MANDATORY PROPOSERS’ CONFERENCE: OCTOBER 30, 2000

SUBMIT I.T.N. PROPOSALS TO:

PURCHASING DIVISION
UNIVERSITY OF FLORIDA INVITATION TO NEGOTIATE
CENTRAL PURCHASING Acknowledgment Form
PO Box 115250
GAINESVILLE, FL 32611-5250
Phone: (352) 392-1331
Fax: (352) 392-8837
Page 1 of 130 Pages with I.T.N. PROPOSAL WILL BE OPENED: December 1, 2000 @ 3:30 I.T.N. PROPOSAL NO.
P.M.
and may not be withdrawn within 45 days after such date and time.
01W-14
UNIVERSITY MAILING DATE: PURCHASING AGENT I.T.N. PROPOSAL TITLE:
M. Williams/lsu SUS Library Management System
October 11, 2000 Software
FEDERAL EMPLOYER IDENTIFICATION NUMBER OR S.S. NUMBER CASH DISCOUNT TERMS
Delivery will be:
VENDOR NAME REASON FOR NOT SUBMITTING I.T.N. PROPOSAL

VENDOR MAILING ADDRESS CERTIFIED OR CASHIERS CHECK IS ATTACHED, WHEN REQUIRED,

IN THE AMOUNT OF $
CITY - STATE - ZIP CODE POSTING OF I.T.N. PROPOSAL
TABULATIONS
AREA CODE TELEPHONE NO. I.T.N. Proposal tabulations with intended award(s) will be posted for review by
interested parties at the location where the I.T.N. Proposals were opened and will
remain posted for a period of 72 hours. Failure to file a protest within the time
TOLL FREE NO. prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of
proceedings under Chapter 120, Florida Statutes. Posting will be on or about:
FAX NO.
I certify that this I.T.N. Proposal is made without prior understanding,
agreement, or connection with any corporation, firm or person
submitting an I.T.N. Proposal for the same materials, supplies, or
equipment and is in all respects fair and without collusion or fraud. I AUTHORIZED SIGNATURE (MANUAL)
agree to an I.T.N. proposal by all conditions of this I.T.N. Proposal and
certify that I am authorized to sign this I.T.N. Proposal for the Proposer.
Proposer certifies that he is/is not in compliance with the wage and price
AUTHORIZED SIGNATURE (TYPED), TITLE
standards established by the Executive Office of the President's Council
on wage and price stability.

GENERAL CONDITIONS: 4. PRICES, TERMS AND PAYMENT: Firm prices shall be Proposed and
will include all packing, handling, shipping charges, and delivery to the destination
SEALED I.T.N. PROPOSALS: All I.T.N. proposal sheets and this form shown herein.
must be executed and submitted in a sealed envelope. (DO NOT INCLUDE (a) TAXES: The University of Florida does not pay Federal Excise and Sales
MORE THAN ONE I.T.N. PROPOSAL PER ENVELOPE.) The face of the taxes on direct purchases of tangible personal property. The Florida Tax Exempt
envelope shall contain, in addition to the above address, the date, and time of the Number is 11-06-024056-57C. This exemption does not apply to purchases of
I.T.N. Proposal opening and the I.T.N. Proposal number. All I.T.N. Proposals are tangible personal property in the performance of contracts for the improvement of
subject to the conditions specified herein. Those, which do not comply with these state-owned real property (see Chapter 192, Florida Statutes).
conditions, are subject to rejection. (b) DISCOUNTS: Cash discount for prompt payment shall not be considered in
1. EXECUTION OF I.T.N. PROPOSAL: I.T.N. Proposal must contain a determining the lowest net cost for I.T.N. proposal evaluation purposes. However,
manual signature of authorized representative in the space provided above. I.T.N. every effort will be made to take the discount in the time offered.
Proposal must be typed or printed in ink. Use of erasable ink is not permitted. All (c) MISTAKES: Proposers' are expected to examine the specifications, delivery
corrections to prices made by Proposer must be initialed. schedule, proposed prices, extensions, and all instructions pertaining to supplies
and services. Failure to do so will be at Proposers' risk. Unit prices Proposed will
2. NO I.T.N. PROPOSAL SUBMITTED: If not submitting an I.T.N govern in award.
proposal, respond by returning only this I.T.N. proposal acknowledgment form, (d) INVOICING AND PAYMENT: Pursuant to Section 215.422(3)(b), Florida
marking it "NO I.T.N. PROPOSAL", and explain the reason in the space provided Statutes, UNIVERSITY shall mail to Vendor payment of an invoice within forty
above. Failure to respond 3 times in succession without justification may be cause (40) days after receipt of an acceptable invoice and receipt, inspection, and
for removal of the supplier's name from the I.T.N. Proposal mailing list. NOTE: approval of the goods and/or services provided in accordance with the terms and
To qualify as a respondent, Proposer must submit a "NO I.T.N. PROPOSAL", and conditions of this ITN. University may make partial payments to Vendor upon
it must be received no later than the stated I.T.N. Proposal opening date and hour. partial delivery of services upon request by Vendor and approval by University
3. I.T.N. PROPOSAL OPENING: Shall be public, on the date, location and providing fees or other compensation for services or expenses, hourly or daily
the time specified on the I.T.N. proposal form. It is the Proposer's responsibility to rates or units of deliverables are clearly identified. Units of deliverables shall
assure that the I.T.N. proposal is delivered at the proper time and place of the include, but not be limited to, reports, findings, and drafts, where applicable, that
I.T.N. proposal opening. I.T.N. proposals, which for any reason are not so must be received and accepted in writing by the University prior to payment.
delivered, will not be considered. NOTE: I.T.N. proposal tabulations will be Invoices for fees or other compensation for services or expenses shall be submitted
furnished upon written request accompanied by a self-addressed, stamped in detail sufficient for proper pre-audit and post-audit reviews. Failure by
envelope and payment of predetermined fee after the notice of decision or intended University to make such payment within forty (40) days shall result in University
decision or ten days after the I.T.N. Proposal opening, whichever is earlier. I.T.N. paying interest at the rate established annually by the Comptroller of the State of
Proposal tabulations will not be provided by telephone. Florida on the unpaid balance from the expiration of the 40-day period. Interest
payments shall be mailed within fifteen (15) days after they become due. In the
case of an error on the part of Vendor, the forty (40) day period shall begin to run 12. ASSIGNMENT: Any Contract or Purchase Order issued pursuant to this
upon receipt by University of a corrected invoice or other remedy of the error. invitation to Negotiate and the monies, which may become due hereunder, are not
A Vendor ombudsman in the Department of Banking and Finance is available to assignable except with the prior written approval of the purchaser.
assist the Vendor if problems are experienced in obtaining timely payments from 13. LIABILITY: The proposer agrees to indemnify and save the University of
the University. The Vendor Ombudsman may be contacted at (904) 488-2924, or Florida, its officers, agents, and employees harmless from any and all judgments,
by calling the State Comptroller's Hotline, 1-800-848-3792. orders, awards, costs and expenses, including attorney's fees, and also all claims on
(e) ANNUAL APPROPRIATIONS: The State of Florida's performance and account of damages to property, including loss of use thereof, or bodily injury
obligation to pay under this contract is contingent upon an annual appropriation by (including death) which may be hereafter sustained by the proposer, its employees,
the Legislature. its subcontractors, or the University of Florida, its officers, agents, or employees,
(f) CONDITION AND PACKAGING: It is understood and agreed that any or third persons, arising out of or in connection with this I.T.N. proposal and
item offered or shipped as a result of this I.T.N. Proposal shall be a new, current which are the result of the proposer's breach of contract or of the negligent acts of
standard production model available at the time of this I.T.N. Proposal. All the proposer, its officers, agents, and employees. This condition does not apply to
containers shall be suitable for storage or shipment, and all prices shall include contracts between government agencies.
standard commercial packaging.
(g) SAFETY STANDARDS: Unless otherwise stipulated in the I.T.N. Proposal, 14. FACILITIES: The University reserves the right to inspect the Proposer's
all manufactured items and fabricated assemblies shall comply with applicable facilities at any time with prior notice.
requirements of Occupational Safety and Health Act and any standards thereunder. 15. SERVICE AND WARRANTY: Unless otherwise specified, the Proposer
5. CONFLICT OF INTEREST: The award hereunder is subject to the shall define any warranty service and replacements that will be provided during
provisions of Chapter 112, Florida Statutes. All Proposers' must disclose and subsequent to this contract. Proposers' must explain on an attached sheet to
with their I.T.N. Proposal the name of any officer, director, or agent who is what extent warranty and service facilities are provided.
also an employee of the University of Florida, or any of its agencies. 16. SAMPLES: Samples of items, when called for, must be furnished free of
Further, all Proposers' must disclose the name of any State employee who expense, on or before I.T.N. Proposal opening time and date, and if not destroyed,
owns, directly or indirectly, an interest of five percent (5%) or more in the may upon request, be returned at the Proposers' expense. Each individual sample
Proposer's firm or any of its branches. In accordance with Chapter 6C-18, must be labeled with Proposer's name, manufacturer's brand name and number,
Florida Administrative Code, no person or firm who receives a contract to I.T.N. Proposal number and item reference. Request for return of samples shall be
perform a feasibility study for potential implementation of a subsequent accompanied by instructions, which include shipping authorization and name of
contract, participates in the drafting of a competitive solicitation, or develops carrier, and must be received with the I.T.N. Proposal. If instructions are not
a program for future implementation shall be eligible to contract with received within this time, the commodities shall be disposed of by the University
University dealing with the specific subject matter, nor shall any firm in of Florida.
which such person has any interest be eligible to receive to such contract.
The individuals taking part in the development or selection of criteria for 17. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance
evaluation, the evaluation process and the contract award shall be will be at destination unless otherwise provided. Title and risk of loss or damage at
independent of and have no conflict of interest in the entities evaluated and all items shall be the responsibility of the contract supplier until accepted by the
selected. Proposers must disclose with their proposal any actual or potential University, unless loss or damage results from negligence by the University. The
conflict of interest. contract supplier shall be responsible for filing, processing and collecting all
damage claims. However, to assist him in the expeditious handling of damage
6. SELECTION: As the best interest of the University of Florida may require, claims, the University will:
the right is reserved to make selections by individual item, group of items, all or (a) Record any evidence of visible damage on all copies of the delivering
none, or a combination thereof; to reject any and all I.T.N. Proposals or waive any carrier's Bill of Lading.
minor irregularity or technicality in I.T.N. proposals received. Proposers' are (b) Report damage (Visible or Concealed) to the carrier and contract supplier
cautioned to make no assumptions unless their I.T.N. Proposal has been evaluated confirming such reports in writing within 15 days of delivery, requesting that
as being responsive. the carrier inspect the damaged merchandise.
(c) Retain the item and its shipping container, including inner packing material
7. INTERPRETATIONS/DISPUTES: Any questions concerning conditions until inspection is performed by the carrier, and disposition given by the
or negotiation considerations shall be directed in writing to the Purchasing contract supplier.
Division. Inquiries must reference the date of I.T.N. Proposal opening and the (d) Provide the contract supplier with a copy of the carriers Bill of Lading and
I.T.N. proposal number. No interpretations shall be considered binding unless damage inspection report.
provided in writing by the University of Florida in response to requests in full 18. PATENTS AND ROYALTIES: The Proposer, without exception, shall
compliance with this condition. Any person who is affected adversely by the indemnify and save harmless the University of Florida and its employees from
University's decision or intended decision shall file with the University a notice of liability of any nature or kind, including cost and expenses for or on account of
protest in writing within 72 hours after the posting of the I.T.N. Proposal any copyrighted, patented, or unpatented invention, process, or article
tabulation or after receipt of the notice of the University's decision or intended manufactured or used in the performance of the contract, including its use by the
decision and shall file a formal written protest within 10 days after the date the University of Florida. If the Proposer uses any design, device, or materials
notice of protest was filed. With respect to a protest of the negotiation covered by letters, patent or copyright, it is mutually agreed and understood
considerations contained in a request for I.T.N. proposal, the notice of protest shall without exception that the I.T.N. Proposal prices shall include all royalties or costs
be filed in writing within 72 hours after the receipt of the project plans and arising from the use of such design, device, or materials in any way involved in the
negotiation considerations or intended project plans and negotiation considerations work.
and the formal written protest shall be filed within 10 days after the date the notice
of protest is filed. Failure to file a notice of protest or failure to file a formal 19. CONFLICT BETWEEN DOCUMENTS: If any terms and conditions
written protest within the time prescribed in section 120.57(3), Florida Statutes, contained within the documents that are a part of this ITN or resulting contract are
shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. At in conflict with any other terms and conditions contained therein, then the various
the time of filing the formal written protest, the Proposer shall post with the documents comprising this ITN or resulting contract, as applicable, shall govern in
University a bond, payable to the University of Florida, in an amount equal to 1% the following order of precedence: Amendment, Contract for Services and
of the University's estimate of the total volume of the contract, or $5,000, Addendum(s), Addenda to Request for I.T.N. Proposal, Special Conditions,
whichever is less. The bond shall be conditioned upon the payment of all costs, General Conditions, Invitation to Negotiate, and other materials.
which may be adjudged against the Proposer. 20. NON CONFORMANCE TO CONTRACT CONDITIONS: Items may
8. GOVERNMENTAL RESTRICTIONS: In the event any governmental be tested and/or inspected for compliance with specifications by the Florida
restrictions may be imposed which would necessitate alteration of the material, Department of Agriculture and Consumer Services, or by other appropriate testing
quality, workmanship or performance of the items offered in this I.T.N. Proposal facilities. The data derived from any tests for compliance with specifications are
prior to their delivery, it shall be the responsibility of the successful Proposer to public records and open to examination thereto in accordance with Chapter 119,
notify the purchaser at once, indicating in writing the specific regulation which Florida Statutes. Items delivered not conforming to specifications may be rejected
requires an alteration. The University of Florida reserves the right to accept any and returned at vendor's expense. These items and items not delivered as per
such alteration, including any price adjustments occasioned thereby, or to cancel delivery data in I.T.N. proposal and/or purchase order may result in proposer being
the contract at no expense to the University. found in default in which event any and all re-procurement costs may be charged
9. LEGAL REQUIREMENTS: Applicable provision of all federal, state, against the defaulting contractor. Any violation of these conditions may also result
county and local laws, and of all ordinances, rules and regulations shall govern in the proposer's name being removed from the University of Florida's vendor
development, submittal and evaluation of all I.T.N. Proposals received in response mailing list and the Department of Management Services Division of Purchasing,
hereto and shall govern any and all claims and disputes which may arise between mailing list.
person(s) submitting an I.T.N Proposal response hereto and the University of 21. PUBLIC RECORDS: All I.T.N. proposal information submitted and opened
Florida, by and through its officers, employees and authorized representatives, or becomes subject to the Public Records Law set forth in Chapter 119, Florida
any other person, natural or otherwise: and lack of knowledge by any Proposer Statutes.
shall not constitute a cognizable defense against the legal effect thereof. Any 22. PUBLIC RECORDS CANCELLATION: Any resulting contract may be
violations of these conditions may also result in the proposer's name being unilaterally canceled for refusal by the proposer to allow public access to all
removed from the University of Florida's vendor mailing list and the Department documents, papers, letters, or other materials subject to the provisions of Chapter
of Management Services, Division of Purchasing, mailing list. 119, Florida Statutes, and made or received by the proposer in conjunction with
10. LOBBYING: Contractor is prohibited from using funds provided under the contract.
any contract or purchase order for the purpose of lobbying the Legislature or any 23. AUDIT: Invoices for fees or other compensation for services or expenses
official, officer, commission, board, authority, council, committee, or department shall be submitted in detail sufficient for proper pre-audit and post-audit reviews.
of the executive branch or the judicial branch of state government.
11. ADVERTISING: In submitting an I.T.N Proposal, the Proposer agrees not 24. TRAVEL: Bills for any travel expenses must be submitted in accordance with
to use the results therefrom as a part of any commercial advertising. Section 112.061, Florida Statutes. No travel expenses may be paid to, or for the
benefit of, any individual, by the University, in excess of the amount permitted by
Section 112.061, Florida Statutes. Any expenses in excess of the amounts
prescribed by law shall be borne by the proposer.

NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL
CONDITIONS SHALL HAVE PRECEDENCE. PUR: 7033 (Rev. 9/95)

NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
 State University System of Florida
Integrated Library Management System

Invitation to Negotiate

Prepared by

the
State University System of Florida
Florida Center for Library Automation

NOTE: ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
ITN 01W-14 SUS Library Management System Software

This page intentionally left blank.

ITN 01W-14 SUS Library Management System Software
State University System of Florida

Table of Contents

GENERAL CONDITIONS
1

1 INTRODUCTION
7
1.1 Purpose
7
1.2 Background and Project History
7
1.3 Objectives
8
1.4 Assumptions
10

2 ADMINISTRATIVE INFORMATION
11
2.1 Terms and Conditions Applicable to Proposers
11
2.1.1 Proposed Schedule of Events
11
2.1.2 Inquiries
12
2.1.3 Mandatory Proposers’ Conference
12
2.1.4 Submission of Proposals
13
2.1.5 Proposal Duration
15
2.1.6 Pricing
15
2.1.7-2.1.20 Other Conditions
16
2.2 Terms and Conditions Applicable to Selected Vendor
19
2.2.1 Payment Schedule
19
2.2.2 Acceptance Testing
21
2.2.3 Implementation Plan
28
2.2.4 Contract Duration and Extension Option
28

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.2.5 Escrow of Essential Software

29
2.2.6-2.2.20 Other Conditions
29

3 EVALUATION
35
3.1 General Information
35
3.2 Proposal Requirements
35
3.3 Evaluation Criteria
37
3.4 Evaluation Process
37
3.5 General Scoring Principles
39
3.6 Scoring Mechanism for Section 5
40
3.7 Scoring Mechanism for Section 6
41
3.8 Scoring Mechanism for Section 7
42
3.9 Final Negotiation and Selection
42

4 MANDATORY SPECIFICATIONS
43
4.1 Mandatory - General System Functions
43
4.2 Mandatory – Data Conversion
47
4.3 Mandatory – Requirements for Computer Hardware and
Platforms 48
4.4 Mandatory - Hardware Recommendation
48

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

Table of Contents (Continued)

5 FUNCTIONAL SPECIFICATIONS
51
5.1 Acquisitions and Serials Control
52
5.2 Cataloging and Database Maintenance
62
5.3 OPAC
70
5.4 Access Services
77
5.5 Systems Administration
87

6 COST SUMMARY
111
6.1 Complete Price List
111
6.2 Guaranteed Discounts
111
6.3 Detailed Cost Quotes for Each Configuration…
111

7 VENDOR VIABILITY
115
7.1 Vendor Information and Experience
115
7.2 Autonomy and Governance
115
7.3 Financial Data
116
7.4 References
116
7.5 Customer Support
117
7.6 Implementation
117

APPENDICES
Appendix A: Overview of Current SUS LMS System and SUS
Environment 119

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

A.1 The State University System of Florida (SUS)

119
A.2 The SUS Library Program
119
A.3 The Current LMS
120
A.4 Demographics and environmental data
121
Table 1: SUSof Florida and Their Library Service
Points 122
Table 2: Student and Faculty Population
123
Table 3: Summary of Database Record Counts
123
Table 4: Detailed Library Catalog Record Counts
124
Table 5: Sample System Transaction Load For All SUS
Libraries 125
Table 6: Circulation Activity Summary
125
Table 7: 1998/1999 Circulation Statistics -- Charges +
Renewals 125
Table 8: Database Searches
126
Table 9: Commercial A&I Database Record Counts
127
Appendix B: Glossary
128

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

1 INTRODUCTION

1.1 Purpose

This document presents specifications and related

information for the delivery, installation, implementation, and
maintenance of and data conversion and training for an
integrated library management system for the libraries of the
State University System of Florida (SUS) institutions. The
software is to be installed over a 2-3 year period. This
Invitation to Negotiate (ITN) has been developed through the
cooperative efforts of the SUS libraries and the Florida Center
for Library Automation (FCLA), an agency of the State
University System of Florida attached to the University of
Florida which serves as the purchasing agent for this project.
The contracting party will be the University of Florida
(University) for and on behalf of the Board of Regents of the
State of Florida.

FCLA has received part of the funding for this project.

A budget request for the remaining funds is going forward to
the Florida Legislature for the 2001/2002 fiscal year. A final
commitment and the signing of the contract will be contingent
upon confirmation of receipt of sufficient funds to cover the
complete cost of the project.

1.2 Background and Project History

A statewide SUS Library Management System

Committee (LMSC) has been formed to investigate library
systems for the migration of all SUS libraries to a new platform.
The plan is to continue to provide access to the entire SUS
library collection via a common library management system and
to enable patron-initiated remote borrowing.

