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assistance regarding this clause are available from the contracting state agency.
19.2 The contractor agrees to post in
conspicuous places, available for employees and applicants for employment, a
notice to be provided by the contracting state agency that sets forth the
provisions of the State of
19.3 Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of the contract, or withholding of payment.
20.0 PATENT INFRINGEMENT: The contractor selling to the State of
21.0 SAFETY REQUIREMENTS: All materials,
equipment, and supplies provided to the State of
22.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor.
23.0 INSURANCE RESPONSIBILITY: The contractor
performing services for the State of
23.1 Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.
23.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.
23.3 The state reserves the right to require higher or lower limits where warranted.
24.0 CANCELLATION: The State of
25.0 VENDOR TAX DELINQUENCY: Vendors who have a
delinquent
26.0 PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities.
Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract.
27.0 PROPRIETARY INFORMATION: Any restrictions on
the use of data contained within a request, must be clearly stated in the
bid/proposal itself. Proprietary
information submitted in response to a request will be handled in accordance
with applicable State of
27.1 Data contained in a bid/proposal, all documentation
provided therein, and innovations developed as a result of the contracted
commodities or services cannot by copyrighted or patented. All data, documentation, and innovations
become the property of the State of
27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law, must be identified on a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.
28.0 DISCLOSURE: If a state public
official (s. 19.42, Wis. Stats.), a member of a state public official's
immediate family, or any organization in which a state public official or a
member of the official's immediate family owns or controls a ten percent (10%)
interest, is a party to this agreement, and if this agreement involves payment
of more than three thousand dollars ($3,000) within a twelve (12) month period,
this contract is voidable by the state unless appropriate disclosure is made
according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the State of
State classified and former
employees and certain
29.0 RECYCLED MATERIALS: The State of
30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).
31.0 PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use
of the State of
32.0 HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.
33.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Corporation,
1.0 ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of the bid/proposal of the successful contractor will become contractual obligations if procurement action ensues.
2.0 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By signing this bid/proposal, the bidder/proposer certifies, and in the case of a joint bid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:
2.1 The prices in this bid/proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder/proposer or with any competitor;
2.2 Unless otherwise required by law, the prices which have been quoted in this bid/proposal have not been knowingly disclosed by the bidder/proposer and will not knowingly be disclosed by the bidder/proposer prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other bidder/proposer or to any competitor; and
2.3 No attempt has been made or will be made by the bidder/proposer to induce any other person or firm to submit or not to submit a bid/proposal for the purpose of restricting competition.
2.4 Each person signing this bid/proposal certifies that: He/she is the person in the bidder's/proposer's organization responsible within that organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above; (or)
He/she is not the person in the bidder's/proposer's organization responsible within that organization for the decision as to the prices being offered herein, but that he/she has been authorized in writing to act as agent for the persons responsible for such decisions in certifying that such persons have not participated, and will not participate in any action contrary to 2.1 through 2.3 above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to 2.1 through 2.3 above.
3.0 DISCLOSURE OF
3.1 Prior to award of any contract, a potential contractor shall certify in writing to the procuring agency that no relationship exists between the potential contractor and the procuring or contracting agency that interferes with fair competition or is a conflict of interest, and no relationship exists between the contractor and another person or organization that constitutes a conflict of interest with respect to a state contract. The Department of Administration may waive this provision, in writing, if those activities of the potential contractor will not be adverse to the interests of the state.
3.2 Contractors shall agree as part of the contract for services that during performance of the contract, the contractor will neither provide contractual services nor enter into any agreement to provide services to a person or organization that is regulated or funded by the contracting agency or has interests that are adverse to the contracting agency. The Department of Administration may waive this provision, in writing, if those activities of the contractor will not be adverse to the interests of the state.
4.0 DUAL EMPLOYMENT: Section 16.417, Wis. Stats., prohibits an individual who is a State of Wisconsin employee or who is retained as a contractor full-time by a State of Wisconsin agency from being retained as a contractor by the same or another State of Wisconsin agency where the individual receives more than $12,000 as compensation for the individual’s services during the same year. This prohibition does not apply to individuals who have full-time appointments for less than twelve (12) months during any period of time that is not included in the appointment. It does not include corporations or partnerships.
