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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