An overview of the SUS libraries:

• 55 libraries at 10 universities (see
Appendix A, Table 1)
• 10 main libraries
• 4 law school libraries
• 3 health science center libraries

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

• 17 branch campus libraries in 4 time

zones (US Eastern and Central; London,
England; Florence, Italy)
• 21 specialized libraries
• 17 million volumes in collections ranging
from 300,000 to 4 million
• 2,000 staff combined
• Serving over 200,000 students and
15,000 faculty

The State University System of Florida employs a single

automated library system to provide library management
software to the 10 universities. Some universities have multiple
libraries. Each library operates autonomously with respect to
the acquisitions, cataloging, and circulation of library materials.
Some campuses have implemented selected modules such as
acquisitions and serials control, electronic course reserve and
ILL on stand-alone systems. Appendix A provides a set of
tables that identify the 10 SUS universities, their physical
locations and their system environments.

Currently, all of the libraries participate in the SUS

shared FCLA system based on a heavily-customized version of
NOTIS. The software and data files are housed on IBM
mainframe and RS6000/SP servers at a central site in
Gainesville, Florida. Participating libraries connect to the
server site through either dedicated fractional T1 lines or
Internet2 connections. The network infrastructure used by the
project is in transition as many of the libraries move away from
FCLA-funded dedicated fractional T1 lines to the Internet2
lines being installed at many of the SUS campuses. The vendor
will not be responsible for any aspects of the network. One of
the goals of this project is to maintain the concept of some
number of shared servers located in Gainesville under FCLA's
control.

FCLA, located in Gainesville, FL, administers and

controls the NOTIS implementation. During the initial
implementations in the 1985-1987 time frame, FCLA worked in
cooperation with the vendor for training, orientation and initial
implementations, but conversion and loading responsibilities
were handled by FCLA. FCLA continues to provide database
maintenance, implementation services, software training,
technical support and development services. While it is

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

assumed that eventually FCLA will serve similar roles in the

ongoing support of a new system, it is expected that the vendor
will provide the initial implementation, data conversion and
training services to each of the universities through a team
effort involving both FCLA and library staff. See Sections
6.3.4 (Cost - Data Conversion) and 6.3.5 (Cost -
Training/Documentation) for more information.

1.3 Objectives

The SUS is committed to providing exceptional library

and information services to the university community by
implementing an integrated library management system of
superior functionality and cost efficiency.

It is expected that the SUS libraries will operate

autonomously with respect to the acquisition, serials control,
circulation, and cataloging of library materials using an
environment of shared hardware and software. At the same
time the library management system is expected to provide
consortium-based capabilities such as a union catalog that is
expected to indicate complete bibliographic holdings and
circulation status of those holdings and be available from any
workstation accessing the proposed system, regardless of its
location.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

Two models co-exist in the SUS and will be supported by

FCLA:

SUS-wide (S) = must fully support an arrangement that

will allow separate universities to share
hardware and software while enabling
each university to access and maintain
its own library data. The library
management system and local data for
each university must be able to have
separate profile and security
configurations that are controlled at the
university level.

Institutional (I) = must fully support an arrangement that

enables the data from multiple libraries
at a single university to coexist in the
same data files. The Online Public
Access Catalog (OPAC) incorporates
all the libraries located at that single
university. In addition, each library at
the university must have the option to
have separate profile and security
configurations for staff functions. Two
examples of this arrangement are the
complex of libraries located at the
University of Florida and University of
South Florida.

The type of functionality the SUS libraries are seeking to

incorporate includes:
• Consortium-based capabilities such as union
catalog, universal borrowing within the SUS and
non-mediated requesting of library materials.
• Ability of the SUS to distribute the system across
different servers
• Ability of the system to support the combined
transaction load of SUS libraries on campuses of the
10 universities and their branches with excellent
performance for all participating libraries.
• A state-of-the-art integrated library system that
provides access to public services, collection
management, and technical services functions.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

• A system that enables each campus to view and

maintain its own data with local control of profile
and security configurations.
• Ability to effectively convert data from the
existing library systems into a new format that will
preserve and insure its continued development and
preservation, as well as the ability to migrate data to
new generations of library systems.
• Allow for the integration of electronic resources
that are made available through the SUS Digital
Library initiative (e.g., bibliographic and full-text
databases, image databases, electronic journals, etc.).
• Provide a means of, or an interface to, user
authentication and user authorization vis-a-vis the
SUS-wide borrowing of library materials.
• Ability to exploit emerging technologies and
information resources to raise the level of library
services, facilitate an increase in staff productivity,
and improve effectiveness.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

1.4 Assumptions

• The SUS will purchase a system that provides

the most forward-looking, flexible, extensible, and
cost efficient solution. The system architecture
should be open, client-server, and make use of a
commercial relational or object-oriented database for
much of its functionality.
• The SUS will not be an alpha or beta site for a
new system and will award a contract on the basis of
what is actually in general release at the time of
purchase.
• The SUS will select a system that runs on
standard hardware. Hardware will be purchased
separately using existing State of Florida contract
terms and pricing. However, vendor is required to
provide sufficient information on the hardware
necessary to support the universities based on the
environmental information in Appendix A.4 such
that total system costs can be derived.
• The system chosen will support the library
management system needs of the 10 universities.
The system must provide for a range of desired
functions that will serve the range of libraries from
the smallest to the largest site. For a system to be
considered, it must satisfy the requirements for the
largest, most complex libraries in the SUS system
that includes two institutions that are members of the
Association of Research Libraries.
• The system must support the ability for the SUS
libraries to provide consortial services such as an
online union catalog of an estimated six million
unique bibliographic records in machine-readable
form (as outlined in Appendix A.4, Table 3) and
circulation for all 213,000 SUS students from any
SUS library.
• The software and hardware used to support the
system will be housed on servers centralized in
Gainesville
• The system will be designed to work across a
wide area network and will be Internet accessible.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2 ADMINISTRATIVE INFORMATION

2.1 Terms and Conditions Applicable to all

Proposers

2.1.1 Schedule of Events

The following dates are firm and are NOT subject to change:

EVENT
DATE

Mandatory Proposers’ Conference October 30, 2000

Submission of Questions Deadline November 20, 2000

Submission of ITN Proposal Deadline December 1, 2000

Proposal Opening December 1, 2000

The following dates are APPROXIMATE dates and are subject

to change:

Announcement of Short List February 2, 2001

Scripted demonstrations by short-listed vendors

February-March 2001

Site visits/interviews with short-listed vendors March-

April 2001

Site visits/interviews with selected customers March-

April 2001

Negotiation with Preferred Vendor April-June2001

Projected Contract Award June 2001

Start of System Installation Planning July 2001

Proposers’ attention is drawn to the scheduled dates for

the mandatory Proposers’ Conference and the on-site scripted
demonstrations by selected vendors. Both will take place at the

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

University of Central Florida in Orlando. The latter will be two

days in duration involving simultaneous scripted demos for
individual functions. Proposers should review this schedule and
be prepared to make relevant staff available during these dates.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.1.2. Inquiries

All vendor inquiries must be directed in writing (mail,

email or fax) to the principal contact who is the only authorized
SUS contact:

Central Purchasing
ATTN: Michael Williams
Associate Director of Purchasing
102 Elmore Hall
P.O. Box 115250
University of Florida
Gainesville, FL 32611-5250

Phone: (352) 392-1331 X304

Fax: (352) 392-8837
Email: [email protected]

The University will not give verbal answers to inquiries

regarding the specifications, or verbal instructions prior to or
after the award of the proposal. A verbal statement regarding
same by any person shall be non-binding. The University is not
liable for any increased costs resulting from the Proposer
accepting verbal direction. All changes, if necessary, shall be
made by written addendum to the proposal.

Any explanation desired by Vendors must be

requested of the University of Florida Purchasing Department in
writing, and if an explanation is necessary, a reply shall be
made in the form of an addendum, a copy of which will be
forwarded to each Vendor who attends the Mandatory
Proposers’ Conference.

The closing date for questions is November 20,

2000, as set forth in Section 2.1 (Proposed Schedule of Events).
Answers to all substantive questions will be provided only to
the vendors who attend the mandatory proposers’ conference
scheduled for October 30, 2000 prior to the deadline for
submitting the ITN proposals.

2.1.3. Mandatory Proposers’ Conference

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

A mandatory Proposers’ Conference will be held at the

time and place given below. The purpose of this conference is
to hear any and all questions arising from this Invitation to
Negotiate. Answers to any questions that might arise will be in
the form of an Addendum to the Invitation to Negotiate that
will be provided to those who attend the conference. All such
revisions must be acknowledged by signature and returned with
the proposal. FAILURE TO ATTEND THIS MEETING
WILL RESULT IN THE REJECTION OF YOUR
PROPOSAL.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

AMERICANS WITH DISABILITY ACT of 1990 - If

special accommodations are needed in order to attend the
mandatory Proposers’ Conference or a proposal opening,
contact Michael Williams by October 26, 2000. See Section
2.1.2 for contact information.

Date, Time, and Location of the Mandatory Proposers’

Conference

Date: October 30, 2000

Time: 1:00 p.m. Eastern Standard Time (EST)
Location: Student Union
Room – Egmont Key Room, #224
University of Central Florida
Orlando, Florida

Directions to the UCF Campus, the UCF Student Union and

vicinity are available at the following URL:
http://www.ucf.edu/contact/location.html

2.1.4 Submission of Proposals

In order to be considered in the award, proposals should

be submitted on the University of Florida Invitation to
Negotiate Acknowledgment form with
 one (1) complete original proposal,
 twelve (12) complete photocopies and
 one (1) machine-readable version in MS Word 97 on
a standard floppy disk. Proposals must be submitted
in a sealed envelope, with the following information
on the outside of the envelope:
 proposal number,
 date and time of proposal opening, and
 company name.

The official proposal must be submitted in paper form. Faxed

proposals will not be accepted. The MS Word 97 version must
be suitable for posting on a secure server for wide dissemination
to the LMSC and its subcommittees. An MS Word 97 version
of the ITN is available at the following URL:
http://www.fcla.edu/FCLAinfo/lms/itn.doc

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

This version can be downloaded and used as a template for both

the printed and machine-readable responses so that both the
official print response and the machine-readable version will be
identical. University will not be responsible for notifying
proposers of any differences between the printed proposal and
the MS Word 97 proposal submitted by the vendor. In the
event of any such differences, the printed proposal submitted by
the vendor will control.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

In addition, one (1) complete, machine-readable set of

user and system manuals covering all operations and functions
suitable for posting on a secure server for wide dissemination to
the LMSC and its subcommittees must be included with the
proposal.

Proposers must identify those portions of their proposals

that they deem to be confidential, proprietary information, or
trade secrets. To the extent permitted by law, the SUS will
make every reasonable effort to honor such confidentiality in
accordance with statutory requirements. To the extent
permitted by law, these documents will be kept confidential and
will be deleted once the proposal has been awarded.

The vendor is required to respond to all information

requested in the ITN. Information is requested in Sections 2, 4,
5, 6 and 7. More specific guidelines are outlined in Section 3.2
(Proposal Requirements). Any vendor who does not supply
required information WILL BE DEEMED NON-
RESPONSIVE AND, THEREFORE, ELIMINATED
FROM FURTHER REVIEW AND CONSIDERATION.

Proposals must be submitted by 3:30 p.m. EDT on December 1,

2000 to:

Central Purchasing
ATTN: Michael Williams
Associate Director of Purchasing
102 Elmore Hall
P.O. Box 115250
University of Florida
Gainesville, FL 32611-5250

It is the vendor's responsibility to deliver the final

proposal to the proper place by the correct date and time. No
telephone, telegraphic or facsimile proposals will be considered.
Proposals received after December 1, 2000 will be returned to
the Proposers unopened. The use of express or priority mail
services does not guarantee that proposals will be received on
time.

If this proposal will be mailed through the U. S. Postal

Service as regular mail, address the proposal to the PO Box as
shown above. If a company representative plans to attend the

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

proposal opening; if the proposal will be hand delivered; or if

the proposal will be delivered by a service other than the U. S.
Postal Service regular mail, i.e., Federal Express, Airborne,
United Parcel Service, Courier, U. S. Postal Express Mail, etc.,
address the proposal to the Building and room number as shown
above.

The decision to award a contract will be based upon the

evaluation system outlined in Section 3 (Evaluation). Price,
though a consideration, will not be the sole determining factor
upon which a selection is made. There is no obligation to award
a contract.

Proposers must indicate which parts of the project, if

any, will be performed by subcontractors.

Proposers should be prepared to demonstrate their

proposed products and services, if invited. The presentation
will be at the University of Central Florida, Orlando, during
February 2001.

Proposer should be prepared for site visits to vendor

corporate offices by the LMSC and other appropriate SUS staff,
if selected as a finalist.

The final contract will include this ITN, the vendor’s

proposal to this ITN, other negotiated clauses, and standard
State of Florida clauses as necessary.

2.1.5 Proposal Duration

Proposers must guarantee their proposals for a period of

ONE (1) YEAR from the proposal deadline of December 1,
2000.

2.1.6 Pricing

The proposer must provide itemized pricing on the

proposed system as described in Section 6 (Cost Summary).
Pricing for products must be in the form of guaranteed
discounts from the vendor's suggested retail prices that are in
effect at the time the proposal is submitted. Vendors are

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

encouraged to propose discount ranges based on volume. It is

acceptable for different discount levels to be applicable to
different classifications of products. Complete price lists of all
vendor products and services (data conversion, maintenance,
installation, training, etc.) must be included in the proposal.
During the term of the contract, the vendor must provide to the
SUS updated vendor price lists within fifteen (15) days after
they become available. The proposal must indicate compliance
with these requirements.

The vendor shall provide the first year of the library

management software maintenance as part of the proposal at no
additional cost. Maintenance price quotes shall be included in
Section 6 (Cost Summary) as part of the cost evaluation. The
vendor shall provide a guaranteed annual escalation cap for
maintenance fees or use the Consumer Price Index (CPI),
whichever is lower.

The SUS requires one license for use by all participating

institutions. The SUS will agree to limit use of the software to
the business purposes of the SUS. The license must allow an
unlimited number of users of the software by SUS institutions.
The SUS anticipates that 10 institutions and one central support
organization, i.e., FCLA, will use the software on a shared basis
from one server site. In addition, FCLA will need a separate
test copy of the system that enables the SUS libraries to test and
train in a replication of their production database configuration
with small test/training files.

All costs to be incurred and billed to the SUS should be

included within the Proposer’s proposed cost and clearly
labeled. The Proposer should understand that the SUS will not
pay any amount identified as insurance or taxes of any kind,
that liability for such items remains with the Proposer.

2.1.7 Use of Terms

In this Invitation to Negotiate, unless otherwise

indicated, the terms State University System and SUS are used
synonymously; University of Florida and University are used
synonymously, and FCLA and Florida Center for Library
Automation are used synonymously. The terms vendor,
proposer, offerer and contractor are used synonymously in this
ITN unless otherwise indicated.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.1.8 Equal Opportunity Statement

The State University System has established equal

opportunity practices which conform to both the spirit and the
letter of all laws against discrimination and prohibits
discrimination based on race, creed, color, sex, age, national
origin, marital status or religion. To be considered for inclusion
as a supplier under this agreement, the proposer commits to the
following:

A. The provisions of Executive Order 11246, September 24,

1966, and the rules, regulations, and relevant orders of
the Secretary of Labor are applicable to each order placed
against this agreement regardless of value.
B. If the proposer expects to receive $10,000 in orders
during the first 12 months of this agreement, a complete
certificate of non-segregated facilities shall be attached to
the proposal response.
C. If the proposer expects to receive $50,000 in orders
during the first 12 months of this agreement and employs
more than 50 people, standard form 100 (EEOO-1) must
be filed prior to March 1 of each year.
D. If the proposer expects to receive $50,000 in orders
during the first 12 months and employs more than 50
people, a written program for affirmative action
compliance must be maintained by the proposer, subject
to review upon request by the user agencies of this
agreement.

If you have already complied with the above, please

indicate____

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.1.9 Minority Business Status

To comply with the provisions of 6C-18 Florida

Administrative Code, proposer should check the appropriate
designation of the company.

Minority-owned firm Non-minority

owned firm

If minority owned firm, indicate the minority status.

M. American Woman J.
Asian American
H. African American I.
Hispanic American
K. Native (Indian) American

Indicate if the company is currently certified by the

Florida Department of Management Services as a
Minority Business Enterprise.

Yes No

2.1.10 Public Entity Crime

A person or affiliate who has been placed on the

convicted vendor list by the Department of Management
Services, State of Florida, may not submit a proposal on a
contract to provide any goods or services, including construction,
repairs, or leases and may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant for the
University of Florida for a period of 36 months from the date of
being placed on the convicted vendor list. A "person" or
"affiliate" includes any natural person or any entity, including
predecessor or successor entities or any entity under the control
of any natural person who is active in its management and who
has been convicted of a public entity crime (Rule 6C-18 Florida
Administrative Code).

FEDERAL DEBARRMENT - By signing this

proposal, the proposer certifies, to the best of its
knowledge or belief, that the proposer and its
principals are not presently debarred, suspended,
proposed for debarrment, or declared ineligible for the
award of contracts by any Federal agency; or have not
within a three-year period preceding this offer, been
convicted of or had a civil judgment rendered against
them in connection with a public contract or
subcontract; or are not criminally or civily charged by
a governmental entity with commission of offenses;

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

or has not within a three year period preceding this

offer had a contract terminated for default by any
Federal agency. (FAR 52.209-5)

2.1.11 Inspection of Facilities

It is the proposer's responsibility to become fully

informed as to the nature and extent of the work required and its
relation to any other work in the area, including possible
interference from academic or other University activities.
Arrangements for proposer's inspection of campus facilities
and/or activity schedules may be secured from Michele
Newberry at 352-392-9020 or [email protected].

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.1.12 Qualifications of Proposers

A contract will be awarded only to a responsible

proposer qualified by experience to provide the work specified.

2.1.13 Confidentiality

From the date of issuance of this ITN, until a proposal is

made, the vendor must not make available or discuss his
proposal, or any part thereof, with any employee or agent of the
University, other SUS universities, or the FCLA, unless
permitted by the Director of Purchasing, in writing, for
purposes of clarification only.

2.1.14 Proposal Rejection

The University shall have the right to reject any and all
proposals and in particular to reject a proposal not accompanied
by data required by the ITN or a proposal in any way
incomplete or irregular including omission of pricing.
Conditional Proposals may be considered non-responsive.

2.1.15 Errors

The University is not liable for any errors or

misinterpretations made by the proposer in responding to this
Invitation to Negotiate.

2.1.16 Open Competition

The University encourages free and open competition

among vendors. Whenever possible, specifications, proposal
invitations and conditions are designed to accomplish this
objective, consistent with the necessity to satisfy the
University's needs and the accomplishment of a sound
economical operation. The Vendor's signature on this proposal
guarantees that the prices quoted have been established without
collusion with other Vendors and without effort to preclude the
University from obtaining the lowest possible competitive price.
The Vendor certifies that its officers or employees have not
bribed or attempted to bribe or influence in any way an officer,
employee or agent of the University.

2.1.17 Oral Presentation

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

After proposals have been opened, a limited number of

Vendors submitting proposals may be required, at the sole
option of the University, to make an oral presentation or provide
written clarifications. Such presentations or clarifications will
provide an opportunity for the Vendor to clarify the proposal.
Oral presentations may be recorded, and both recorded oral
presentations and written clarifications will be affixed to the
Vendor's proposal and become a part of same as if originally
submitted. The Director of Purchasing will initiate and
schedule a time and location for any presentations, which may
be required.
2.1.18 Performance Investigations

As part of the proposal evaluation process, the University

may make inquiries and investigations, including verbal or
written references from vendor's educational and institutional
customers, to determine the ability of the vendor to offer the
service.

2.1.19 Vendor’s Expense

All proposals submitted in response to this ITN must be

submitted at the sole expense of the Vendor, whether or not any
agreement is signed as a result of the ITN. Proposers shall pay
all costs associated with the preparation of proposals and any
necessary visits to campus.

2.1.20 ITN Interpretation

Interpretation of the wording of this document shall be

the responsibility of the University and that interpretation shall
be final.

2.2 Terms and Conditions Applicable to Selected

Vendor

The University anticipates that any contract awarded

pursuant to the ITN would contain terms and conditions,
including but not limited to, and substantially similar to those
provided in this section.

2.2.1 Payment Schedule

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

The SUS will make payments according to a “progress

payment” schedule based on the institutional implementations. The
SUS will compensate the selected vendor under the license
agreement incrementally for each new subsystem implementation at
each university. The SUS anticipates, but does not guarantee,
implementation of the software for the 10 institutions over the next
five years. A list of the institutions and institutional profile data are
shown in Appendix A.4. The payment formula is as follows:

Payment = Cost of subsystem A X % Size of

university, with Adjustments where
Cost of subsystem A = vendor price quote for A
% Size of university = university student FTE / SUS student FTE
Adjustment 1 = Type 1 partial payments for the first
subsystem at the first university (see
below)
Adjustment 2 = Minus the 10% withholding for the Union
Catalog and Universal Borrowing (see
below)

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

If vendor does not separately price Subsystem A, then the cost of

subsystem A will be as follows:

Acquisitions/Serials 20%
Cataloging 20%
OPAC 40%
Access Services 20%

The SUS recognizes that the vendor’s offering will

include use of certain third party software for which the vendor
may not be able to grant unlimited usage. Pricing for third party
software should be stated separately. If a number of concurrent
users is required to calculate costs for third party software, use
the numbers obtained from Appendix A.4 Table 2.