5.0 EMPLOYMENT: The contractor will
not engage the services of any person or persons now employed by the State of
6.0 CONFLICT OF INTEREST: Private and non‑profit corporations are bound by ss. 180.0831, 180.1911(1), and 181.0831 Wis. Stats., regarding conflicts of interests by directors in the conduct of state contracts.
7.0 RECORDKEEPING AND RECORD RETENTION: The contractor shall establish and maintain adequate records of all expenditures incurred under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, state and local ordinances.
The contracting agency shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents relating to any contract resulting from this bid/proposal held by the contractor. The contractor will retain all documents applicable to the contract for a period of not less than three (3) years after final payment is made.
8.0 INDEPENDENT CAPACITY OF CONTRACTOR: The parties hereto agree that the contractor, its officers, agents, and employees, in the performance of this agreement shall act in the capacity of an independent contractor and not as an officer, employee, or agent of the state. The contractor agrees to take such steps as may be necessary to ensure that each subcontractor of the contractor will be deemed to be an independent contractor and will not be considered or permitted to be an agent, servant, joint venturer, or partner of the state.
9.0 REQUIRED FORMS
The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.4. Blank forms are attached.
Affidavit (DOA-3476)
Designation of Confidential and Proprietary Information (DOA-3027)
Vendor Information (DOA-3477)
Vendor Reference (DOA-3478)
Cooperative Purchasing Service (DOA-3333)
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STATE OF |
Bid / Proposal # |
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DOA-3476 (R12/96) |
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Affidavit
THIS COMPLETED AFFIDAVIT MUST BE SUBMITTED WITH THE PROPOSAL.
PROPOSER PREFERENCE Please indicate below if claiming a proposer preference.
Minority Business Preference (s. 16.75(3m), Wis. Stats.) - Must
be certified by the Wisconsin Department of Commerce. If you have questions
concerning the certification process, contact the Wisconsin Department of
Commerce, 8th Floor, 123 W.
(608) 267-9550.
AMERICAN-MADE MATERIALS
The
materials covered in our proposal were manufactured in whole or in substantial
part within the
Yes No Unknown
In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free trade; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.
We will comply with all terms, conditions, and specifications required by the state in this Request for Proposal and the terms of our proposal.
Authorized Representative__________________________________ Title_____________________________
Type or Print
Authorized Representative__________________________________ Date_____________________________
Signature
Company Name__________________________________________ Telephone ________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
STATE OF
DOA-3027 N(R01/98)
DESIGNATION OF
CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal # includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released
Section Page # Topic
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.
Company Name ___________________________________________
Authorized Representative ___________________________________________
Signature
Authorized Representative ___________________________________________
Type or Print
Date ___________________________________________
This document can be made available in accessible formats to qualified individuals with disabilities.
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vendor Reference
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Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. |
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State of Department of Administration DOA-3333 (R11/2001) |
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Division of State Agency Services State Bureau of Procurement |
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Vendor Agreement Wisconsin’s Cooperative Purchasing Service |
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This form can be made available in accessible formats upon request to qualified individuals with disabilities.
APPENDIX A
LIST OF
UWS LIBRARY, ADMINISTRATIVE OFFICE AND
STATE HISTORICAL SOCIETY AREA RESEARCH CENTERS
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# |
Institution |
Name |
Street Address |
Street Address2 |
C/S/Z |
Zip code |
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1 |
State Historical Society of Wisc. |
Archives |
816 State. St. |
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53706 |
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2 |
State Historical Society of Wisc. |
Library |
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53706 |
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3 |
UW |
Library |
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54868 |
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4 |
UW Colleges |
Administrative Support Office |
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53715 |
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5 |
UW |
Library |
University Dr |
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54935 |
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6 |
UW Fox Valley |
Library |
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54952 |
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7 |
UW Manitowoc |
Library |
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54220 |
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8 |
UW Marathon |
Library |
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54401 |
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9 |
UW Marinette |
Library |
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54143 |
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10 |
UW Marshfield |
Library |
2000 |
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54449 |
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11 |
UW Richland |
Library |
1200 Hwy 14W |
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53581 |
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12 |
UW |
Library |
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53546 |
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13 |
UW Sheboygan |
Library |
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53081 |
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14 |
UW System |
Van Hise Hall System Admin. |
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53706 |
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15 |
UW Washington |
Library |
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53095 |
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16 |
UW Waukesha |
Library |
|
|
53188 |
||
|
17 |
UW-Baraboo/Sauk County |
Library |
|
|
|
53913 |
|
|
18 |
UW-Eau Claire |
William D. McIntyre Library |
|
|
|
54702 |
|
|
19 |
UW-Eau Claire |
Special Collections Department - William D. McIntyre Library |
|
|
|
54702 |
|
|
20 |
|
Cofrin Library |
|
|
|
54311 |
|
|
21 |
|
Cofrin Library, 7th floor (SHS ARC) |
|
|
|
54311 |
|
|
22 |
UW-La Crosse |
Murphy Library |
|
|
|
54601 |
|
|
23 |
UW-La Crosse |
|
|
|
|
54601 |
|
|
24 |
UW-Madison |
Astronomy Library |
6521 Sterling Hall, |
|
|
53706 |
|
|
25 |
UW-Madison |
Biology Library |
B164 Birge Hall, |
|
|
53706 |
|
|
26 |
UW-Madison |
Business Library |
2200 Grainger Hall |
|
|
53706 |
|
APPENDIX A