The SUS will pay the successful vendor for the initial
license cost of application modules (except for Union Catalog
and Universal Borrowing) based on two payment schedules.
Type 1 will only be used once for each application. After each
application has successfully completed the acceptance testing
all subsequent orders for the application will be based on Type
2 payment schedules. Payment schedules 1 and 2 are described
as follows:

Type 1 – Prior to successful acceptance testing of each

software application by the SUS, the following payment
schedule will be used with the first order and installation of
each module:

• At delivery of the complete set of software

ordered by SUS: 5%
• Following successful acceptance testing and
resolution of issues identified to the vendor: 55%
• At implementation for the first institution: 40%

Type 2 – After successful acceptance testing is complete for

a software application module, 100% will be used for each
subsequent institutional implementation for the accepted
software module.

These payment schedule specifications do not apply to

software maintenance agreements. After the warranty period,
maintenance fees will be adjusted in correspondence with the
number of modules and/or universities that have been activated.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

The SUS will withhold 10% of the license payments for

all modules until successful delivery and acceptance of the
Union Catalog and Universal Borrowing applications.
Payments for the Union Catalog and Universal Borrowing along
with the 10% withholding will be made only after successful
delivery, installation and acceptance by the SUS.

Example 1: if UF’s FTE is 21% of the SUS FTE and it is the

first school to install the cataloging subsystem, payment would
be as follows:

$ for cataloging X 0.21 X 0.05 minus 10% – at

delivery
$ for cataloging X 0.21 X 0.55 minus 10% – at
acceptance
$ for cataloging X 0.21 X 0.40 minus 10% – at
implementation

Example 2: if FIU implemented the cataloging subsystem after

UF and has 12.6% of the SUS FTE, payment would be:
$ for cataloging X 0.126 X 1.00 minus 10% - at
delivery

Example 3: if UNF has 4.9 % of the FTE, is the last to

implement cataloging and the Union Catalog and Universal
Borrowing are working, the payment would be:
$ for cataloging X .049 X 1.00 - at delivery

2.2.2 System Performance, Testing and Acceptance

Requirements

Sections 2.2.2.3-2.2.2.8 Specifications © 2000, Joseph Ford and Associates,

Inc. All rights reserved.

Acceptance testing will be contingent on the ability of

the mandatory system modules (as outlined in Section 4,
Mandatory Specifications) to perform adequately using SUS
data at installed site(s) selected by the SUS.

2.2.2.1 The areas in which acceptance testing will be performed

are:

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.2.2.1.1 Transaction throughput capacity and response time

—to determine that the provided system is
performing at vendor designated levels
2.2.2.1.2 Hardware functionality—to determine that the
hardware configuration recommended by the vendor
works
2.2.2.1.3 Module functionality—to determine that the
software provided by the vendor performs all
functions attested to by the vendor
2.2.2.1.4 Conversion testing—to determine that all
appropriate databases and records from the former
system have been converted correctly
2.2.2.1.5 Database loading and index building—to determine
both the accuracy of the database loading and
subsequent built indexes and the length of time to
reload the database and index it.

2.2.2.2 Response time

The system is expected to perform the following

categories of online transactions with the indicated response
times. Response time is defined as the total amount of time
between a ‘send’ command (pressing of a key to initiate the
input to the computer) and the completed display of the
response on the screen. In the following response time
requirements, network time is assumed to take 0.5 seconds of
the time allowed.

2.2.2.2.1 Charge, renewal and discharge commands are

expected to have an average response time of 2
seconds or less during normal hours and have a
response time during peak hours of less than 5
seconds 99% of the time.
2.2.2.2.2 Serials check-ins are expected to have an average
response time of 3 seconds or less during normal
hours and have a response time during peak hours of
less than 6 seconds 99% of the time.
2.2.2.2.3 Non-Boolean (i.e., heading) public access catalog
searches are expected to have an average response
time of 2 seconds or less during normal hours and be
less than 6 seconds 98% of the time during peak
hours.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.2.2.2.4 Single word keyword searches are expected to have

an average response time of 2 seconds or less during
normal hours and be less than 6 seconds 98% of the
time during peak hours.
2.2.2.2.5 Boolean (i.e., multi-term searches using one or more
AND, OR, or NOT connectors) searches are
expected to have an average response time of no
more than 6 seconds during normal hours and 9
seconds during peak hours. One additional second
may be allowed for each 5,000 matching records in
both normal and peak hours.
2.2.2.2.6 Input and update functions during peak hours are
expected to have an average response time of 3
seconds or less during normal hours and be less than
8 seconds 99% of the time during peak hours.

2.2.2.3 Testing, Acceptance, and Remedies

In order to ensure that the SUS has received the value

and functionality specified in this ITN, the SUS will conduct
with Vendor’s assistance and support a suite of tests over a
period of months, to verify that all modules of the system
function as agreed. Further, the SUS retains the right to repeat
tests to ensure that the ongoing operation of the system meets
specified parameters. The actual scheduling and sequence of
tests will be included in final contract Implementation Plan.

2.2.2.4 Module Functionality Test

The purpose of the Module Functionality Test is to verify that

the required functional capabilities of the Software have been
delivered.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

Timing and Sequence of the Test:

2.2.2.4.1. Testing will coincide with the implementation of the

various modules and shall occur during or
immediately after the training session for the
module.

2.2.2.4.2. Training and testing will not occur until after the
server hardware has been installed and tested and
sufficient software and data have been loaded to
permit training and the test to be effectively
performed.

2.2.2.4.3. Verification of the attached functional check lists

will occur during the training sessions.

2.2.2.4.4. The SUS shall have an additional 60 days to test

additional functions related to the module(s) on
which training was received.

Testing Methods:

2.2.2.4.5. Prior to training, FCLA shall designate one or more

persons participating in the training session who are
authorized to indicate acceptance of the functional
checklists attached.

2.2.2.4.6. During training the selected authorized testers shall

initial the functional checklist for features observed
and operational.

2.2.2.4.7. Functions which do not operate properly shall be

noted and reported in writing to Vendor.

2.2.2.4.8. The SUS shall have 60 days from the completion of

training for a module to verify other functions which
Vendor documentation indicates the Software will
perform and submit any exceptions to Vendor in
writing.

2.2.2.4.9. Vendor shall clarify and resolve all reported

problems within 60 days of receipt of report. Within
seven days of receipt of notice of resolution from
Vendor, the authorized testers shall retest the
function and confirm that the function has or has not

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

been resolved to University’s and FCLA’s complete

satisfaction.

2.2.2.5 Software Module Acceptance

The Software Module Functionality Test for a given

module will be successfully completed and FCLA obligated to
pay invoices when:

2.2.2.5.1 Each function of the appropriate functional checklist

is operational, and

2.2.2.5.2 Each problem properly reported in the 60-day

additional test period has been resolved to
University’s and FCLA’s complete satisfaction.

Software Functional Checklist

The following features are part of software module

testing, and each will be tested or conducted during the test.
____ 1. General Features (All modules).
____ 2. Searching Capabilities (All
modules).
____ 3. Data Entry and Editing (All
modules).
____ 4. Bibliographic/item File and
Maintenance.
____ 5. Bibliographic Interface Software.
____ 6. Authority Control.
____ 7. Inventory (Circulation).
____ 8. Check-out (Circulation).
____ 9. Renewal (Circulation).
____ 10. Circulation/Management Reports
(Circulation).
____ 11. Check-in (Circulation).
____ 12. Fines and Fees (Circulation).
____ 13. Notice Production (Circulation).
____ 14. Holds (Circulation).
____ 15. Recalls (Circulation).
____ 16. Patron File (Circulation).
____ 17. Reserves (Circulation).

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

____ 18. Portable Back-up Units.

____ 19. Report Writer.
____ 20. Acquisitions.
____ 21. Serials.
____ 22. Electronic Databases.
____ 23. Gateways.
____ 24. Network Operations.
____ 25. Z39.50 Server.
____ 26. Inter-Library Loan.

2.2.2.6 Software Module Test Remedies

In the event that the software module tests do not fall

within the guaranteed parameters, and Vendor has not
responded with a formulated plan for problem resolution within
24 hours of notification of the end of the test period, the SUS
may at their option:

2.2.2.6.1 Grant Vendor further time to resolve the problem, or

2.2.2.6.2 Set up a conference call within two working days

with the FCLA Director or his/her designee,
Vendor’s Team Leader for the SUS’ system, and the
Vendor’s Vice President for Customer Services,

and—

2.2.2.6.3 If the problem is still not resolved three days from

the conference call in Step 2 above, set up a
conference call between the President of Vendor, the
FCLA Director or his/her designee, and the FCLA’s
Project Manager and begin accruing maintenance
credits of 1/30 of the monthly charge for each day
the problem is not resolved, or

2.2.2.6.4 If resolution is not underway after one week from

the call in Step 3 above the SUS, via FCLA, may
require a visit from Vendor to directly address the
problem, at the Vendor’s expense, or

2.2.2.6.5 Accept the solution as is and upon negotiating

satisfactory terms, including a reduction in amount
due, pay the appropriate invoices.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

2.2.2.6.6 These remedies shall be non-exclusive remedies in

the event Vendor is unable to pass any Module
Functionality Test within 90 days of commencing
the test, and the SUS may have additional remedies
under law.

2.2.2.7 Response Time Test and Procedures

The Response Time Test is intended to demonstrate that

the System is capable of meeting the performance standards as
defined in the Agreement at user terminals under full load
conditions.

2.2.2.7.1 A Response Time Test may be requested by the SUS

anytime within five years of the completion of the
implementation as a means of verifying the
performance standards established in this ITN.

Testing Methods:

2.2.2.7.2 The Response Time Test will be performed with PCs

allocated by function (circulation, patron query, etc.)
in the mix of PCs and process in normal library use,
or as mutually agreed upon at the time of the test.

2.2.2.7.3 System load defines the number of transactions

being processed during a given time period.
Average response time under Normal and Peak loads
will vary as described in Section 2.2.2.2., Response
Time.

2.2.2.7.4 Normal Load is defined as the load on the System

when processing transactions up to the level
specified in the following Table. The Normal Load
is computed by dividing the annual transactions by
the number of operational hours.

2.2.2.7.5 Peak Load is defined as the load on the System when

processing transactions at rates that are considerably
above the Normal Load as shown in the following
table.

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

Activity Annual Normal Load

Peak Load
Per Hour
Per Hour

 OPAC Searches 15,000,000

2,600 5,200
 Circulation Charges
& Renewals 3,200,000 500
1,100
 Acquisitions
 Orders Placed 177,000 75
125
 Payments 254,000
110 180
 Serials Check-in 535,000
215 300
 Bib Updates/adds 1,500,000
500 4,000

2.2.2.7.6 The test may be performed for normal and/or peak

load conditions. The transaction load on the system
may be achieved by actual library activities or
scripting transactions at a rate to simulate either load
level.

2.2.2.7.7 The SUS will provide PC operators and people

acting as data recorders. The operators shall perform
the PC client functions and tally the number of
transactions completed. The recorders will clock
and record the response times for each transaction at
selected terminals.

2.2.2.7.8 Each test shall last for at least 30 minutes. No test

shall be deemed valid unless a minimum of 50
timings were performed at the selected terminals for
each type of transaction.

2.2.2.7.9 Both Vendors and the SUS may provide inspectors

to verify the accuracy of the activities of the
operators and the recorders.

2.2.2.7.10 Prior to the commencement of the test, Vendor shall

provide, with the assistance of FCLA and SUS
library personnel, such training as shall be necessary
for the terminal operators and the recorders to
perform the activities herein described.

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State University System of Florida

2.2.2.7.11 Response time shall be the interval of time between

the moment when the operator at a terminal
completes the input of a command or data by
pushing the “return” key or by completing a label
scan, as applicable, and the commencement of
meaningful response from the terminal indicating
either the result of the transaction or the readiness of
the terminal to accept further data or the next
transaction.

2.2.2.7.12 All records and logs made during the test shall be
available for inspection by representatives of
Vendors and the SUS during and after the test.

2.2.2.7.13 Transactions with multiple steps shall include

timings for each step. The average response time is
computed by summing the response times for all
steps for a given type of transaction and dividing the
total by the number of timings.

The Response Time Test shall be successful if:

2.2.2.7.14 The stated transaction throughput is achieved, and

2.2.2.7.15 All transactions complete successfully, e.g., no hung

work sessions, and

2.2.2.7.16 The normal and peak response time averages for

each function do not exceed those stated in Section
2.2.2.2, Response Time.

2.2.2.7.17 Vendors shall bear its own expenses for the

performance of a warranty Response Time Test if
the test is unsuccessful. In the event the SUS
requests a Response Time Test and the test passes,
the SUS shall pay Vendor's expenses.

2.2.2.8 Response Time Test Acceptance and Remedies

The Response Time Test will be successfully completed and

the SUS obligated to pay invoices when:

2.2.2.8.1 Response time is within the parameters of Normal

Load and Peak Load as stated in Section 2.2.2.2,
Response Time.

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State University System of Florida

In the event that the response times do not fall within the
guaranteed parameters, and Vendor has not responded with a
formulated plan for problem resolution within 24 hours of
notification of the end of the test period, the SUS may at its
option:

2.2.2.8.2 Grant Vendor further time to resolve the problem, or

2.2.2.8.3 Set up a conference call within two working days

with the FCLA Director or his/her designee,
Vendor’s Team Leader for the SUS’ system, and the
Vendor’s Vice President for Customer Services, to
discuss a remedy for the problem, and

2.2.2.8.4 If the problem is still not resolved three days from

the conference call in Step 2 above, set up a
conference call between the President of Vendor, the
FCLA Director or his/her designee, and the FCLA
Project Manager and begin accruing maintenance
credits of 1/30 of the monthly charge for each day
the problem is not resolved, or

2.2.2.8.5 If the issue is not being resolved after one week from
the call in Step 3 above the SUS, via FCLA, may
require a visit from Vendor to directly address the
problem, at the Vendor’s expense, or

2.2.2.8.6 Accept the solution as is and upon negotiating

satisfactory terms, including a reduction in amount
due, pay the appropriate invoices.

2.2.2.8.7 These remedies shall be non-exclusive remedies in

the event Vendor is unable to pass any Response
Time Test within 90 days of commencing the test,
and the SUS may have additional remedies under
law.

2.2.3 Implementation Plan

An implementation plan (IP) for the project must be

developed by the Contractor and be approved by FCLA prior to
the installation of any Equipment or performance of services

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ITN 01W-14 SUS Library Management System Software
State University System of Florida

under the Agreement. The IP, upon written approval of both

parties, shall be incorporated into the Agreement and made a
part thereof. The IP must include, but is not limited to, the
following items:
 identification of all required tasks,
 a timeline of all required tasks,
 an indication of which party is responsible for
completion of each task (FCLA, the University
Library, Contractor, or a combination of parties),
 expected start and completion dates of each task,
 a site preparation requirements checklist,
 a software installation requirements checklist,
 a training requirements checklist,
 training courses and course outlines, and
 a description of post-implementation services.

Written approval of both parties shall be required for changes to

an IP following initial approval and such changes will be
incorporated herein.

2.2.4 Contract Duration and Renewal Option

The initial term of the contract will be eight (8) years.

The SUS shall have the option to renew for an additional eight
(8)-year term at the approval of the University of Florida. See
also Sections 2.2.8, 2.2.9, and 2.2.12 for specific conditions
regarding cancellation. The renewals shall be contingent upon
satisfactory performance evaluations by the University and
subject to the availability of funds.

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State University System of Florida

2.2.5 Escrow of Essential Software

Within thirty (30) days following the execution of the contract,

the vendor must either:
(a) provide the source version of all software and all
associated manuals to the SUS,
or
(b) establish and place in escrow, at a bonded escrow
depository, a complete copy of the current source
version of all software and all associated manuals,
proprietary or otherwise, which are essential to
support the system provided by this agreement. The
SUS shall be a party to the escrow agreement and
such escrow agreement shall be subject to the
approval of all parties. The escrow agreement shall
authorize the escrow agent to release the source code
to SUS in the event a petition in bankruptcy is filed
by or against the vendor, if for any reason (except
for material breach by the SUS) the vendor
terminates the Agreement, or if for any reason the
SUS determines that the vendor is no longer
supporting the system in a manner that conforms to
the contracted system. The vendor shall pay all
costs of providing and maintaining the source code
in escrow, including the fees of the escrow agent.
The SUS may at any time during the term of this
contract have access to and review deposited
software and associated manuals. The review may
include taking a copy of the source code to an
institution and having it compiled by a vendor
employee to verify that the escrowed software is
complete and identical to that installed at FCLA.
The vendor shall replace the deposited software and
related documentation with an updated version at
least once every six (6) months or upon the vendor's
distribution of new release software to its customers.

2.2.6 Assignment

Neither this agreement nor any duties or obligations

under this agreement may be assigned by vendor without the
prior written consent of University.

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State University System of Florida

2.2.7 Availability of Funds

The State of Florida's performance and obligation to pay

under the contract awarded pursuant to this ITN is contingent
upon an annual appropriation by the Legislature of the State of
Florida.

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2.2.8 Cancellation

The Director of University Purchasing, by written

notice, may terminate in whole or in part any purchase order
resulting from this Invitation to Negotiate, when such action is
in the best interest of the University. If the purchase order is
terminated, the University shall be liable only for payment of
services rendered prior to the effective date of the termination.
Services rendered will be interpreted to include the cost of items
already delivered, plus the reasonable cost of supply action
short of delivery.

2.2.9 Right to Terminate

In the event that any of the provisions of a contract

resulting from the award are violated by the successful vendor,
the University may serve written notice upon such vendor of its
intention to terminate the contract. Such notice is to state the
reason(s) for such intention to terminate the contract, and unless
within ten (10) days after serving such notice upon the vendor,
such violation shall cease and satisfactory arrangements for
correction are made, the contract shall, upon expiration of said
ten (10) days, cease and terminate, but the liability of such
vendor and his surety for any and all such violations(s) shall not
be affected by any such termination.

2.2.10 Maintenance and Instruction Manuals

The successful vendor shall provide a complete set of

user and system manuals covering all operations and functions
in machine-readable form to be loaded onto a secure server and
made available online to authorized users only.

2.2.11 Prison Rehabilitative Industries

It is expressly understood and agreed that any articles

which are the subject of, or required to carry out this contract
shall be purchased from Pride of Florida in the same manner
and under the procedures set forth in Section 946.5l5 (2), (4),
Florida Statutes; and for purposes of this contract the person,
firm or other business entity carrying out the provisions of this
contract shall be deemed to be substituted for this agency

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State University System of Florida

insofar as dealings with such corporation. Contact, Terrie

Brooks, Bid Administrator, PRIDE of Florida, 2720 Blair Stone
RD, Suite G, Tallahassee, FL 32301

2.2.12 Notice to Contractor

The University shall consider the employment by any

contractor of unauthorized aliens a violation of section 274A(e)
of the Immigration and Nationality Act. Such violation shall be
cause for unilateral cancellation of this contract.

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State University System of Florida

2.2.13 Notice to Contractors of Asbestos Containing

Materials in University Buildings

Asbestos containing materials (ACM) can be found in

almost any building in the United States more than 10 years old.
The University of Florida is no exception. The types of
asbestos most commonly found are pipe and boiler insulation,
fireproofing, hard panels known as "Transite", floor tile, and
spray or trowel-applied ceiling finishes. ACM is generally not
hazardous if left undisturbed.

The University has implemented an Asbestos

Program to assure safe management and removal of
ACM. Contractors, consultants, and other vendors
providing service to the University may encounter
ACM and must, therefore, comply with the following
instructions:

A. Avoid disturbing suspected ACM. Exercise

caution and watch for possible ACM.

B. If it is necessary to disturb ACM, first notify the appropriate

Division Asbestos Representative listed in this notice, or the
University of Florida Asbestos Coordinator, before proceeding
with your work. You shall take whatever precautions are
necessary to protect humans' health and the environment, and
comply with all applicable Federal, State, and Local laws
pertaining to asbestos.

C. If you require additional information on possible locations of

ACM in a particular building, contact the Asbestos
Representative from the Division for which you are working.

Division Asbestos Representative

Telephone

Physical Plant Asso. Dir. Physical Plant

(352) 392-7793
Health Center Dir. Health Ctr Physical Plant
(352) 392-4417
Housing Maintenance Superintendent
(352) 392-2161
Reitz Union Maintenance Superintendent
(352) 392-1614
IFAS Engineer
(352) 392-6488

2.2.14 Award

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State University System of Florida

Award will be made on an "All-or-None Offer Total

Offer" basis. Any contract awarded pursuant to this ITN will be
awarded to a single proposer or to none at all.

2.2.15 Data Format Documentation

The vendor will provide the data formats required for the
SUS, if it so chooses, to convert its own data to the new system
formats.

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State University System of Florida

2.2.16 Services Upon Termination

Upon termination of the contract by the SUS, or upon

conclusion of the contract term, the vendor shall be obligated
within fifteen (15) days of notification of the SUS’s intention to
terminate, to assist the SUS in extracting all Library-owned data
from the system acquired by the SUS. Such assistance shall
include personnel time and the vendor’s best efforts, provision
of documentation regarding the format and contents of the
extracted data, verification that extracted data is complete and
in a form suitable for use by the SUS, and other assistance
necessary for the extraction of data.

The data shall include all the contents of all files created,
maintained, and owned by the SUS, including all bibliographic
data, holdings data, patron data, in-process transaction data
associated with circulation control, cataloging, acquisitions,
serials control, electronic journal holdings and links, software
scripts, network management tools, Z39.50 attribute sets, and
any other activity or module in use by the SUS. Wherever
standards such as MARC exist for the format of that data,
vendor will furnish such data in that standard format.
Appropriate documentation shall be provided.

2.2.17 Software Upgrades

Product upgrades will be included as part of annual

maintenance fee.

2.2.18 Ownership of Data

The SUS represents that it has ownership of the various

databases to be converted and installed by the Contractor, and
Contractor acknowledges the SUS’s ownership. Contractor will
make no use of the databases, in part or in whole, without prior
specific permission by the SUS.

2.2.19 Re-Licensing of Software.

The SUS may wish in the future to replace or upgrade

the Equipment on which the Software is operated, to enhance its
utility for the SUS. In the event the SUS replaces or upgrades

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State University System of Florida

its computer equipment, it shall be liable for no additional

software licensing expenses for software covered by this
contract.

The Contractor may not charge the SUS for any of the
following: licensing fees, port fees, user fees, operating system
fees, database management fees, or any additional costs, except
as they relate to the SUS’s use of additional software capacities.
These may include additional vendor or 3rd party user licenses,
new software modules, or new services from the Contractor.
The Contractor agrees that no costs for re-licensing will accrue
for licenses already purchased and paid for by the SUS, and
transferred to new Equipment.

2.2.20 Intellectual Property Indemnification.

Contractor shall, at its expense, defend, indemnify, and

hold harmless the University, the Board of Regents of the State
of Florida, and the SUS (collectively, the “Indemnitees”) from
any claim or action against the Indemnitees to the extent such
claim or action is based on claim that the Indemnitee’s use of
the system or any part thereof designed or developed under this
contract by the Contractor, infringes a patent, copyright, or
other proprietary right or misappropriates a trade secret, and
Contractor shall pay the damages and costs (including
attorneys’ fees) in respect of such claim, provided that
Contractor is promptly given notice in writing of such claim.
Contractor shall control the defense in any such action with
counsel reasonably satisfactory to the Indemnitees. The
Indemnitees shall, at Contractor’s expense, cooperate with
Contractor in any such defense and shall make available to
Contractor persons, documents, and things reasonably requested
by Contractor in the defense of any such action.

Notwithstanding the foregoing, the Indemnitees shall

have the right to participate in the defense of any such action
and employ its own counsel in connection therewith, but the
fees and expenses of such counsel shall be at the expense of the
Indemnitees unless: (a) the employment of such counsel shall
have been authorized in writing by Contractor in connection
with the defense of such action; (b) Contractor shall not have
employed counsel to take charge of the defense of such action
within a reasonable time after commencement of the action; or
(c) the Indemnitees shall have reasonably concluded that there

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may be defenses available to it which are different from or

additional to those available to Contractor (in which case
Contractor shall not have the right to direct the defense of such
action on behalf of the Indemnitees), in any of which events
such fees and expenses shall be borne by Contractor.

In case the system, or any part thereof, are in such action

held to constitute an infringement or misappropriation, or the
use thereof is enjoined or restricted, Contractor shall, at its own
expense and in the following order of priorities: procure for the
Indemnitees the right to continue using the system; modify the
system to operate in accordance with or comply with the
specifications and to not violate any intellectual property rights;
or retrieve the system upon receipt of notice from the
Indemnitees and refund amounts paid by the Indemnitees.

2.2.21 Standard of Services

Contractor agrees to perform its services with that

standard of care, skill and diligence normally provided by a
professional organization in the performance of similar services.
It is understood that the Contractor must perform the services
based in part on information furnished by the Indemnitees and
that Contractor shall be entitled to rely on such information.
However, Contractor is given notice that the Indemnitees will be
relying on the accuracy, competence and completeness of
Contractor’s services in utilizing the results of such services.

Contractor warrants that the recommendations, guidance

and performance of any person assigned under this Agreement
shall be in accordance with sound technical practice and
professional standards and the requirements of this Agreement.

2.2.22 Liquidated Damages

The successful vendor agrees to negotiate in good faith

with the University a liquidated Damages provision which will
specify an amount to be payable or credited to the University if
Vendor fails to comply with the implementation schedule which
is mutually agreed to in the contract award.

2.2.23 Configuration Warranty

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State University System of Florida

The successful vendor warrants that the equipment,

software, and services specified in the vendor’s proposal in
response to this ITN, including vendor recommended third party
products, include all items, components, quantities, services,
etc. necessary to provide University with the functional and
performance capability required by the ITN unless otherwise
stated in the vendor’s proposal. Should additional items be
required in order to meet the performance standards included in
the ITN and vendor’s response, the vendor shall provide to
University at no additional cost.

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3 EVALUATION

3.1 General Information

Any vendor may be requested to provide written responses

during the proposal evaluation period for the purpose of clarifying
statements in the proposal. For effective evaluation of proposals,
each item and topic contained and presented will be addressed in a
similar format and detail in the vendor's proposal.

The evaluation of each proposal will be composed of multiple steps

as described in more detail in Section 3.4, Evaluation Process.
These steps are:

 Review of Terms and Conditions

Responses (Section 2)
 Review of Mandatory Specifications
(Section 4)
 Evaluation of written proposals for
Functional Specifications, Cost, and Vendor Viability
(Sections 5, 6, and 7)
 Evaluation of vendor demonstrations
and interviews (from selected or ‘short-listed’ vendors)
 Evaluation of customer site visits
 Evaluation of vendor office site visits

3.2 Proposal Requirements

In addition to all requirements set forth in this ITN,

following are additional requirements for all proposals.

The proposal must follow the numbering system in the

ITN. The proposal must provide complete and comprehensive
responses with a particular focus on concise answers.

Proposers are required to identify the version of each

software product for which the proposals are made. All

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proposals must be for that version. If vendors wish to submit

proposals for more than one product or mix of products,
completely separate proposals must be submitted in their
entirety. If it is determined during the evaluation process that a
single proposal includes responses pertaining to different
versions of the same software product or different products, the
proposal will be judged non-responsive and will not be
considered. For purposes of determining whether more than
one proposal is required, upgrades of a version will not be
considered a separate product.

In Section 1 (Introduction) vendors must indicate that they have

read and understand the information provided.

In Section 2 (Administrative Information) and Section 3

(Evaluation) vendors are required to follow all instructions as
indicated and to respond to all information as requested. Vendors
must list each section number, state that they understand and
comply, and provide all requested information.

Section 4 (Mandatory Specifications) focuses on the minimum

system capabilities required by the SUS.

In Sections 4.1 – 4.3 vendors are required to state a Yes

or No answer next to each section number. A Yes
answer indicates compliance with these requirements. If
a vendor answers Yes to all mandatory specifications
and the SUS subsequently determines that any of these
mandatory specifications are not met the proposal
WILL BE DEEMED NON-RESPONSIVE AND,
THEREFORE, ELIMINATED FROM FURTHER
REVIEW AND CONSIDERATION.

In Section 4.4 vendors are required to complete the

hardware recommendations based on the environmental
descriptions in Appendix A.4.

Section 5 (Functional Specifications) focuses on the individual

modules that together make up the integrated system. A point
system will be used to score the proposals. Some items are for
information purposes only and will not be scored.

The FCLA Invitation to Negotiate provides a set of

functional, technical, and services requirements, as well as a

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State University System of Florida

method for responding to those requirements. Each functional,

technical, and services component requires one of four
responses:
(A) for available,
(D) for in development/not demonstrable,
(B) for in development/demonstrable or
(N) for not available.

The members of the Evaluation Team will score the ITN

responses for each component, using numeric equivalents. The
numeric scores will be aggregated for all scorers and all vendor
responses, to develop an overall score for each vendor’s
response. Aggregated scores will be evaluated using standard
statistical methods. The scoring will take into account
functionality, ease of use, quality and clarity of displays, and
other attributes of automated library management systems.

In Section 6 (Cost Summary) vendors are required to provide a:

 complete price list as outlined in
Section 2.1.6 (Pricing).
 guaranteed discount as outlined in
Section 2.1.6 (Pricing).

In Section 7 (Vendor Viability) vendors are required to respond

to each statement with complete information.

The vendor's proposal should provide concise and

complete descriptions of the vendor's capability to satisfy the
requirements of the ITN. It is expected that the vendor will
provide relevant or essential data needed to complete this
requirement. Expensive displays, bindings, or promotional
materials are discouraged unless they provide concise and
complete descriptions of the vendor's capability to satisfy the
requirements of the ITN. Responses of “see attached” are not
considered sufficient. If attachments are required they must
pertain to specific questions. In these cases, indicate on the
attachment the section and item number to which it refers and
clearly mark on the attachment the relevant information that
responds to the question.

3.3 Evaluation Criteria

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State University System of Florida

Proposals will be evaluated based on point awards

derived from the proposal weighted by the relative importance
of the feature or question. The evaluation categories are
Functional, Vendor Viability and Costs. The maximum number
of points within each of the four criteria categories are:

Functional
600
Acquisitions/Serials Control 60
Cataloging/Database Management 60
OPAC 120
Access Services 60
Systems Administration 300
Costs
200
Vendor Viability
200
Experience 30
Autonomy 30
Financial 30
References 45
Customer Support 45
Implementation Strategy 20
Total
1000

3.4 Evaluation Process

3.4.1 Proposals will be evaluated by members of the SUS

Library Management System Committee (LMSC) and
other staff members from SUS Administration and
Libraries.

3.4.2 Review of proposals to verify compliance with the

requirements outlined in Sections 2-7.
• cost information, as requested in Section
2.6 (Pricing) and Section 6 (Cost Summary),
must be provided in order for the vendor to be
considered for further review.
• vendors who do not provide financial
information, as requested in Section 7 (Vendor
Viability), will be contacted to supply the
missing financial information within a
designated number of days. They will be

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informed that non-compliance will eliminate

their proposal from further review. The proposal
WILL BE DEEMED NON-RESPONSIVE
AND, THEREFORE, ELIMINATED FROM
FURTHER REVIEW AND
CONSIDERATION.
• vendors who do not comply with the
General Conditions or any of the conditions
covered in Section 2 WILL BE DEEMED
NON-RESPONSIVE AND, THEREFORE,
ELIMINATED FROM FURTHER REVIEW
AND CONSIDERATION.
• Section 4 (Mandatory Specifications) will
be checked to determine if any single item is
unanswered or answered NO, the proposal
WILL BE DEEMED NON-RESPONSIVE
AND, THEREFORE, ELIMINATED FROM
FURTHER REVIEW AND
CONSIDERATION.

3.4.3 Arrangements will be made to have Dun & Bradstreet

financial data compiled for each vendor. This data will
be included in the review of financial statements
requested in Section 7 (Vendor Viability). Reviewers of
the financial statements will be asked to provide a brief
statement indicating whether or not the company is
financially solvent.

3.4.4 Evaluation of Section 5 (Functional Specifications): The

vendors with the highest scores (i.e., the “short-list”)
will be chosen for closer evaluation. The “short-list”
will be announced and vendors not listed will receive no
further consideration.

3.4.5 The review of the vendors selected for further evaluation

will include:
• consultation with references
• vendor demonstrations at the University
of Central Florida, Orlando
• site visits to vendor's offices by members
of the LMSC and others as deemed necessary
• site visits to customer sites that have the
vendor's system in production by members of the
LMSC and others as deemed necessary

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Based on these review steps, a vendor’s scores may be

increased or decreased resulting in a final score for each
of the top vendors.

If demos and site visits reveal that any items in Section 4

(Mandatory Specifications) with a “YES” response
cannot, in fact, be verified, vendors will be contacted for
clarification. If none is forthcoming, or if it cannot be
determined to University's satisfaction that the
mandatory specification is
met, the proposal WILL BE DEEMED NON-
RESPONSIVE AND, THEREFORE, ELIMINATED
FROM FURTHER REVIEW AND
CONSIDERATION.

3.4.6 The LMSC recommendation and final scores will be

submitted to the SUS Library Directors for approval to
negotiate.

3.4.7 University reserves the right to negotiate with one or

more vendors. If only one vendor is deemed to be
satisfactory, a negotiation process for features,
scheduling and prices will still occur.

3.5 General Scoring Principles

3.5.1 Rating = value assigned to each specification from the

0-9 scale described below.

3.5.2 Score = rating value x weighting factor.

3.5.3 Ratings (and consequently, scores) will be finalized after

vendor demonstrations, contacts with references,
vendor site visits and customer site visits.

3.5.4 Two normalization processes will be used. Each

addresses a different need.

Normalization 1: used with the Functional Criteria

a) Given that these criteria, and the sub-
categories under “Functional”, have a varying
number of specifications, and that

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b) the total of the scores of each

specification within a criteria category, or sub-
category, must be normalized to produce a total
score for that category proportional to its
assigned criteria category weight (i.e., 12% for
OPAC, 30% for Systems, etc…), then
c) the formula is:
[total of the scores assigned to each
specification within a category] divided by
[total of the highest possible scores within that
category] multiplied by [weight of that
category] = Score for that category

Normalization 2: This process is necessary to preserve

the relative importance of Function, Cost and
Vendor Viability and will be used to assign the final
score to each of these criteria categories. This
normalization formula will be applied separately to
each of the five functional criteria categories. The
final score assigned to the functional and vendor
viability criteria categories will be determined by
each score’s relationship to the highest score given
within a criteria category. The points assigned to the
cost summary will be determined by the cost
summary’s relationship to the lowest proposal.

3.6 Scoring Mechanism for Section 5 (Functional)

3.6.1 A weighting factor will be applied to each specification

as follows:
3 points = Essential or Extremely Important
Feature or Function
2 points = Important or Highly desirable
Feature or Function
1 point = Desirable Feature or Function

3.6.2 Rating scale for each specification:

a) Range to be used for each specification: 0 to 6
for the evaluation of written responses to the
Invitation to Negotiate (ITN) as specified in “b”
below; 0 to 9 for evaluation of selected features
during the demonstration and visitation phases of
short list vendors as specified in “c” below.

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b) Application of scale to the proposals as written:

0 = (N) Not available; not planned
1 = (D) Developing application; will be in
general release within
twelve (12) months of December 1, 2000
– cannot be demonstrated
2 = (B) Developing application; will be in
general release within
twelve (12) months of December 1, 2000
– can be demonstrated now
3-6 = (A) Vendor asserts availability in current
release as of December 1, 2000.
Quality of implementation is judged,
from information supplied, to be:
3 = Undeterminable due to
insufficient information
4 = Less than satisfactory
5 = Satisfactory
6 = Above satisfactory
c) Application of scale to the proposal based on
observation:
3-9 = (A) Quality of implementation is judged,
from observation in vendor demos
and/or customer site visits, to be:
3 = Very poor implementation--not
at all desirable
4 = Barely acceptable
5 = Satisfactory but room for
considerable improvement
6 = Good
7 = Considerably better than
acceptable
8 = Excellent implementation--little
improvement needed
9 = Outstanding implementation--no
deficiencies observed

3.6.3 Information gained from the vendor scripted demos and

vendor site visits that clarify specific functional/system
questions will be used to adjust the ratings of the
appropriate specifications in Section 5 (Functional
Specifications). The 'vendor site visit' team will consist
of LMSC members plus additional advisors as needed.

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3.6.4 Information gained from the reference contacts and

customer site visits that clarify specific
functional/system questions will be used to finalize the
ratings of the appropriate specifications in Section 5
(Functional Specifications). The 'customer site visit'
team will consist of the LMSC plus additional advisors
as needed.

3.7 Scoring Mechanism for Section 6 (Costs)

3.7.1 Cost summary information must include all costs to SUS

even if specific costs are not included in the ITN
proposals (e.g., hardware, staff travel for training, data
conversion costs borne by FCLA, etc…) in order to
determine the total cost to the SUS of each proposal.

3.7.2 Vendors are asked to provide cost summary information

for proposed configurations as needed for the
environment described in Appendix A.4. A separate
spreadsheet for each configuration will include capital
costs, recurring maintenance and operations costs, and
system costs over a five-year period that have been
extracted from the cost summary information provided
by the vendor. Hardware costs will be based on the
hardware recommendations (outlined in Section 4.4)
provided in the proposals. Hardware cost quotes will be
included in the cost summary spreadsheet.

3.7.3 The total cost of each configuration will be combined to

produce the final cost totals.

3.7.4 The points assigned to the final cost totals will be

determined by the cost total’s relationship to the lowest
proposal. For example,

Vendor Proposal Relationship to Low Proposal

% of Possible Total Points

A $15,000,000 $9 million / $15 million

60%
B $ 9,000,000 $9 million / $ 9 million
100%
C $12,000,000 $9 million / $12 million
75%

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3.8 Scoring Mechanism for Section 7 (Vendor Viability)

3.8.1 Dun & Bradstreet data and financial statements from the
vendor will be reviewed to determine the financial
viability of the company.

3.8.2 The assignment of points to Section 7 (Vendor

Viability) will be the result of a collaborative discussion
of the LMSC considering topics outlined in the section,
such as:
a) information gained about the vendor’s
responsiveness and overall customer satisfaction
with the library management system
b) review of financial statements
c) process for customer input related to product
development
d) review of vendor’s customer base and experience
with installations shared by multiple, academic
libraries

3.9 Final Selection and Contract Negotiation

The Vendor receiving the highest ranking will be

contacted. The University and this Vendor will enter into
contract negotiations. This discussion will finalize any contract
terms, such as migration of existing data, implementation
process, and acceptance criteria. No final decision to award a
contract will be made until negotiations are concluded, in
University’s sole discretion.

If an acceptable contract cannot be negotiated, the

University reserves the right to enter contract negotiations with
the vendor having the next highest ranking.

It is mutually agreed between the University and the

Vendor that the University’s acceptance of the Vendor’s offer
by the issuance of written notification incorporates into the
resulting agreement all terms and conditions of the ITN and the
Vendor’s proposal, except as amended by mutual, written
agreement.

Using the conventions outlined in Section 5 (Functional

Specifications), the vendor shall clearly state in the submitted

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proposal any exceptions to, or deviations from, the requirements

or terms and conditions of this ITN. Such exceptions or
deviations will be considered in evaluating the proposals.

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4 MANDATORY SPECIFICATIONS

The features in this section and all its subsections are

required. For section 4.1 – 4.3, Vendors must state a Yes or
No answer next to each section number. A Yes answer
indicates compliance with these requirements.

NOTE: All answers in this proposal must refer to the proposed

product/combination of products and its/their current
version/release number. If vendor wishes to propose an
alternative product/combination of products or another version
or release of the same, vendor must submit two complete and
separate proposals.

In the table below, Proposers should recreate the table in their

responses adding lines if necessary. Multiple lines need to be
filled in only where the Product is composed of separate
modules that do or may have their own versions and/or release
dates.

GENERAL
PRODUCT VERSION/

AVAILABILITY
NAME RELEASE #
DATE

_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________

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_____________________ ______________
________
_____________________ ______________
________
_____________________ ______________
________

DATE THIS COMBINATION WENT INTO GENERAL

RELEASE: ____________

NUMBER OF ARL LIBRARIES USING THIS

COMBINATION OF VERSIONS/RELEASES IN
PRODUCTION: ____________

4.1 Mandatory - General System Functions

Implemented SUS-wide, the System/Product:

____4.1.1 must consist of software, installation, database

conversion programs, on-site training and
documentation, software maintenance, software
support, and ongoing software enhancements
necessary for full operation, all of which must be
quoted by the vendor.

____4.1.2 must be fully integrated, with all modules

capable of sharing common bibliographic
databases and a consistent staff interface across
functions.

____4.1.3 must fully support a ‘consortium’ arrangement

that will allow separate universities to share
hardware and software while enabling each
university to access and maintain its own library
data. The library management system and local
data for each university must be able to have
separate profile and security configurations that
are controlled at the university level.

____4.1.4 must fully support an arrangement that enables

the data from multiple libraries for a single
university to coexist in the same data files. The
OPAC incorporates all the libraries located at

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that single university. In addition, each library

must have the option to have separate data of all
types as well as separate profile and security
configurations for staff functions. Examples of
this arrangement are the complex of libraries
located at the University of Florida and the
University of South Florida.

____4.1.5 must fully support a non-virtual, SUS-wide

Union Catalog function. See Section 5.5.4 and
Appendix B: Glossary for description and
definition.