LIST OF
UWS LIBRARY, ADMINISTRATIVE OFFICE AND
STATE HISTORICAL SOCIETY AREA RESEARCH CENTERS (CONT)
|
# |
Institution |
Name |
Street Address |
Street Address2 |
C/S/Z |
Zip code |
|
27 |
UW-Madison |
Chemistry Library |
2361 |
|
|
53706 |
|
28 |
UW-Madison |
College Library |
Helen C. White Hall |
|
|
53706 |
|
29 |
UW-Madison |
Computer & Instructional |
301 Teacher Ed Bldg |
|
|
53706 |
|
30 |
UW-Madison |
Cooperative Children's Book Ctr (CCBC) |
4290 Helen C. White Hall |
|
|
53706 |
|
31 |
UW-Madison |
Data & Program Libr Svc |
3308 Social Science Bldg |
|
|
53706 |
|
32 |
UW-Madison |
Demography Library |
4457 Social Sci Bldg |
|
|
53706 |
|
33 |
UW-Madison |
Geography Library |
280 Science Hall |
|
|
53706 |
|
34 |
UW-Madison |
Geology & Geophysics Library |
440 Weeks Hall |
1215 W. |
|
53706 |
|
35 |
UW-Madison |
Health Sciences (Middleton) |
|
|
|
53706 |
|
36 |
UW-Madison |
IES Environmental Studies Library |
15 Science Hall |
|
|
53706 |
|
37 |
UW-Madison |
Journalism Reading Room |
2130 Vilas Hall |
|
|
53706 |
|
38 |
UW-Madison |
Kohler Art Library |
160 Elvehjem Museum of Art, |
|
|
53706 |
|
39 |
UW-Madison |
Kurt F. Wendt Engineering Library |
|
|
|
53706 |
|
40 |
UW-Madison |
|
|
|
|
53715 |
|
41 |
UW-Madison |
Law Library |
Law Bldg |
975 Bascom Mall |
|
53706 |
|
42 |
UW-Madison |
Library & Info Studies Library |
4191 H.C. White Hall |
|
|
53706 |
|
43 |
UW-Madison |
Map & Air Photo Library, Robinson Map Library |
310 Science Hall |
|
|
53706 |
|
44 |
UW-Madison |
Mathematics Library |
B224 Van Vleck Hall, |
|
|
53706 |
|
45 |
UW-Madison |
Memorial Library |
|
|
|
53706 |
|
46 |
UW-Madison |
Pharmacy Library |
2130 Chamberlin Hall, |
|
|
53706 |
|
47 |
UW-Madison |
Physics Library |
4220 Chamberlin Hall, |
|
|
53706 |
|
48 |
UW-Madison |
Primate Center Library |
|
|
|
53715 |
|
49 |
UW-Madison |
Schwerdtfeger Library |
|
|
|
53706 |
APPENDIX A
LIST OF
UWS LIBRARY, ADMINISTRATIVE OFFICE AND
STATE HISTORICAL SOCIETY AREA RESEARCH CENTERS (CONT)
|
# |
Institution |
Name |
Street Address |
Street Address2 |
C/S/Z |
Zip code |
|
|
50 |
UW-Madison |
Social Science Reference Library |
8432 Social Science Bldg |
|
|
53706 |
|
|
51 |
UW-Madison |
Social Work Library |
236 Social Work Bldg |
|
|
53706 |
|
|
52 |
UW-Madison |
Steenbock Memorial Library |
|
|
|
53706 |
|
|
53 |
UW-Madison |
Van Hise Hall - book drop |
|
|
|
53706 |
|
|
54 |
UW-Madison |
Veterinary Medicine |
|
|
|
53706 |
|
|
55 |
UW-Madison |
|
238 Goodnight Hall |
|
|
53706 |
|
|
56 |
UW-Madison |
Weston Library |
J5/120 CSC |
|
|
53792 |
|
|
57 |
UW-Milwaukee |
Golda Meir Library |
|
|
53211 |
||
|
58 |
|
Golda Meir Library, Room W250 |
|
|
|
53211 |
|
|
59 |
UW-Oshkosh |
Forrest R. Polk Library |
|
|
|
54901 |
|
|
60 |
UW-Oshkosh Archives |
Forrest R. Polk Library |
|
|
|
54901 |
|
|
61 |
UW-Parkside |
Library |
|
|
|
53141 |
|
|
62 |
UW-Parkside Archives and |
D-276 |
|
|
|
53141 |
|
|
63 |
UW-Platteville |
Karrmann Library |
1 University Plaza |
|
|
53818 |
|
|
64 |
UW-Platteville |
|
1 University Plaza |
|
|
53818 |
|
|
65 |
|
Chalmer Davee Library |
|
|
|
54022 |
|
|
66 |
|
Chalmer Davee Library |
|
|
|
54022 |
|
|
67 |
UW-Stevens Point |
Library |
|
|
|
54481 |
|
|
68 |
UW-Stevens Point |
|
|
|
|
54481 |
|
|
69 |
UW-Stout |
|
315 |
|
|
54751 |
|
|
70 |
UW-Stout Archives |
|
315 |
|
|
54751 |
|
|
71 |
UW-Superior |
Jim Dan Hill Library |
|
|
|
54880 |
|
|
72 |
UW-Whitewater |
Andersen Library |
|
|
|
53190-0900 |
|
|
73 |
UW-Whitewater Archives |
Andersen Library |
|
|
|
53190-0900 |
|
|
|
1992-93 |
1993-94 |
1994-95 |
1995-96 |
1996-97 |
1997-98 |
1998-99 |
1999-00 |
2000-01 |
2001-02 |
|
DOCTORAL UNIVERSITIES |
|
|
|
|
|
|
|
|
|
|
|
UW-Madison |
36,213 |
35,157 |
34,552 |
34,250 |
34,397 |
34,763 |
34,923 |
35,199 |
35,837 |
36,036 |
|
UW-Milwaukee |