____4.1.6 must support Universal Borrowing. See Section

5.4.2.6 and Appendix B: Glossary for definition.

____4.1.7 must be capable of supporting a 50 percent

increase in database size, number of
terminals/workstations, and/or activity levels
without a server upgrade or a significant
decrease in system response based on the
environment described in Appendix A.4.

____4.1.8 must support the following functions:

 online public access catalog (OPAC)
 cataloging and database
maintenance (including authority control)
 access services (circulation --
charge, discharge, renewal, recall, hold,
e-mail and printed notifications; patron
records; patron record loading from
multiple university files; bill and fine;
reserves and e-reserves)
 acquisitions (ordering, claiming,
receiving, payment processing, vendor
file, fund accounting)
 serials control (check-in,
claiming, acquisitions, item/summary
holdings)

____4.1.9 must allow a separate test environment for staff

training and testing purposes that duplicates the
database configuration in production.

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____4.1.10 must support resource files (specifically, the LC

and MeSH authority files, MARCIVE, GPO and
LC bibliographic files). It must be possible to
share these files within and across all of the SUS
libraries for importing/deriving records into local
bibliographic and authority files.

____4.1.11 must be able to import and output bibliographic,

authority, and holdings records in MARC21
communications format.

____4.1.12 must accommodate future changes in the

MARC21 bibliographic, authority, and holdings
formats, or new MARC format standards as they
are developed.

____4.1.13 must be able to transfer MARC21 records to and

from the OCLC and RLIN bibliographic utilities
and vendor services for transfer and overlay of
bibliographic and authority records in both real-
time and in batch mode.

____4.1.14 must operate in a real-time interactive mode with

the capability to create, update, maintain, and
access all records for library materials and
patrons.

____4.1.15 must provide dynamic indexing for all new and

revised data regardless of method of entry into
the system.

____4.1.16 must provide daily reporting and updating in a

manner so as to insure that the system can be
operated continuously regardless of system
configuration or number of libraries using the
system. The system’s staff functions must be
available at least 20 hours per day, seven days
per week. The system must be available for
OPAC use on a continuous basis (24 hours per
day, seven days per week).

____4.1.17 must provide continuous backup so all

transactions can be recovered to the point of
failure. Routine point of failure restoration from

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software or hardware failure must not exceed

four (4) hours. Must allow for transaction roll-
back in case of failure.

____4.1.18 must have a backup process that notifies system

operator if process was unsuccessful.

____4.1.19 must be fully compliant with the following

standards:
 Z39.2 Information Interchange Format
 MARC21
 Z39.71 Holdings Statements
 Z39.50 Information Retrieval
Service Definition and Protocol
Specifications for Library Applications
Version 3 (client and server)
 EDIFACT
 Codabar modulus 10 barcodes
 IEEE 802.2 and 802.3 ethernet
(10 and 100 megabit per second)
 HTTP
 TCP/IP standards, Telnet, FTP,
SMTP, etc.

____4.1.20 must include a report generator to facilitate

retrieval of management information. This
report writer must allow non-programmers to
develop reports independent of support from
programming staff. Control options for systems
administration must be included to protect
system resources and response time.

____4.1.21 must be SQL compliant. SQL access must be

possible and a database data dictionary must be
provided. The system must be open for
sophisticated data manipulation beyond the
limited capabilities of proprietary report writers.

____4.1.22 must include a security function that sets

functions, data and screen access rights across all
modules by individual or group which can be
maintained by FCLA and library administrative
staff and does not require programming
expertise.

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____4.1.23 must consist of integrated logical and functional

subsystems that allow for a single point of
authentication and authorization.

____4.1.24 must provide staff authentication and

authorization on an individual basis.

____4.1.25 must have the ability to specify authentication

and authorization for specific record types and
field groups within records. The system must
provide the ability for authorized staff to create,
edit, and delete all types of records.

____4.1.26 must be able to input, store, edit, output and

display the complete ALA character set
(ANSEL) at the time of the acceptance test.

____4.1.27 must be able to display the complete ALA

character set (ANSEL) including special
characters and diacritics positioned in the
relevant position to the letters (not before or
after) in both web and client OPAC displays.

____4.1.28 must be possible to display, print and download

specific bibliographic records and reasonably
sized ranges of records and results sets.

____4.1.29 must have clients that run simultaneously with

other common clients and applications such as
MS Office Suite and Adobe products on a single
workstation.

____4.1.30 must include a keyword search type that covers

all bibliographic fields determined in the local
configuration, e.g., in the current SUS system,
k=<term> encompasses everything in the
keyword index regardless of the narrower search
types in which the terms also appeared (ka=, ks=,
kt=, etc…)

____4.1.31 must include the option to limit the keyword

search to a specific field.

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____4.1.32 must be able to process input from multiple

workstations, applying appropriate record
locking to insure data integrity.

____4.1.33 must automatically update all affected records

dynamically when a change is made to the
database.

____4.1.34 upgrades must not require more than 6 hours of

downtime for the OPAC, 12 hours for circulation
(with a working circulation backup client) and 48
hours for other staff functions on a scheduled
specified by FCLA and the university, assuming
a database size and environment as specified in
Appendix A.4.

The vendor:
____4.1.35 must have a maintenance and support program
for the proposed system's software.

____4.1.36 must have a documented trouble-reporting

procedure outlining guaranteed response times
and escalation procedures.

4.2 Mandatory - Data Conversion

The vendor:
____4.2.1 must support data migration strategies from the
data sources outlined in Appendix A.3. to the
proposed system.

____4.2.2 must convert and load the following record types

without loss of data:
 bibliographic/authority records
 item records
 holdings records
 vendor/fund/invoice records
 order records
 patron and patron history records
 serials check-in records

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4.3 Mandatory – Requirements for Computer Hardware

and Platforms

The implemented SUS-wide system:

____4.3.1 must run on SUN or IBM Unix servers.

____4.3.2 staff interfaces must operate on workstations

running the current versions of Microsoft
Windows98, Windows 2000, or Windows NT.

____4.3.3 OPAC client must operate on common browser

technology. At a minimum, Netscape 4.0 and
Microsoft Internet Explorer 4.0 or similar
browsers with Java and Javascript enabled must
be supported.

____4.3.4 must operate over a TCP/IP network and must be

compatible with domain addressing and domain
name resolution (DNS).

____4.3.5 must be compatible with the "fast" ethernet (100

megabit/second) network standard.

4.4 Mandatory - Hardware Recommendation

Vendors are required to complete the hardware

recommendations as outlined in this section.

Although computer hardware will not be a cost item in

this ITN, it is required that the proposer provide detailed
hardware recommendations based on the environment outlined
in Appendix A.4. Keeping in mind the requirement that the
system must be capable of supporting a 50 percent increase in
database size, number of terminals/workstations, and activity
levels without a server upgrade or decrease in response time,
recommend appropriate server and storage hardware. Vendor
may propose either SUN or IBM as stated in Section 4.4.1
below. However, for the sake of cost data collection, analysis,
and price comparison, both SUN and IBM configurations are
preferred. The hardware recommendations must be included
with the costs in Section 6 and must include:

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4.4.1 SUN or IBM Unix servers (vendor, model, and

configuration); include hardware for the union
catalog component. If Proposer’s system runs on
only one of these servers, supply hardware
configuration for that one. If Proposer’s system
can run on either SUN or IBM, provide separate
configurations for both.

4.4.2 fully mirrored databases. Specify disk storage

(amount and type) required for data, system
software, transaction logs, etc., including mirror.
Specify type of mirroring assumed by this
calculation.

4.4.3 peripheral devices for servers including

recommended tape drives, an uninterruptable
power supply, operator’s console, etc.

4.4.4 client distribution server, if proposed.

4.4.5 sample workstation configuration for staff

functions.

4.4.6 sample workstation configuration for public

functions.

4.4.7 proposed network/infrastructure requirements.

4.4.8 test environment for staff training and testing

purposes that duplicates the database
configuration and tables in production with test
files of up to 10,000 records for each university.

4.4.9 third copy of the production databases for use in

running routine and ad hoc reports. This copy
may be updated in less than real-time but at least
daily.

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5 FUNCTIONAL SPECIFICATIONS

Section 5 (Functional Specifications) focuses on the

individual modules that together make up the integrated system.
A point system will be used to score the proposals.

Vendors are required to follow the numbering system in

the ITN and to insert textual responses into the Microsoft Word
97 document in-line below the relevant item or question. See
Section 2.1.4 for details on how to get the MS Word 97 version
of the ITN document.

Vendors should respond to each statement as indicated

here:

Sections 5.1 – 5.4: vendors must indicate, next to each

section number, the system’s state of compliance using these
indicators and provide detailed explanations of the functions or
capabilities represented in each specification as requested.
A = Available in current general release of the version
described in this proposal as of December 1,
2000
D = Developing application to be in general release
within twelve (12) months of but cannot be
demonstrated as of December 1, 2000
B = Developing application to be in general release
within twelve (12) months of but can be
demonstrated now or is in Beta testing as of
December 1, 2000
N = Not available

Section 5.5: vendors must indicate whether the function

is available or true in the current general release and provide
detailed explanations of the functions or capabilities represented
in each specification. If a feature is to be included in a future
release, specify the release number and expected date of
release.

It is expected that all the specifications in Section 5 will

work within the context of the “consortium” models described
in Section 1.3. Vendors must indicate if the specification
cannot be applied to one or both of the models and provide an
explanation of the functional limitations.

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As an example, specification 5.2.6.5 states that the

system have the capability for authority files to be shared by
libraries while providing the option for creating and maintaining
local authority records. If, in order to have the option for local
input and control, the bibliographic data must coexist in the
same data files (Model I); or if libraries with separate
bibliographic data (Model S) must have their own complete
authority files, it must be indicated.

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5.1 Acquisitions and Serial Control (60

Points Total=6% of 1000)

5.1.1 General (14 Points=23.33% of 60)

The system:
____5.1.1.1 enables easy and logical navigation between
and within modules, avoiding the necessity of
reentering searches in order to retrieve related
records and data.
____5.1.1.2 provides a “go back” feature that retrieves the
preceding screen(s) without having to recreate a
search or navigate a series of menus.
____5.1.1.3 allows for the retrieval of records via the
indexing of any acquisitions data of the
library’s choosing.
____5.1.1.4 provides the ability to sort the return set of a
search by the field of the operator’s choosing.
____5.1.1.5 provides the ability to search for acquisitions
data using the purchase order number from a
previous system which has been migrated with
the data from that system or manually input.
____5.1.1.6 has no limits on the number of order records
associated with a bibliographic or holdings
record.
____5.1.1.7 supports all functions associated with the
process of acquiring library resources, services,
and supplies, including, but not limited to:
 creating order records
 creating and dispatching purchase
order documents
 modifying and/or canceling
orders
 claiming
 receiving
 tracking vendor reports
 tracking and approving for
payment vendor invoices
 accounting for the dispersal of
allocated funds
 tracking vendor licenses and
licensing agreements

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____5.1.1.8 accommodates acquisitions transactions for all

formats, including, but not limited to paper,
micro-format, all the various audio-visual
formats, and all the various electronic formats
including remotely stored resources such as
those accessed through the Internet (World Wide
Web, etc.).
____5.1.1.9 accommodates the following acquisition
transaction types, including, but not limited to:
 approval
 continuation
 credit or debit card
 deposit account and receipts
against deposit
 firm order
 gift and gratis materials
 membership and receipts against
membership
 prepayment
 quote
 standing order
 subscription
____5.1.1.10 accommodates all types of serials, current and
ceased, including, but not limited to:
 periodicals
 continuations
 newspapers
 annuals and irregulars
 monographic series
 proceedings and transactions
 indexes and abstracts
 supplements
 loose-leaf materials
 cumulated versions
____5.1.1.11 captures and stores acquisitions data, including,
but not limited to:
 descriptive (e.g., bibliographic)
data
 order type
 order status
 location/copy information
 invoice information

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 vendor information
 vendor report information
 fund accounting information
 notes to vendor
 notes to cataloging
 notes to acquisitions
 order notes (source/requester)
 a minimum of four library-
defined fields
____5.1.1.12 allows retention of acquisitions data for as long
as the library desires.
____5.1.1.13 allows archiving of acquisitions data.
____5.1.1.14 provides productivity assists such as the
capability to set form or function default values
and session preferences.
____5.1.1.15 provides a variety of order statuses, including,
but not limited to:
 desiderata or “in abeyance”
 in pre-order process
 on order
 claimed
 received but not paid
 partially received
 currently received
 completed
 cancelled
 ceased publication, order
terminated
____5.1.1.16 supports production of orders, claims,
cancellations, reports, and invoices both in batch
mode and on demand.
____5.1.1.17 provides a dynamic link, where appropriate,
between acquisitions data and bibliographic,
holdings, and inventory (item) data and reflects
these links in the OPAC.
____5.1.1.18 provides the ability to selectively block
acquisitions data from public view.
____5.1.1.19 includes commonly expected word processing
features such as cut-and-paste and automatic text
formatting.
____5.1.1.20 provides free text note fields of unlimited length,
including, but not limited to:
 notes to vendor

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 notes to acquisitions department

 notes to cataloging department
 check-in and payment notes
 general notes
____5.1.1.21 provides, with sufficient authorization, the
ability to delete individual acquisitions records,
including but not limited to duplicates or those
created in error.
____5.1.1.22 supports Electronic Data Interchange (EDI) in
accordance with national (ANSI/NISO, X12) or
international (UN/EDIFACT) standards in
addition to related industry implementation
guides (BISAC, SISAC) and provides EDI
functions including, but not limited to (indicate
which are in production and which are in
development):
 sending and receiving of all
relevant and currently defined EDI
acquisitions forms and documents.
 automatic or, when desired,
individually reviewed and approved
updating of relevant records with
transmitted data.
 reporting of failed or suspect
electronic transmissions.
 transmitting, receiving, or
otherwise handling of electronic data
with minimal or no human
intervention.
 processing of all EDI data in real
time without interfering with normal
acquisitions functions.
 logging of all EDI transactions
with the provision for on-line viewing
or off-line printing.
 archiving of EDI transactions.
____5.1.1.23 supports foreign currency input, output, and
conversion in all relevant acquisitions sub-
functions including fund accounting.
____5.1.1.24 provides the ability to get on-line help in staff
mode.
____5.1.1.25 provides the option of allowing the staff of one
library to view the acquisitions data of any other

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library in the consortium in order to share

information.
____5.1.1.26 must fully convert all open acquisitions data
from previous system (FCLA/NOTIS), including
open orders, serials check-in records, vendor and
fund accounting data, such that work can begin
on the new system without any preliminary
manipulations required on the part of the
operator. Describe any limitations and, in
particular, the number of keystrokes required
before records on the new system can be used to
receive or check-in materials and services
ordered on the old system.

5.1.2 Ordering and Vendor Data Maintenance (14

Points=23.33% of 60)

As part of the pre-ordering and verification process the system:

____5.1.2.1 provides guide or index screens containing
enough abbreviated bibliographic information
(e.g., Author, short title, publisher, date, series
and volume number) to enable verification
without always having to resort to the full
record.
____5.1.2.2 provides index displays containing enough
acquisitions data (e.g., “on order” and flags for
currently-received serials, etc.) to enable
verification without always having to resort to
the full record.
____5.1.2.3 provides the ability to perform verification for
duplicate avoidance based on a search by ISBN,
ISSN, LCCN, or some other match point of
library’s choice.

As part of the order placement and maintenance process, the

system:
____5.1.2.4 allows the creation of blanket orders (for
approval receipts, binding, etc.) and orders for
non-bibliographic materials (supplies,
memberships, etc. ) without affecting the
integrity of the bibliographic database.
____5.1.2.5 allows both single and multiple line-item
purchase orders at the discretion of the library

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and, when multi-line, allows unique purchase

order or identification numbers for each line.
____5.1.2.6 allows system assigned and, with sufficient
authorization, manually assigned purchase order
or line order identification numbers.
____5.1.2.7 prevents duplicate assignment of purchase order
numbers, whether automatically generated or
manually input, unless specifically requested.
____5.1.2.8 dynamically encumbers funds and updates fund
records upon order record approval (rather than
order record creation), or makes the point of
encumbrance (at either order creation or
approval) a library option.
____5.1.2.9 allows orders to remain active across fiscal years
(particularly to accommodate serials).
____5.1.2.10 supports MARC record import from a
bibliographic utility or resource file.
____5.1.2.11 supports various "bill to" and "ship to" addresses
with default addresses keyed to operator sign-on;
indicate if there is a limit to the number of
addresses.
____5.1.2.12 supports the printing or electronic output of
order records and/or purchase orders including
the ability to override default fields that
normally appear on purchase orders (i.e., the
ability to have operator-designated fields
included instead of or along with default fields
on a given order).
____5.1.2.13 sorts purchase orders by vendor, or other
library-designated fields.
____5.1.2.14 allows for the regeneration of purchase orders
(due, for example, to loss, damage, or
misdirection, etc.).
____5.1.2.15 at discretion of operator, supports public display
of messages (e.g., from vendors) regarding order
status; allows option to display or suppress
messages by record.
____5.1.2.16 permits changes to all order types and statuses
including cancel and ceased.
____5.1.2.17 on an order-by-order basis, allows for the
suppression of purchase order printing or
electronic dispatch.

As part of the vendor data maintenance process, the system:

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____5.1.2.18 supports an unlimited number of separate vendor

record files. Indicate if it is possible to create a
union vendor file with library or consortia-
defined fields, to which all libraries using the
system would have access.
____5.1.2.19 incorporates a vendor file which makes provision
for adding an unlimited number of records
incorporating vendor names and including an
unlimited number of both order and remittance
address. Indicate if there are links among vendor
records representing related companies or names.
____5.1.2.20 is updated in real-time to maintain the currency
of all vendor records and statistics.
____5.1.2.21 provides a formatted screen with appropriate
prompts for entry of vendor file data.
____5.1.2.22 can print the entire contents of the vendor
name/address file.
____5.1.2.23 supports vendor records that include, but are not
limited to, the following information:
 vendor name
 vendor account number
 vendor addresses (the number to
be determined by the local library)
 vendor phone, fax, e-mail, id
numbers, accounts, notes
 library-supplied vendor claim
period indicator
 vendor performance statistics
 discount information by vendor
 federal id number
____5.1.2.24 provides sufficient space for foreign vendor
addresses which do not conform in size to those
of US vendors.
____5.1.2.25 supports cumulative vendor statistics for the
current and closed fiscal years, including, but not
limited to:
 average receipt period in days
 number of claims sent
 number of claims received in
relation to those sent
 number of copies cancelled
 number of copies claimed
 total amount ordered

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 amount encumbered
 amount invoiced

5.1.3 Receiving, Claiming, Recording Holdings (14

Points=23.33% of 60)

As part of the receiving process, the system:

____5.1.3.1 allows quick and easy receipt with a minimum of
keystrokes or carriage returns.
____5.1.3.2 at operators option, automatically changes firm
order status upon receipt from "on order" to
some other designated status.
____5.1.3.3 provides a mechanism (highlighted text or an
audible beep) to alert receipt staff to special
processing instructions.
____5.1.3.4 supports special receipt/instructions. Describe
any limitations to free text notes.
____5.1.3.5 displays all call number, location, and routing
information at the point of receipt.
____5.1.3.6 supports public display of partial receipts of an
order.
____5.1.3.7 maintains distinct date of receipt for partially
received and, especially, serially received
materials.
____5.1.3.8 allows the operator to set a date other than
today's as the receipt date.
____5.1.3.9 supports predictive check-in for serial materials
based on pattern records that can be both keyed
in locally or imported from an outside source.
Indicate how you are supporting the CONSER
Pattern Project and whether you can convert
pattern data from 891 bibliographic fields.
____5.1.3.10 allows staff to override automatically predicted
issues/volumes if an unexpected item is received
(i.e., combined issues, supplements, directory
issues, etc.) without having to edit pattern.
____5.1.3.11 supports the Z39.56 Serial Item and Contribution
Identifier (SICI) standard and the scanning of the
Serials Industry Systems Advisory Committee
(SISAC) or UPC barcode symbols for one-step
receipt.

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____5.1.3.12 supports the display of receipt holdings data at

all levels, up to and including ANSI level 4, in
both the OPAC and staff mode.
____5.1.3.13 provides an easy way to force or suppress
display of current receipts; format should not
dictate display or suppression.
____5.1.3.14 allows ability to record receipts against a blanket
purchase order (such as for binding or, if desired,
approval plan receipts)
____5.1.3.15 provides ability to produce a variety of work
slips and notifications of receipt both in paper
and electronic format for dispatch by email.
____5.1.3.16 permits the association of individual title records
to membership or other global records.
____5.1.3.17 allows staff receiving multiple copies of an issue
or item to check in all at one time or
individually.
____5.1.3.18 supports multiple types of check-in linked to the
same record (e.g., one section received in full,
one section received in part.)
____5.1.3.19 supports the option for display in OPAC of the
expected date of arrival for serial publications.
____5.1.3.20 permits long, free-text notes in order to describe
complicated issues or those that deviate from
established patterns of enumeration and/or
chronology.
____5.1.3.21 alerts the operator to possible duplicate issues,
gaps in receipt, etc.
____5.1.3.22 supports production of a call number label at
time of receipt.