16,435 |
16,070 |
15,456 |
15,038 |
14,983 |
15,553 |
15,976 |
16,369 |
16,676 |
17,362 |
|
COMPREHENSIVE UNIVERSITIES |
|
|
|
|
|
|
|
|
|
|
|
UW-Eau Claire |
9,182 |
9,175 |
9,241 |
9,238 |
9,342 |
9,370 |
9,556 |
9,318 |
9,511 |
9,546 |
|
|
3,958 |
4,188 |
4,306 |
4,183 |
4,319 |
4,333 |
4,475 |
4,366 |
4,430 |
4,559 |
|
UW-La Crosse |
7,741 |
7,956 |
7,902 |
8,121 |
8,379 |
8,426 |
8,591 |
8,576 |
8,483 |
8,483 |
|
UW-Oshkosh |
9,257 |
9,095 |
9,034 |
8,964 |
8,818 |
8,790 |
9,023 |
9,038 |
8,934 |
9,251 |
|
UW-Parkside |
3,465 |
3,403 |
3,376 |
3,262 |
3,123 |
3,217 |
3,311 |
3,529 |
3,560 |
3,658 |
|
UW-Platteville |
4,761 |
4,619 |
4,663 |
4,640 |
4,610 |
4,561 |
4,691 |
4,847 |
4,885 |
5,003 |
|
|
4,804 |
4,682 |
4,814 |
4,691 |
4,821 |
4,926 |
5,189 |
5,193 |
5,240 |
5,298 |
|
UW-Stevens Point |
7,825 |
7,794 |
7,658 |
7,630 |
7,611 |
7,690 |
7,696 |
7,749 |
7,785 |
7,891 |
|
UW-Stout |
6,804 |
6,648 |
6,675 |
6,559 |
6,626 |
6,697 |
6,865 |
6,911 |
6,967 |
7,028 |
|
UW-Superior |
2,274 |
2,073 |
2,041 |
1,988 |
2,029 |
2,041 |
2,113 |
2,176 |
2,232 |
2,195 |
|
UW-Whitewater |
8,756 |
8,727 |
8,651 |
8,631 |
8,767 |
8,892 |
9,026 |
8,990 |
8,850 |
8,804 |
|
UW COLLEGES |
|
|
|
|
|
|
|
|
|
|
|
UW-Baraboo/Sauk County |
427 |
438 |
420 |
319 |
331 |
343 |
393 |
455 |
472 |
443 |
|
|
367 |
425 |
379 |
387 |
326 |
307 |
334 |
353 |
349 |
386 |
|
UW-Fond du Lac |
566 |
567 |
461 |
416 |
382 |
375 |
358 |
414 |
427 |
509 |
|
|
872 |
848 |
820 |
817 |
809 |
795 |
861 |
1,007 |
1,087 |
1,155 |
|
UW-Manitowoc |
379 |
379 |
363 |
345 |
345 |
354 |
381 |
393 |
463 |
494 |
|
|
895 |
835 |
780 |
766 |
603 |
651 |
793 |
888 |
910 |
975 |
|
UW-Marinette |
325 |
335 |
295 |
255 |
235 |
267 |
373 |
404 |
391 |
388 |
|
UW-Marshfield/Wood County |
409 |
397 |
387 |
414 |
365 |
327 |
376 |
413 |
407 |
459 |
|
UW-Richland |
356 |
342 |
323 |
316 |
319 |
299 |
330 |
343 |
327 |
365 |
|
|
571 |
552 |
517 |
483 |
428 |
470 |
501 |
545 |
603 |
667 |
|
UW-Sheboygan |
469 |
443 |
339 |
318 |
333 |
389 |
469 |
503 |
502 |
492 |
|
|
557 |
537 |
467 |
452 |
452 |
481 |
562 |
650 |
680 |
696 |
|
UW-Waukesha |
1,374 |
1,371 |
1,177 |
1,101 |
1,097 |
1,073 |
1,204 |
1,333 |
1,375 |
1,514 |
|
UW-Colleges Online |
|
|
|
|
|
|
|
|
|
43 |
|
TOTAL |
129,042 |
127,055 |
125,098 |
123,584 |
123,850 |
125,393 |
128,371 |
129,961 |
131,385 |
133,701 |
Appendix C
Cost Proposal Form
|
Item |
Cost |
|
|
Software License |
||
|
UWS-wide license for all products required by this RFP |
$ |
|
|
Is the license offered perpetual? Yes ______ No______
Maintenance & Upgrades |
||
|
Length of initial warranty period included in overall price: |
Months |
|
|
Year 1 - after warranty expiration (if 12 months not included) |
$ |
|
|
Year 2 |
$ |
|
|
Year 3 |
$ |
|
|
Year 4 |
$ |
|
|
Year 5 |
$ |
|
|
Years 6-10 |
$ |
|
|
Discount for prepayment of maintenance: |
% |
|
|
Training |
||
|
Units included with license cost |
Units |
|
|
Cost for 1 additional Training Unit |
$ |
|
|
Cost for block of 100 Training Units |
$ |
|
|
Cost for block of 500 Training Units |
$ |
|
|
Average number of units to train technical staff |
Units |
|
|
Average number of units to train an end user |
Units |
|
|
Technical Documentation |
||
|
Number of copies delivered with System |
Copies |
|
|
Price to purchase additional copies |
$ /copy |
|
|
Installation Support |
||
|
Cost to install System (if not included in initial license cost): |
$ |
|
|
Consulting |
||
|
Hourly rate to access various levels (e.g. technical, conversion, functional) of in house consulting: |
||
|
Senior |
$ /hour |
|
|
Middle |
$ /hour |
|
|
Low |
$ /hour |
|
|
Third Party Software (Identify cost and pricing options for each third party software proposed) |
||
|
Vendor/Product/Version/Model number: |
|
|
|
Pricing Options: |
|
|