As part of the claiming process, the system:

____5.1.3.23 supports an on-line review of serial issues that
need to be claimed with the ability to set limits
(by date, new to file, etc.) on how much of the
"needs claiming" file is examined in one session.
____5.1.3.24 allows for claim cycle overrides on an individual
purchase order basis.
____5.1.3.25 provides an online view as well as the ability to
generate a printed report of open orders to be
claimed.
____5.1.3.26 provides flexibility in the management of
claiming intervals with default claim intervals by

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frequency; supports the ability to override and

change these values if authorized.
____5.1.3.27 supports claiming in connection with specific
titles within a membership or other multi-title
subscription.
____5.1.3.28 permits, but does not require, single claims for
multiple, missing issues of a single title (except
when in conflict with EDI standards requiring
single issue claims).
____5.1.3.29 provides claim history or tracking information.
____5.1.3.30 supports customization of claim-records
information (e.g., notes)
____5.1.3.31 produces claims that include all appropriate
identifying information, including, but not
limited to, the purchase order number, account
number and title number/subscription id, etc..
____5.1.3.32 provides a claim-sorting and batching
mechanism so that claims may be organized by
vendor, by date, or other desirable groupings.
____5.1.3.33 automatically closes or clears open claims upon
receipt.
____5.1.3.34 supports electronic claims, including email
capability.
____5.1.3.35 alerts the operator (by audible beep and on claim
report) if a piece is received that is beyond the
range of the expected item.
____5.1.3.36 provides follow-up claims and claim alerts if a
specific issue fails to arrive.

As part of the recording of holdings process, the system:

____5.1.3.37 thoroughly integrates support for the MARC
Format for Holdings and Locations at all levels,
both within and between functions and modules.
____5.1.3.38 if not used internally for storage of copy
holdings, volume holdings and location data
(including call numbers), is, nonetheless, capable
of importing and exporting MARC Holdings and
Locations records with no loss of data integrity.
____5.1.3.39 allows a separate and distinct location
designation (including call number) and, where
appropriate, volume holdings enumeration to be
associated with each distinct copy.
____5.1.3.40 allows an unlimited number of copies of any
given resource.

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____5.1.3.41 allows complex relationships to be expressed

between holdings data and bibliographic data
such that multiple bibliographic descriptions can
relate to the same holdings information as in the
case of “bound withs,” sub-series, and other
analytic-type examples. Describe how this
works and any limitations.
____5.1.3.42 allows flexible labeling of holdings for non-
paper formats such as microform and computer
files.
____5.1.3.43 allows easy/automatic renumbering or other
reorganizing of holdings statements.
____5.1.3.44 following pattern data, automatically and/or at
operator command, collapses individual issues
from check-in or receipt statements into
appropriate volume holdings statements.
____5.1.3.45 validates all holdings/location data to the extent
possible and prohibits the input of invalid
location codes.
____5.1.3.46 allows local notes, both public and non-public, in
the holdings record. Describe any limitations to
the size of those notes.
____5.1.3.47 allows for the change of specific data elements,
such as location information, in a selected group
of holdings records without having to edit each
individual holdings record.
____5.1.3.48 allows for a selected group of holdings records to
be deleted without having to edit each individual
holdings record.

5.1.4 Payments Processing and Fund Accounting

(14 Points=23.33% of 60)

The system:
____5.1.4.1 has a fund structure of at least four levels of
hierarchy that is updated dynamically, and
includes, but is not limited to:
 amount appropriated
 amount encumbered
 amount expended
 uncommitted balance
 cash balance

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____5.1.4.2 allows discounts and extra charges – for example

postage, bank, service, rush, and other
surcharges – to be treated as separately posted
transactions or, at the option of the library, to be
figured into the main charge (automatically
prorating, if desired, a lump sum charge across
multiple items).
____5.1.4.3 has a fund structure that allows for “reporting
funds” – that is, funds which reflect
expenditures the allocations for which are made,
if at all, only at a higher level.
____5.1.4.4 allows multi-fund encumbrances and dispersals.
____5.1.4.5 for a given order, displays complete payment
history, including line notes, across multiple
fiscal years and invoices.
____5.1.4.6 allows sufficiently long notes in order to
describe complicated receipts or payment
transactions.
____5.1.4.7 automatically updates encumbrances,
expenditures, and balances when payments are
entered.
____5.1.4.8 supports straightforward processing of invoices
with real-time updating of fund records.
____5.1.4.9 allows new accounts to be created at any time.
____5.1.4.10 allows existing accounts to be updated at any
time.
____5.1.4.11 allows an unlimited number of funds.
____5.1.4.12 allows for encumbrances and dispersals to be
split across funds.
____5.1.4.13 provides various end-of-fiscal-year options,
which may vary from fund to fund.
____5.1.4.14 handles prepaid but not received orders at year-
end rollover. Explain how this is done.
____5.1.4.15 supports electronic transfer of invoice data via
EDI, magnetic or optical disk, etc.
____5.1.4.16 tracks fund records on-line with all balances and
expenditures available immediately and provides
a full audit trail.
____5.1.4.17 permits funds to be set for over-encumbering and
over-expending but prevents the operator from
doing this unless parameters have been set or the
staff member is authorized to override.
____5.1.4.18 provides the ability to print out ledgers of
invoices posted for a given period of time.

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____5.1.4.19 allows authorized staff to alter invoice data,

delete or add payment lines, or delete the entire
record even after the invoice has been authorized
for payment.
____5.1.4.20 is able to support a variety of procedures for
conferring accounting information and/or
documents to local campus business offices
including the optional ability to link
electronically.
____5.1.4.21 provides campus specific invoice cover sheets
and locally defined invoice batch summaries.
____5.1.4.22 provides for the incorporation of vendor credits
in the payments and fund accounting process.
Describe in detail how the system handles
credits.

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5.1.5 Routing and Bindery Preparation (4

Points=6.66% of 60)

The system supports a routing process which:

____5.1.5.1 maintains a tracking system of all
individuals/locations for titles routed. Describe
any limitations to the number of names and/or
locations attached to a specific title.
____5.1.5.2 captures lists of journals routed by title and by
person.
____5.1.5.3 easily updates and deletes routing information
(including global changes). Maintains an
address-book feature containing data about each
routee.
____5.1.5.4 allows the production of printed routing slips.
____5.1.5.5 provides hierarchical prioritization for routing
designations and destinations (e.g., routing to a
specific individual at a designated location).
____5.1.5.6 provides ability to block routing information
from public view.

The system supports a bindery preparation process which:

____5.1.5.7 produces pull slips and lists of serial titles that
are ready for binding.
____5.1.5.8 supports the creation of a binding pattern
database which takes advantage of windowing to
display the appearance of the spine label.
____5.1.5.9 captures bindery preparation instructions and
produces locally customizable printed binding
tickets to accompany issues to the bindery.
Describe any limitations to instruction sets.
____5.1.5.10 stores and preserves binding information as
historical data. Describe how binding patterns
are archived.
____5.1.5.11 automatically updates the summary holdings
statement when the volume is received back
from the bindery. Includes the ability to
distinguish between bound volumes and loose
issues. Describe how this function is
accomplished.
____5.1.5.12 displays "at bindery" status with a customizable
"due back" and/or “will be available” date in the
OPAC and staff mode. Describe if the display is
automatic or requires operator input. If operator

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input is required, describe the keystrokes

required.
____5.1.5.13 supports links to external bindery preparation
systems such as, but not limited to, ABLE or
LARS, and supports the Z39.50 standard.
____5.1.5.14 employs US MARC field 583 to queue binding.
Describe or illustrate how your system does this.
____5.1.5.15 interacts with serials control subsystem. Detects,
reports and claims materials not returned from
the bindery.
____5.1.5.16 provides tracking control for material in all
stages of binding preparation and processing.
Includes option for changing status of all items
in a shipment with one or two keystrokes in
addition to item-by-item status changes.

5.2 Cataloging and Database Maintenance (60

Points=6% of 1000)

5.2.1 General & Standards – (8 Points = 13.3% of 60)

The system:
____5.2.1.1 maintains each library’s individualized
bibliographic data with separate profiles and
security configurations.
____5.2.1.2 supports separate processing units within a
shared bibliographic database if desired by a
library.
____5.2.1.3 indicates the existence of other, related records
to staff. Explain the record structure in terms of
how the various record types relate to each other.
For example, if a title has a bibliographic record,
an order record, a MARC21 holdings record,
multiple copies, and item records, how are these
associated with each other?
____5.2.1.4 automatically enters enough "brief" identifying
information from a bibliographic record in
related records without staff having to retype it.
____5.2.1.5 supports the automatic update of "brief" title
information in all related records when a change
is made to the bibliographic record.
____5.2.1.6 supports easy movement among all modules
(functions). Describe.

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____5.2.1.7 supports individual user access to all authorized

functions with one secured logon. If not,
describe how access is achieved.
____5.2.1.8 supports standard statuses (such as “in
processing,” “available,” etc.) and the ability for
libraries to define additional statuses.
____5.2.1.9 supports full compliance with all MARC21
Formats in a timely manner. How are updates
implemented?
____5.2.1.10 allows and displays all current and former
MARC21 fields, tags, subfield codes, indicators
and delimiters (including all which are
repeatable). If not, list any fields, tags, subfield
codes, indicators or delimiters not supported.
____5.2.1.11 imposes no limits on the record length, field
length, or subfield length (other than those
consistent with MARC21). If any such limits do
exist, describe them and indicate whether they
are library or system defined.
____5.2.1.12 allows acceptance of brief or incomplete
bibliographic records, most likely created at the
ordering stage.
____5.2.1.13 generates clear and context-specific error
messages for invalid use of fields, tags, subfield
codes, indicators, and delimiters, from direct
input and from batch loaded records.

5.2.2 Import and Export -- (11 Points = 18.3% of 60)

The system:
____5.2.2.1 supports the dynamic transfer of bibliographic
and authority records from bibliographic utilities
such as OCLC and RLIN as well as vendor files,
CD-ROMs, and other available sources.
____5.2.2.2 supports locally managed library defined
resource files (i.e., local and LC resource files).
If not, describe how this type of resource is
accommodated.
____5.2.2.3 supports the overlay of existing bibliographic
and authority records. Describe the default
and/or minimum amount of information needed
to support an overlay and the fields that need to
be matched to permit an overlay.

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____5.2.2.4 allows the library to define fields which will

generate an overlay without programmer
intervention.
____5.2.2.5 allows library to define specified fields on an
existing bibliographic or authority record to be
protected (without programmer intervention)
when that record is being overlaid by another
record. What is the technique used to identify
the fields or subfield information to be
protected?
____5.2.2.6 supports the transfer of bibliographic, authority,
and holdings records into and from the system as
individual records and as files (tape or FTP, etc.)
in MARC21 format with load programs.
Describe any upper limit on file sizes. Describe
what reports are generated by load process.
____5.2.2.7 allows batch loading of such records without
interrupting other system use. If this is not
possible, describe how the procedure is handled
and any dedicated hardware or software needed
for this process.
____5.2.2.8 supports duplicate detection for record loads.
Describe whether the operator can override this.

5.2.3 Indexing & Call Numbers — (8 Points = 13.3% of

60)
The system:
____5.2.3.1 supports dynamic indexing of all MARC21
fields, including authority fields and the
following standard numbers:
 LCCN (010)
 ISBN (020)
 ISSN (022)
 Standard recording number (024)
 Standard technical report number
(027)
 Music publisher number (028)
 CODEN (030)
 System control number (former
system and current system, OCLC,
etc. numbers),
Describe the structure of the search displays.
Provide examples of guide and/or index screens.

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Describe how dynamic keyword indexing of

fields works.
____5.2.3.2 supports a browse search that searches all
indexes (authority and non-authority controlled)
that is not keyword, i.e., the old dictionary
catalog search.
____5.2.3.3 supports full search functionality that is the same
in staff and public modes, including individual
indexes (author, title, subject, etc.) Also supports
keyword access and indexing down to the
indicator and subfield levels. List all fields,
subfields, and/or indicators that are not
supported by dynamic indexing.
____5.2.3.4 supports search qualification by format.
____5.2.3.5 supports display of the search key in the staff
side.
____5.2.3.6 supports the direct connection from the 856 field
in the OPAC record to the Internet resource.
____5.2.7.7 supports a logical indexing of uniform titles.
Explain the indexing of uniform titles. Are they
segregated in a separate index or are they
naturally integrated with other titles? If the
former, where does that separate index fall?
____5.2.3.8 supports integration of series into title index.
Displays series numbering in correct numerical
order within series titles.
____5.2.3.9 supports searching of selected multiple databases
in one search request.
____5.2.3.10 supports search history display, revision, and
combination in the staff side.
____5.2.3.11 allows the library to configure, as a default, the
maximum number of records that could be
retrieved by a search. Note any upper limit in
search retrieval numbers.
____5.2.3.12 supports unlimited search string indexing. If not,
describe any limits.
____5.2.3.13 allows for search indexes to be defined by the
individual library.
____5.2.3.14 allows indexing of brief or incomplete records.
How are these identified in index display in staff
mode?
____5.2.3.15 imposes no limits on the number of indexed
fields for a single bibliographic, authority, or
holdings record.

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____5.2.3.16 does a stop list of words exist? Can it be

overridden on the staff side, if requested?
____5.2.3.17 supports optional indexing of special characters
(musical sharps/flats, +, &, etc.)
____5.2.3.18 supports the ability to search authority-
controlled, library-defined identifiers that can be
both system generated, based on data in the fixed
and variable fields of the bibliographic record,
and added by library staff at any time. Examples
include Internet resource, periodical, microform,
reference, and various special collections. This
may involve combining values in the fixed field,
|$v in 6xx fields, or 655 genre headings.
____5.2.3.19 supports searching restricted to a partition or a
specific location.

The system:
____5.2.3.20 supports indexing of various classification
schemes, including, but not limited to:
 LCC
 Dewey
 SuDocs
 NLM
 Local
 Free-text
____5.2.3.21 supports full call number indexing. Provide
examples of call number search displays for each
of the call number categories in 5.2.3.20.
____5.2.3.22 returns an appropriate surrounding range of call
numbers if the searched base number is unused.
____5.2.3.23 supports a "true" shelflist.” In other words,
supports an index presentation in call number
order containing brief main entry and/or title
information to allow easy shelflisting of new
titles. Is it possible to also display the first
assigned subject heading?
____5.2.3.24 supports linking to LC resource file of call
number records or online classification schedule.
Describe any error reporting for call numbers.
____5.2.3.25 supports reporting of call numbers new to the
library catalog where new is defined as first time
use of LC or Dewey base classification number.
____5.2.3.26 provides record counts by call number and
location.

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5.2.4 Data Entry and Printing -- (14 Points = 23.3%

of 60)
The system:
____5.2.4.1 supports full Windows desktop functionality
including: full screen editing, word processing
capabilities, clipboard capable of holding
multiple segments for pasting (capability now in
Office2000); screen use of scrap text that can be
dragged from desktop to editing screen; ability to
cut, copy and paste multiple fields non-
contiguous on a record and from outside
databases ; keyboarding functions that parallel
mouse functions.
____5.2.4.2 allows easy insertion of tags and data into their
proper positions in the MARC21 record.
____5.2.4.3 performs bibliographic and authority record
verification against the MARC21 tables upon
input. Describe. Can verification process be
defined to work with batch-loaded records?
____5.2.4.4 allows cataloger-determined order of tags within
a level of tagging (4XX, 5XX, 6XX, 7XX).
____5.2.4.5 supports screen printing and printing of specific
screen elements that can be defined by each
library.
____5.2.4.6 supports full bibliographic and authority record
printing.
____5.2.4.7 supports batch record printing.
____5.2.4.8 supplies full and current system documentation
in online form. Is some of this in pop-up lists,
menu choices, help screens that are context
sensitive?
____5.2.4.9 provides formatted templates and default values
for online data entry. Also supports creation
(and modification) of customized templates.
____5.2.4.10 allows the creation of macros—some system-
wide and some individualized for continuous or
short-term duration. Describe.
____5.2.4.11 supports the explosion of fixed fields into
mnemonically tagged fields for ease of data entry
and editing.

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____5.2.4.12 allows the changing of a format of a

bibliographic record, e.g., changing a book
record to a serial record.
____5.2.4.13 allows the locking of a record while it is being
edited
____5.2.4.14 supports (accepts, edits, stores, retrieves, and
displays) the entire ALA character set, including
diacritics. List any ALA characters, diacritics, or
the musical sharp, which do not display
accurately.
____5.2.4.15 supports accurate "cut and paste" of diacritics.
____5.2.4.16 supports a spell check function in multiple
languages with options to turn off and add to
dictionary. What languages included?
____5.2.4.17 supports label printing, including periodical issue
labeling. Describe.

5.2.5 Maintenance and Item records – (8 Points =

13.3% of 60)
The system:
____5.2.5.1 supports dynamic suppression/masking of
bibliographic records and all associated records.
____5.2.5.2 supports dynamic reversal of the
suppression/masking of records.
____5.2.5.3 supports link checking software, or otherwise
provides error reports of broken links.
____5.2.5.4 allows true physical deletion of bibliographic
and authority records
____5.2.5.5 supports record purges by library defined
parameters.
____5.2.5.6 supports the ability to delete and undelete
records (before they are physically purged from
the system)
____5.2.5.7 blocks record deletion if a connection to another
record is present, for example, a circulating item,
or an active order.
____5.2.5.8 provides a save or training file.
____5.2.5.9 supports a display of the public record in staff
mode.
____5.2.5.10 supports a find and replace capability to correct
bib and authority records.
____5.2.5.11 contains in the item record information,
including, but not limited to:

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 item identification number

(barcode)
 author and title
 date of publication
 location
 temporary location
 call number
 enumeration/chronology data
 midspine (further identifying)
data
 date last used
 inventory date
 creation date
 current status
 use counter
 piece counter
 review flag
 notes visible to patrons or staff
only (Describe any limitations to the
size of such notes).
 List any additional information
included.
____5.2.5.12 makes available information about an item's
status by searching the item ID number
(barcode).
____5.2.5.13 allows display of the temporary location in the
OPAC.
____5.2.5.14 allows a summary display of all item records
showing temporary location and/or status.
____5.2.5.15 supports attachment of single item to multiple
bib (e.g., bound-withs). Describe any
limitations, including what happens if the same
barcode is entered in error on multiple bib
records.
____5.2.5.16 allows online error checking and validation of
barcodes. Describe whether duplication alert can
be overridden (as for bound-withs described in
5.2.5.15).
____5.2.5.17 reports barcode duplication both manually input
and in batch mode. Describe.
____5.2.5.18 allows manual update, overlay, and/or batch
overlay of bibliographic data on records with
attached items checked out. Describe any

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limitations, including any alerts that occur when

two unrelated titles are overlaid.
____5.2.5.19 allows a virtually unlimited number of item
records to be attached to a single bibliographic
record. If this is not the case, describe the
limitations.
____5.2.5.20 allows the item record to be moved to a different
bibliographic record or have other maintenance
actions performed to it while circulation
transactions are present. Describe any
limitations imposed on item record maintenance.
____5.2.5.21 allows multiple item records to be moved at one
time.
____5.2.5.22 supports re-sequencing of item records.
Describe any limitations the system imposes on
this.
____5.2.5.23 supports date of bib or authority record creation
into the system as well as an additional date(s) to
track subsequent changes.
____5.2.5.24 supports 'canned message' option.
____5.2.5.25 supports action date fields in bibliographic and
holdings records.
____5.2.5.26 supports local changes to public location code
displays.
____5.2.5.27 supports change of location by call number span.

5.2.6 Authorities – (11 Points = 18.3% of 60)

The system:
____5.2.6.1 allows an authority record for each authorized
heading. Explain the structure of the authority
control function and how the authority records
interact with the bibliographic records. Describe
if an authority record is required for each
authorized heading. Describe whether an
integrated display of authorities and
bibliographic records is possible. Is it possible
to retrieve only a display of authority records.
____5.2.6.2 provides verification of authority-controlled
headings on a bibliographic record against the
authority file(s) headings. Specify how detailed
this report is. It should detect the following: |x
Latin America and |v Periodicals? Does it detect

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differences in diacritics, capitalization,

punctuation, tagging, etc.?
____5.2.6.3 supports one authority record for occurrence of a
heading in various indexes (separate author and
subject indexes).
____5.2.6.4 supports separate indexes for multiple thesauri,
such as LCSH and MeSH. Describe how
conflicts between LCSH and MeSH are handled
and displayed in the OPAC.
____5.2.6.5 supports authority files to be shared by libraries
while providing the option for creating and
maintaining local authority files. In both a
shared environment as well as a local
environment, describe how the generated
references are controlled so that a local catalog
shows only see and see also references
appropriate for the bibliographic items in that
catalog. Describe how the use coding for the
authority is displayed in staff mode.
____5.2.6.6 permits restrictions on authority record searches
by kind of authority record, heading use (name,
subject, or series), tag of authority record, or
heading system/thesaurus.
____5.2.6.7 permits existing and new authority records to
automatically create "See", "See Also" and
"Explanatory/Scope references" in both OPAC
and staff modes. Describe how this is
accomplished.
____5.2.6.8 allows the automatic suppression of blind
references from the OPAC, but allows for such
display in staff mode through the use of |w in
authority 4xx fields.
____5.2.6.9 allows authority records that are not linked to
any bibliographic heading, for example, series-
like phrase records, base conference heading
records, subdivision records, and general
reference records. Describe the display in staff
mode. Would an authority be deleted if there
was not a bibliographic record to support it, and
if so, is there a cataloger prompt before this is
activated?
____5.2.6.10 provides keyword indexing limited to authority
records for use in assigning correct headings in
cataloging and public use searches.

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____5.2.6.11 allows for staff notes in authority records.

____5.2.6.12 supports input of local authority records and/or
local authority files. Is able to identify local
authority records in an index and to retrieve
reports of local authorities for review.
____5.2.6.13 supports the creation of a new local authority
record from a specified field of a bibliographic
record bringing in the appropriate data for
specific authority fields.
____5.2.6.14 provides online reporting of duplication in 1xx
and 4xx of any newly input or changed authority
against the existing authority file.
____5.2.6.15 supports scheduled processing of new and
dropped bibliographic headings against
individual authority files and against a shared
resource authority file for authority record
selection and/or copying into local database.
Provides listing and report of matched headings
and unmatched headings. Describe in detail.
Can this process be run retrospectively to select
authorities that postdate the first occurrence of a
bibliographic heading in the database?
____5.2.6.16 flags unauthorized bibliographic and authority
headings for review and/or reporting. Describe
this conflict reporting in detail.
____5.2.6.17 supports global update functionality for
headings, subdivisions, and strings of characters.
Indicate if global change capabilities are limited
to specific fields. Also indicate whether
matching fields, subfields, and strings can be
deleted, and whether any indicators and subfield
letters remaining by themselves are
automatically removed. Provide detailed
documentation of global change functionality.
Also is this function capable of being used to add
a standard field to every record in a retrieved
file, such as a 500 note or an added entry?
____5.2.6.18 supports scheduled processing of new LC,
NACO, and MeSH authorities into shared
resource file. Provides replacement/report of
changed LC authorities for the individual
databases. A change to an authority record could
cause the corresponding change in all
bibliographic records, if approved by individual

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libraries. Can this process be capable of

protecting local fields added to the record that
are indicated with a $5 (NUC) code as well as
keeping any staff note fields? Describe in detail
this process. Can it be customized to provide
varying levels of information such as changes in
Fixed Field elements, changes in 1xx fields,
additions of 5xx fields, etc.?
____5.2.6.19 supports services of third-party authority control
vendors. Address issues including, but not
limited to the electronic transfer of library
identified bibliographic records/headings to an
authority control vendor for editing; the overlay
of bibliographic records/headings edited by the
authority control vendor on appropriate records
in the system; and the overlay of authority
records in the system with updated records
supplied by the authority control vendor.
Provide the names of all authority control
vendors that have worked with the system's
vendor to create appropriate interfaces.

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5.3 OPAC (120 Points=12% of 1000)

Please describe functionality within the context of a

web-based client. Specify if there is a recommended browser or
minimum browser requirement.

5.3.1 General – (24 Points = 20% of 120)

The system:
____5.3.1.1 provides an online public access catalog (OPAC)
that is fully integrated with other modules.
____5.3.1.2 allows direct access to the initial search screen of
an institution’s catalog from a link on the
institution’s own website.
____5.3.1.3 provides various indexes. Explain limitations or
constraints on the number or types of indexes
permitted.
____5.3.1.4 allows the user to search, either combined or
specifically, for all formats (books, journals,
computer files, maps, sound recordings, musical
scores, visual materials, manuscripts, and
archival materials, and other formats as
authorized).
____5.3.1.5 allows the user to find a range of levels of
records, from full bibliographic records to brief,
minimal-level records.
____5.3.1.6 supports the use/display of standard and non-
standard MARC tag data.
____5.3.1.7 allows the user to see records for materials in all
status categories (fully cataloged, provisional
records, course reserves, on order, in process,
lost, withdrawn).
____5.3.1.8 permits the library to display or suppress the
public display of any record category or of any
particular record, while retaining staff access.
____5.3.1.9 permits the library to suppress the public display
of specified fields and tags
____5.3.1.10 allows the user to determine item-level
circulation status information in real-time and
note if items have special locations (in transit,
reserve, etc.) or statuses (recalled, on hold, etc.).
____5.3.1.11 allows, at the option of the library, the user to
determine serial holdings including retrospective
holdings, current receipts, and the next expected
journal holding to be received.

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____5.3.1.12 allows access to, but is not limited to, various

other bibliographic, citation, numeric, image, or
full-text files; these files may be loaded locally,
accessed remotely, or linked through local area
networks. Explain.
____5.3.1.13 provides from the OPAC screen(s) toggle or
integral access to and from the
modules/functions of catalog searching, course
reserve searching, patron initiated services, and
gateway services.
____5.3.1.14 allows the user to limit searches to single or
customizable groups of databases.
____5.3.1.15 allows the user to simultaneously search and
display bibliographic, holdings, and circulation
status information from multiple library catalogs.
____5.3.1.16 supports ADA/W3C compliant features. Specify
the types of features that are available.
____5.3.1.17 allows the user to send to library staff electronic
requests for service, e.g., reference questions,
holds/recalls and search requests, interlibrary
loan requests, or document delivery requests.
____5.3.1.18 allows for various other databases to be searched
using the OPAC interface, if later desired.
____5.3.1.19 allows identical search functionality in an
individual catalog, the union catalog, or any
defined subset of catalogs.
____5.3.1.20 provides and supports the ability for a user to
craft and run searches directly against the
database/index system using commercially
available SQL products.
____5.3.1.21 allows the user to define a personal, customized
profile, including desired session parameters.
Explain.
____5.3.1.22 allows broadcast searching. Explain.
____5.3.1.23 allows configurations to be determined and
changed at various levels: system, library,
processing unit, service unit, workstation client,
user. Explain.
____5.3.1.24 supports both a text-based interface and a web
browser interface.

5.3.2 Search Interface Functionalities – (30 Points = 25%

of 120)
The system:

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____5.3.2.1 provides the user the ability to construct a URL

that initiates a search and allows the user to
display and bookmark the URL, reflecting the
processes and strategies used to get to the
display. Provides that this meaningful URL,
when used as a hyperlink, will re-display the
same results, subject to changes in the indexes,
as a form of SDI service.
____5.3.2.2 operates with skills and abilities that are intuitive
to a novice or expert user. Describe users’
ability to choose options (beginner, advanced,
command) at any time during the search.
____5.3.2.3 gives users the maximum possibility of finding
library resources, without requiring knowledge
of cataloging rules or established form of
headings.
____5.3.2.4 performs (optionally truncated) phrase search for
names, subjects, series, and titles.
____5.3.2.5 provides a means by which records for
journals/periodicals can be searched separately.
____5.3.2.6 provides that reserve and regular OPAC systems
can be toggled so that users can see if other
copies of an item are available.
____5.3.2.7 provides that the required skills, display,
commands, navigation for the course reserve are
the same as used for the regular catalog.
____5.3.2.8 allows searching of reserves by course number,
course name, and instructor name in addition to
full searching capabilities (and skills) used in the
regular OPAC functions.
____5.3.2.9 supports automatic right-hand truncation, except
for key words.
____5.3.2.10 supports complete heading field searches
(including subdivisions) without keying
specialized punctuation or other delimiters.
____5.3.2.11 supports searching on rotated (i.e., permuted)
subject headings.
____5.3.2.12 supports case-insensitive searching.
____5.3.2.13 supports standard number and codes (from the
MARC leader/fixed fields) searches (ISBN,, LC
card number, report number, local control
numbers, publisher's number for music, other).
____5.3.2.14 supports searching standard numbers with or
without punctuation (hyphens).

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____5.3.2.15 supports specific type call number searching

(LC, NLM, SuDoc, other).
____5.3.2.16 fully supports keyword searching in which all
fields are indexed, with universal and field-
delimited keyword searching (e.g., k720=).
Describe limits by search level (maximum
number of characters, etc.)
____5.3.2.17 supports use of logical search operators (Boolean
AND, OR, NOT, in keyword searching.)
____5.3.2.18 supports phrase searching and the ability to find
words which are adjacent, in the same sentence,
in the same paragraph, in the same field.
Explain.
____5.3.2.19 supports explicit right truncation, (including
trailing character count), and wildcards (for
example, “wom?n”).
____5.3.2.20 supports the implied plural (s,es).
____5.3.2.21 supports the ability to nest terms and search sets.
____5.3.2.22 supports library configurable default operators.
____5.3.2.23 provides ability to search all MARC fields and
subfields.
____5.3.2.24 provides ability to search all titles and headings
(authorized or not) in context, in addition to
keyword searching.
____5.3.2.25 provides the ability to search by record number.
____5.3.2.26 supports the ability to combine call numbers
with other terms.
____5.3.2.27 supports the ability to search combining
keywords with headings.
____5.3.2.28 allows override of the stoplist to search for
entries consisting primarily or entirely of
stopwords.
____5.3.2.29 allows inclusion of significant symbols and
punctuation (such as the musical symbols for
sharp and flat) in the search.
____5.3.2.30 allows the user to limit a search by library-
specified data elements, including, but not
limited to:
 year of imprint
 range of dates
 language
 format
 item type
 place of publication

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 publisher
 holding library
 location within library
 circulation status
 defined group of locations
____5.3.2.31 allows for a natural language search query.
____5.3.2.32 allows all records for any heading to be
retrieved. Describe any limits to the index.
____5.3.2.33 provides feedback on search progress. Explain.
____5.3.2.34 warns of large search result.
____5.3.2.35 allows the user to configure the number of
results per screen. What is you maximum per
screen? Explain.
____5.3.2.36 allows in-process searches to be
stopped/canceled.
____5.3.2.37 allows searches to be revised or modified
without having to be fully retyped.
____5.3.2.38 allows user to search on displayed heading in a
bibliographic record without rekeying.
____5.3.2.39 saves searches throughout a session.
____5.3.2.40 allows search history to be displayed.
____5.3.2.41 allows sets to be combined.
____5.3.2.42 allows a set to be combined with other terms or
numerals.
____5.3.2.43 allows earlier sets to be redisplayed.
____5.3.2.44 allows search history to be reset/canceled (for
privacy).
____5.3.2.45 allows search strategies to be stored and invoked
by user at another time or in another database in
this system.
____5.3.2.46 supports user selected display format for a
searching session.
____5.3.2.47 supports an interface that permits users to choose
from among multiple language interfaces for
screen display and help services. Specify
languages supported.
____5.3.2.48 allows the user to establish a separate catalog or
view within an institution group that reflects the
holdings of a processing unit, service unit.
____5.3.2.49 provides hook-to-local-holdings for other
disparate systems, which can issue an ISxN or
title search URL to this local system.
____5.3.2.50 provides command level searching.
____5.3.2.51 supports user selection of result set size.

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____5.3.2.52 ignores errors in spacing, punctuation, and

diacritics.
____5.3.2.53 provides relevance ranking of results. Explain.
____5.3.2.54 checks for and drops initial article (language
appropriate) in a title search.
____5.3.2.55 ignores stopwords.
____5.3.2.56 displays a browse screen with the user’s search
statement in its proper alphabetical location in
the index, in the absence of a direct match.
____5.3.2.57 retrieves the correct form of name when
unauthorized form is searched and notifies user
when doing so.
____5.3.2.58 supports variations in spelling, common
abbreviations and acronyms, and singular/plural
forms of words (e.g., color/colour, “&”/and,
St./Saint).

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5.3.3 Navigation – (18 Points = 15% of 120)

The system:
____5.3.3.1 allows, when authorized, easy toggling between
OPAC and staff functions.
____5.3.3.2 provides clear navigation and function
commands available within the context of the
current display.
____5.3.3.3 supports forward and reverse browse/scan of
headings displays, call number indexes, and
standard number indexes.
____5.3.3.4 allows user to skip to a specified record or line
number.
____5.3.3.5 bypasses index and goes directly to record when
search results in one hit.
____5.3.3.6 minimizes number of mouse clicks and scrolling
required.
____5.3.3.7 allows the user to return easily to a previous
level or screen.
____5.3.3.8 integrates results so multiple (duplicate)
retrievals of the same record are shown to the
user only once but multiple records for the same
title in different processing units will not be
consolidated.
____5.3.3.9 allows the user to easily determine location and
holdings of a serial.
____5.3.3.10 provides functional keyboard equivalents for
user interface elements such as menus, push
buttons, scroll bars, etc., that can be activated by
pointing devices such as a mouse.
____5.3.3.11 supports hypertext capabilities that permit use of
part of a displayed record (e.g., subject, author,
etc.) as the search statement for the next search.
____5.3.3.12 supports hypertext capabilities that permit an
Internet URL in the displayed record to retrieve
the item referred to by that URL.
____5.3.3.13 allows the user to move through long, complex
holdings statements in a flexible and efficient
manner.
____5.3.3.14 allows the user to take advantage of browser
navigational capabilities.

5.3.4 Help – (12 Points=10% of 120)

The system:

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____5.3.4.1 provides lists of contextual options for searching

and limiting.
____5.3.4.2 provides user option to compensate for spelling
errors (e.g., soundex searching).
____5.3.4.3 provides full help system:
 brief instructions and examples on
search screen.
 maximum library control
over and editing of help and
explanatory screens.
 help is contextual.
 help can be read/scanned
in its entirety.
 help can be printed,
downloaded, and emailed.
 library customizable
online tutorial.
____5.3.4.4 provides search help options at all search levels.
____5.3.4.5 provides a link back to search results from every
help screen.
____5.3.4.6 suggests alternative ways to formulate the search
when no results are retrieved, including help
with truncation, boolean searching, proximity
operators, field searching, limiting searches, etc.
____5.3.4.7 provides brief instructions and examples at all
search levels.
____5.3.4.8 provides a searchable index of all help topics
available.
____5.3.4.9 includes tutorials to introduce users to the
system. Explain.
____5.3.4.10 allows any part of any tutorial to be replaced by
locally developed tutorials.
____5.3.4.11 allows any part of any help screen, error
message, direction or instruction to be replaced
by locally developed help information.

5.3.5 Content Display – (24 Points=20% of 120)

The system:
____5.3.5.1 displays full and brief customized view from the
MARC record.
____5.3.5.2 displays notes (MARC 500 tags) in the intended
order in which they appear in the MARC record
without grouping by tag number.

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____5.3.5.3 permits subfield codes to be authorized so that a

MARC 856 URL can be hidden under a caption.
(Currently |9 is used).
____5.3.5.4 provides maximum local library control over
bibliographic record displays; library chooses:
 data elements to display at
each level
 order in which displayed
 text of labels for tags and
messages
 limit on the number of
records that can be displayed, sorted,
printed
____5.3.5.5 provides maximum local library control over
copy information displays.
____5.3.5.6 is able to provide citation information, including
call number, location, circulation status, and
functional hyperlinks from the 856 field(s) in the
results index list (without requiring display of
the full record).
____5.3.5.7 displays full ALA-character set when the
browser permits.
____5.3.5.8 displays non-Roman characters when the
browser permits.
____5.3.5.9 displays results from an author, title, subject
headings search in a hierarchical display.
Explain how this differs from a keyword search
display.
____5.3.5.10 displays search terms in the results list and
records in emphasized type.
____5.3.5.11 supports various user specified sort capabilities
on retrieved sets such as those listed here. Please
describe other available options:
 reverse chronological by
date
 library location or
sublocation
 call number
 most times circulated
 author
 title
 chronology (especially to
link successive title entries for serials)

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 relevancy
 alphabetical
____5.3.5.12 displays search query and number of hits
obtained along with search results.
____5.3.5.13 displays received date in public mode for the
most recent issue of a serial.
____5.3.5.14 displays fields containing sequential numeric
designators in correct numeric sequence.
____5.3.5.15 provides a display that clearly expresses the
relationships among bibliographic records.
____5.3.5.16 displays call number and location prominently in
every view.
____5.3.5.17 provides for displays that are clearly labeled,
with the text of the labels determined locally; the
MARC protocols for tags and indicators are
expected to determine what is encompassed by
each label.
____5.3.5.18 provides the option to highlight call numbers and
status displays.
____5.3.5.19 displays status information whenever item level
information is displayed; such statuses include
“On Order, “In Process,” “On Reserve,”
“Missing,” “Charged Out,” “At Bindery,” or
similar language.
____5.3.5.20 displays system record number in public mode
for “on order” and “in process” titles.

5.3.6 Printing and Downloading – (12 Points=10% of 120)

The system:
____5.3.6.1 allows all displayed fields, including volume,
copy and status information, to be printed and
downloaded.
____5.3.6.2 allows help text to be printed and/or
downloaded.
____5.3.6.3 prints to a locally-attached printer or a printer
defined on the network.
____5.3.6.4 formats downloaded data for loading into
standard bibliographic management systems as
well as in plain ASCII.
____5.3.6.5 allows user to specify record elements to print or
download.

Explain.

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____5.3.6.6 allows user to mark or select records from a

multiple record set and print them with a single
command.
____5.3.6.7 allows user to “or” sets together to display, print,
and/or download in one process.
____5.3.6.8 gives users options for sorting sets to be printed
and/or downloaded.
____5.3.6.9 supports various electronic transfer modes
including email, etc.
____5.3.6.10 allows records to be marked for download, print,
and/or email at the results list and single record
levels.
____5.3.6.11 permits records to be marked individually (1),
collectively (1,3,9) and/or by range (1-25).
____5.3.6.12 allows marked records to retain visual
indications of their selection persistently
throughout the session.
____5.3.6.13 allows marked records to be toggled
mark/unmark.
____5.3.6.14 allows marked records to be reset/canceled when
the session is reset and after download, print, or
email functions.
____5.3.6.15 allows selected records to be displayed, printed,
and/or emailed using user-selected fields and
formats.
____5.3.6.16 allows a note to be attached to an emailed record.

5.4 Access Services (60 Points Total=6% of 1000)

5.4.1 General Circulation (15 Points=25% of 60)

The system:
____ 5.4.1.1 provides circulation backup capability when system is
down.
____ 5.4.1.2 provides recovery and processing of backup transactions
when system access is restored.
____ 5.4.1.3 accommodates very complex yet easily modified and
maintained circulation policies and parameters including
multiple levels of control such as systemwide,
institutional, and library unit.
____ 5.4.1.4 accepts patron records in machine-readable form for
initial database creation and periodic updates. Describe

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ability to interface with other databases to exchange

patron data. Can updates be executed on a daily basis?
____ 5.4.1.5 provides for patron data transfer from university records.
Explain how.
____ 5.4.1.6 allows creation of and updates to patron records, either
manually or by batch load.
____ 5.4.1.7 allows all circulation parameters to be library specific.
____ 5.4.1.8 accommodates circulation parameters based on patron
type, item type, and library unit. Indicate the number of
different patron types, item types, and library units
supported. Explain how the system determines which
loan policy prevails if there is an operator override of
automatic functions.
____ 5.4.1.9 is table driven and allows circulation policy tables to be
easily constructed and modified by authorized library
staff. Modifications become effective immediately.
____ 5.4.1.10 provides loan rule options or control, including,
but not limited to:
• hourly loan periods with or
without overnight privileges
• daily loan periods
• absolute loan periods
due on a certain date regardless of checkout
date and applicable to user categories
specified by the library
• loan periods that
adjust a due date to not longer than the
patron privilege expiration date
• loan limits (number of
items which can be checked out)
• renewals
• renewal limits
• hold/recall status
(whether a hold/recall may be placed
depending on patron type, item type, or
library location)
• number of overdue
and fine notices
• timing of overdue and
fine notices
• text of overdue and
fine notices

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• text of hold available

notices
• text of recall notices
• rush recall for reserve
• fine grace periods
• fine rates and time
lengths (including different fine rates for
recalled and reserve items)
• default replacement
costs when not specified in item records
• processing fee
• timing of billing
notices
• text of billing notices
• ability to print notices
on demand
• library unit-controlled
notices
_____5.4.1.11 reconciles on-line-created patron and item
records against all tables.
_____5.4.1.12 provides an on-line calendar that accommodates
a very complex schedule including adjusting
loan periods for holidays and closed library
hours. An authorized library operator is able to
create and modify calendar. Calendar is library
unit specific.
_____5.4.1.13 provides a real, historic calendar that functions
accurately in conjunction with fines calculations
and provides the option for not charging fines for
days the library is closed. Does it maintain an
audit history of calendar tables?
_____5.4.1.14 supports both 14-digit and 16-digit (bank)
numbers, including check digits, as
interchangeable patron numbers.
_____5.4.1.15 supports the normalizing of patron and item
numbers, removing spaces or punctuation before
processing.
_____5.4.1.16 supports bank magnetic and smart card
standards.
_____5.4.1.17 supports auto-complete of 14-digit item numbers
where only 9 or fewer digits are entered into the
system and the system adds the appropriate
institutional prefix with zero padding, and the

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system verifies the resulting 14-digit number

with the check digit.
_____5.4.1.18 verifies check-digits on manually input as well as
scanned barcodes including the modulus 10
(MOD10) scheme.
_____5.4.1.19 is fully integrated with easy access between all
system files, for example between user record
and financial record.
_____5.4.1.20 allows jumping from one circulation function to
another (e.g., checkout to patron record) without
re-keying the patron ID.
_____5.4.1.21 permits an item to be withdrawn without
disturbing the circulation audit trails.
_____5.4.1.22 supports patron file security by location or IP
address, in addition to password.
5.4.2 Circulation Control (15 Points=25% of 60)

The system:
____ 5.4.2.1 allows entry of borrower and item identification
by scanner or keyboard entry.
____ 5.4.2.2 provides audible and visual alert for unsuccessful
transactions.
____ 5.4.2.3 limits and thresholds are re-checked every time
an item ID is entered/processed during checkout
and renewal.
____ 5.4.2.4 automatically displays patron and item
information as determined by the library
including options to display patron name, patron
barcode, patron address, item barcode, any
reasons for blocks, item title, and due date/time
slip.
____ 5.4.2.5 allows authorized library operator to assign due
date at checkout when needed.
____ 5.4.2.6 allows for universal borrowing including
checkout/checkin by SUS users at any library
regardless of home library. Explain what rule set
is used in this situation. Explain fine/bill
implementation in this situation. Are duplicate
patron records required to support this function.
____ 5.4.2.7 allows patron barcodes that don't match the
institution's prefix to be used in the patron file.
We do this now for community college users so
that they don't have to know/carry a separate
number/card.

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____ 5.4.2.8 will not checkout items that are non-circulating

and alerts the operator both visually and audibly;
requires operator acknowledgment before
proceeding.
____ 5.4.2.9 includes automatic (system) blocks for:
• library ID has expired
• library ID has been blocked
• loan threshold has been exceeded
• renewal threshold has been
exceeded
• too much money owed. Indicate
if the system is able to accommodate
different thresholds for different patron
types, item types, and library locations.
• Overdue recalled items
____ 5.4.2.10 allows authorized library staff to manually block
patrons with ability to enter an explanatory note.
____ 5.4.2.11 allows authorized library staff to override any
block affecting local transactions.
____ 5.4.2.12 allows creation of temporary item record and
permits checkout. Temporary item record has
the following access points: item ID (barcode),
call number, author, and title. List additional
access points.
____ 5.4.2.13 allows temporary item record to be
linked/attached to a full record without losing or
changing the in-circulation transaction
information.
____ 5.4.2.14 alerts operator when attempting checkout for an
item already in circulation; requires
acknowledgment by operator before proceeding.
____ 5.4.2.15 allows renewals of items and renewal limits
depending on patron type, item type, institution
and library location.
____ 5.4.2.16 allows global renewal of all items on loan to one
person or specified subset (institution, library,
service unit) of all items.
____ 5.4.2.17 allows operator to assign new due date of
renewed item when needed.
____ 5.4.2.18 allows override of renewal limit by authorized
library staff.
____ 5.4.2.19 blocks renewal when the item has a hold.
____ 5.4.2.20 allows option for checkout/check-in of items that
do not have barcodes.

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____ 5.4.2.21 allows temporary relocation of item to a different

unit or location.
____ 5.4.2.22 checks in items by scanner and keyboard entry.
____ 5.4.2.23 gives the operator the option to print a receipt of
returned items for patron.
____ 5.4.2.24 alerts the operator when items are checked in,
requires operator acknowledgment before
proceeding, and prints a routing slip for the
following conditions:
• on hold
• not returned to "home" institution
(creates a transit slip)
• needs cataloging review
• temporary item record; needs cataloging
review
• needs circulation review
• item has been billed for replacement
• item had been missing
• needs number of pieces review
• recalled
• needs preservation review
____ 5.4.2.25 allows operator to modify transaction date and
time of checkin prior to current date/time.
____ 5.4.2.26 allows holds to be placed (either by title so that
the first available copy satisfies the hold or by
specific copy or item).
____ 5.4.2.27 allows authorized staff to override holds.
____ 5.4.2.28 allows holds to be placed on items that are "in
process".
____ 5.4.2.29 automatically blocks placing a hold/recall for
patrons with any outstanding blocks and
provides a meaningful patron message
explaining the block.
____ 5.4.2.30 automatically blocks patrons from placing
multiple holds on the same item and provides a
meaningful patron message explaining the block.
____ 5.4.2.31 allows holds to be placed depending on patron
type, item type, and library location.
____ 5.4.2.32 allows operator to determine pickup location for
holds as defined by local policy.
____ 5.4.2.33 allows placement of recalls depending on patron
type, item type and library location.
____ 5.4.2.34 allows operator to determine pickup location for
recalls as defined by library policy.

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____ 5.4.2.35 allows rush recall as defined by local policy.

____ 5.4.2.36 allows reordering of hold queue by authorized
library staff EXCEPT that a patron cannot be
removed from the head of a hold queue after
being notified of item availability.
____ 5.4.2.37 allows default system-assigned cancel date for
holds.
____ 5.4.2.38 allows operator to cancel holds.
____ 5.4.2.39 monitors the length of time item sits on hold
shelf and generates a report to alert staff to
cancel holds after library-defined period.
____ 5.4.2.40 allows authorized library staff to change the
status of an item to "lost" or "claimed returned".
Indicate if a staff note regarding the status can be
added.
____ 5.4.2.41 stops the automatic production of overdue
notices for items with "claims returned" or "lost"
status until situation is resolved.
____ 5.4.2.42 allows default system-assigned cancel date of
“claimed returned” status items.
____ 5.4.2.43 accurately calculates and displays fine at time of
checkin, including calendar adjustments.
____ 5.4.2.44 allows operator to access the patron's fine and
payment record. Fine record stores data,
including, but not limited to author, title, call
number, item barcode, date/time checked out,
date/time checked in, calendar adjustments, and
amount overdue.
____ 5.4.2.45 determines fines by patron type, item type,
institution, and library location.
____ 5.4.2.46 allows authorized library staff to waive part or
all assigned fines affecting local transactions.
____ 5.4.2.47 allows authorized library staff to access patron
records and allows patron file to be accessed by
patron name, barcode, social security number, or
some other identifier defined by the library.
____ 5.4.2.48 provides patron records which include but are
not limited to:
• patron name
• patron social security number
• library-defined identifier
• 14-digit or 16-digit identifier
Support both 14 character (old CLSI
standard) and 16 character (Bank ISO

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standard) patron numbers

interchangeably?
• patron barcode
• primary and alternate addresses
• primary and alternate phone numbers
• e-mail address
• patron type
• statistical category
• department
• creation date
• expiration date
• date of last update
• large free text note fields which display
to the patron and staff or to staff only
____ 5.4.2.49 allows for multiple patron records and/or profiles
for a particular patron within one patron file.
____ 5.4.2.50 allows printing of a patron record including all
currently checked out items, holds, fines, and
bills.
____ 5.4.2.51 allows each library to select whether notices are
printed locally or centrally.
____ 5.4.2.52 allows each service unit to determine the format
and text of all notices.
____ 5.4.2.53 allows the option to send some or all notices via
e-mail.
____ 5.4.2.54 detects, recovers, and provides alerts for e-mail
returned “user unknown”.
____ 5.4.2.55 generates notices automatically as determined by
library-defined parameters, including, but not
limited to:
• overdues
• fines
• replacement
• recall
• hold availability
____ 5.4.2.56 allows operator to print or e-mail notices on
demand.
____ 5.4.2.57 allows checkout of non-traditional items (e.g.,
equipment and rooms).
____ 5.4.2.58 supports media booking.
____ 5.4.2.59 exports fine and bill records in machine-readable
format (e.g., to bursar's office or to a collection
agency). Describe the machine- readable

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format(s) supported. Describe capabilities to

load machine-readable data from these agencies
that report fines/bills collected.
____ 5.4.2.60 exports credits/waivers in machine-readable
format for transactions already exported.
____ 5.4.2.61 imports payment records in machine-readable
format and satisfies charges on local system.
____ 5.4.2.62 allows the replacement billing cost to be
determined from acquisitions file information,
specific input, or system default parameters.
Explain the default price options.
____ 5.4.2.63 provides a client that will automatically search a
database (like Books in Print) for the current
price of a book without re-keying data.
____ 5.4.2.64 supports the ability to have fines accrue
independently of when an item is billed.

5.4.3 Reserves (includes electronic reserves) (9 Points=15% of

60)

The system:
____ 5.4.3.1 allows operator to easily transfer an item to a
Reserve location and remove in transit block.
____ 5.4.3.2 allows operator to place items on Reserve that
are not in the catalog database.
____ 5.4.3.3 supports begin/end dates for reserve items during
which the reserve policy prevails. Outside of
these dates, the previous location and circulation
policy prevail.
____ 5.4.3.4 allows reserves to be processed at the list level.
____ 5.4.3.5 allows reserves to be expired and/or carried
forward to the next term at the list level without
handling each item.
____ 5.4.3.6 allows global removal of a subset of all items
from Reserve status for a particular course
Reserve list based on end-of-semester date.
____ 5.4.3.7 allows items on a list to be automatically
recalled, if appropriate, upon activation of the
list.
____ 5.4.3.8 allows separate item statistics to be maintained
while an item is on reserve for a given period
(term); statistics for each list can be emailed.

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____ 5.4.3.9 uses the same skills and commands to search for
reserves as one would use to search the regular
OPAC.
____ 5.4.3.10 displays Reserve status in OPAC.
____ 5.4.3.11 allows searches in the OPAC using course or
instructor arguments to toggle the session into
the reserve mode.
____ 5.4.3.12 allows items viewed in reserve mode to toggle to
the OPAC view to see if other copies are
available elsewhere in the library.
____ 5.4.3.13 allows electronic reserves to be scanned, stored
on a server, and to produce a record with
appropriate links.
____ 5.4.3.14 supports security at the document level for
electronic reserves. Describe.
____ 5.4.3.15 supports access to Reserve materials through
multiple access points including, but not limited
to:
• instructor name
• course name
• course number
• item title
____ 5.4.3.16 accommodates variable hourly, overnight, and
daily loan periods. Describe how the system
handles several different hourly loan periods at a
single library.
____ 5.4.3.17 accommodates Reserve fine rates depending on
patron type and length of Reserve loan period.
____ 5.4.3.18 allows instructor to submit Reserve list requests
via system and/or email.
____ 5.4.3.19 generates picking lists of items still in the reserve
location but no longer on reserve.
____ 5.4.3.20 has an electronic reserve system component.
Describe functionality, system requirements,
copyright compliance management, hyperlinking
capability, and use statistics production.

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5.4.4 Interlibrary Loan (6 Points=10% of 60)

The system:

____ 5.4.4.1 has a fully operational Interlibrary Loan Module.

____ 5.4.4.2 can interface with ILL management software
provided by third-party vendors. (Explain how
and specify vendors and institutions that are in
production.)
____ 5.4.4.3 supports established interlibrary loan standards,
including ANSI/NISO and ISO standards.
____ 5.4.4.4 supports patron initiated ILL requests from the
OPAC using bibliographic data electronically
derived from Z39.50 compliant databases, and
particularly journal citation databases.
____ 5.4.4.5 allows electronic searching, requesting and
receiving with other systems, including but not
limited to, OCLC, RLIN, and DOCLINE.
____ 5.4.4.6 provides for multiple potential lenders on a
request record and has the ability to forward the
request from one system to another without
rekeying the request.
____ 5.4.4.7 verifies interlibrary loan eligibility based upon a
patron profile.
____ 5.4.4.8 provides automatic electronic notification to the
patron of status of active requests.
____ 5.4.4.9 patron confidential online access to all ILL
requests, including present and past transactions.
____ 5.4.4.10 maintains interlibrary loan statistics and
produces management reports based on criteria
established by the local library, including but not
limited to, transaction number and patron and
request data.
____ 5.4.4.11 allows for electronic transmission of interlibrary
loan request information and electronic
forwarding capabilities between multi-campus
and /or multi-institutional libraries.
____ 5.4.4.12 provides customized printing capability for
labels, bands or barcodes.
____ 5.4.4.13 displays an institution specified copyright
compliance notice before allowing a request to
proceed and produces a copyright compliance
report for items requested.

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____ 5.4.4.14 provides the ability to initiate invoices/charges to

users and libraries through the LMS, including
the maintenance of documentation.
____ 5.4.4.15 provides the ability to record and pay invoices
from other libraries and services through the
LMS, including maintenance of documentation.
____ 5.4.4.16 uses pseudo patron numbers (for lending
materials to other libraries) that do not conflict
with social security or university ID numbers.

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5.4.5 Patron Initiated Transactions (9 Points=15% of 60)

The system:
____ 5.4.5.1 provides a real-time, non-mediated, circulation
request function within a multi-campus, multi-
institutional environment. The SUS will accept
proposals that do not require double maintenance
of patron or item data.
____ 5.4.5.2 supports the ability of any SUS student, faculty,
or staff to request items from any SUS library
and for each library to lend library materials to
any student without the need to re-enter any
patron data. Each library's circulation policies
will determine the loan privileges for all SUS
borrowers. Describe how the system tracks
items loaned to other libraries in the consortium.
____ 5.4.5.3 allows patron self-checkout. Explain any third
party hardware/system requirements and
capabilities.
____ 5.4.5.4 provides a Web-based request system that fills
the request forms with appropriate patron and
bibliographic information. (ILL, Reserves, etc.)
____ 5.4.5.5 allows patron access to their borrowing records
and the ability to sort records by different fields
(title, author, due date, etc.) and email the
resulting list.
____ 5.4.5.6 allows patron-initiated renewals, holds, and
recalls.
____ 5.4.5.7 allows patron-initiated traces from within the
library facility.
____ 5.4.5.8 allows patron to enter a temporary change of
address for library defined transactions.
____ 5.4.5.9 provides real-time charge and discharge of
library materials to all users.
____ 5.4.5.10 provides for a load-balancing algorithm for
directing, delivering, and managing requests.
____ 5.4.5.11 provides for the ability to collect all fines and
fees owned by a particular user system-wide in
one place (e.g., with the patron record at the
user's "home" library).

5.4.6 Inventory Control (3 Points=5% of 60)

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The system:
____ 5.4.6.1 supports a means to electronically inventory the
collections with hand-held barcode scanners.
____ 5.4.6.2 supports loading of inventory data into the
system for comparison against the database and
the transaction files to identify missing items.
____ 5.4.6.3 produces reports of missing items.
____ 5.4.6.4 produces reports of misshelved items, showing
where they have been misshelved.
____ 5.4.6.5 automatically dates the item record for each
correctly inventoried item.
____ 5.4.6.6 produces a report of all barcoded items on the
shelf which do not have corresponding item
records and shows where they are shelved.
____ 5.4.6.7 supports the ability to automatically value the
collection (for insurance purposes) using pricing
from acquisitions records, replacement cost
assignments, and default price parameters.
____ 5.4.6.8 supports the production of an annual summary of
number and value, and listing of materials
lost/missing/withdrawn during a given time
period.
____ 5.4.6.9 supports reporting the total titles, total
volumes/pieces in the collection.
____ 5.4.6.10 can automatically initiate re-order acquisitions
records for lost, missing, and billed items.
____ 5.4.6.11 supports audit trails and the ability to reconcile
anomalies in accordance with State of Florida
statutes.
____ 5.4.6.12 has been CPA certified for standard business
practice.
____ 5.4.6.13 maintains and retains audit trails for all
transactions resulting in financial obligations,
regardless of other privacy issues.
____ 5.4.6.14 permits access to audit trail history by social
security number.

5.4.7 Management (3 Points=5% of 60)

The system:
____ 5.4.7.1 maintains patron use statistics for inter- and intra-
institutional library transactions.

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____ 5.4.7.2 maintains separate statistics for items checked out,

items checked in, and items browsed.
____ 5.4.7.3 provides use statistics by call number (e.g., North
American Title Count). Provide ability to define call
number categories locally.
____ 5.4.7.4 provides statistical reports and audit trails. List
types of statistical reports available and audit trails.
____ 5.4.7.5 is flexible in extracting information with local and
centralized access to develop reports as needed.
____ 5.4.7.6 provides a CPA certified accounting system with
accounts receivables and payables functions.
____ 5.4.7.7 provides control at the patron account level for
summary and detailed listing of obligations, both
open and closed (historical).
____ 5.4.7.8 provides the ability to reconcile the library’s
financial system with the campus ledger system.
____ 5.4.7.9 provides documentation and audit trails.
____ 5.4.7.10 links each financial obligation to documentation
which includes a “snapshot” of data at the time of
the transaction, providing an audit trail and
supporting documentation that is not compromised
when bibliographic records or tables are changed.
____ 5.4.7.11 provides invoicing, statement production, and
collection agency reports for all accounts
receivables.
____ 5.4.7.12 provides the ability to pay other libraries when
presented with an invoice.
____ 5.4.7.13 supports cashiering services including cash drawer
reconciliation, providing receipts, and full audit
trails.
____ 5.4.7.14 supports the ability to interface with banks to
process payment through the use of credit/debit
cards.
____ 5.4.7.15 supports the dynamic transfer of charges, credits and
refund requests to the campus (bursar’s) office.
Explain how this is accomplished.
____ 5.4.7.16 utilizes a unique number for every financial
obligation that can be searched and matched through
the LMS; supports line items when there are more
than one itemized parts of the obligation.
____ 5.4.7.17 provides capability to offload archive financial
transactions and documentation.
____ 5.4.7.18 provides indexes to that data by transaction number,
patron ID number, patron social security number.

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____ 5.4.7.19 supports extraction of data to spreadsheets.

5.5 Systems Administration (300 Points Total=30%

of 1000)

Vendors must indicate whether the function is available or true

in the current general release and provide detailed explanations
of the functions or capabilities represented in each specification
as requested. If a feature is included in a new release, detail the
development schedule.

NOTE: All answers must be given within the context of the

proposed database and hardware configurations (i.e., 10
separate university databases) as described in Section 1.

5.5.1 General (54 Points=18% of 300)

5.5.1.1 Based on the SUS’ current system environment

and goals of the project specified in this
document, is there any aspect of our environment
that is not optimal for the effective utilization of
your Product? Give specific details.
5.5.1.2 FCLA has a significant investment in an IBM
RS6000/SP2 multiprocessor complex running
the AIX operating system. Does your system
run on this platform? Are there any reasons why
it would not work well on this platform?
5.5.1.3 On which platform is initial development done?
Is this the platform you recommend for your
product? If not, what is?

Describe how the system:

5.5.1.4 supports distinct bibliographic databases that
have separate profiles and security
configurations.
5.5.1.5 supports separate processing units within a
shared bibliographic database if desired by a
library.
5.5.1.6 supports a separate test environment that
duplicates the production database configuration.
5.5.1.7 allows individual libraries the option to test new
releases with a live database.

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5.5.1.8 supports the addition of new library catalogs,

e.g., for new universities, and new catalog
processing units, e.g., new branch or
departmental libraries.
5.5.1.9 enables bibliographic, authority and other
records to be copied or derived from one file to
another.
5.5.1.10 allows for setting session parameters for multiple
levels of pre-search "scoping" or qualification
for all search types, by individual location,
groups of locations, branch library, etc.
5.5.1.11 supports UNICODE for import, export, creation,
deletion, editing, storage, retrieval and display
for CJK and for Arabic, Hebrew and Cyrillic.
Outline the timetable for implementation of
UNICODE.
5.5.1.12 displays the complete ANSEL (i.e., ALA)
character set with diacritics positioned correctly
over the letter (not before or after). Explain how
this is supported in the user OPAC and in
technical functional modules.
5.5.1.13 provides a Z39.50 server and client. The system
should demonstrate compliance with
ANSI/NISO Z39.50-1995 by inter-operating
over a TCP/IP line with another vendor’s client
software that is Z39.50-1995 compliant.
Describe how the system supports the Bath
profile; extended services for item order, XML
holdings, scan and 'explain'.
5.5.1.14 supports the Americans with Disabilities Act
(ADA), the W3C’s Web Accessibility Initiative
(WAI) and other appropriate requirements and
standards for access by the disabled and
handicapped community for both public and staff
use. Describe the personal reading devices,
screen magnification, and any other technologies
used for this purpose.
5.5.1.15 imposes no limits on the record length, field
length, or subfield length (other than those
consistent with MARC21). If any such limits do
exist, describe them and indicate whether they
are library or system defined.
5.5.1.16 operates in a fully integrated manner, with all
modules sharing a common bibliographic

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database (except as libraries sharing the system

may choose to maintain separate files) and with a
consistent staff interface across all functions.
5.5.1.17 supports real-time system operations and
capabilities to create, update, maintain, and
access all data for library materials and patrons.
5.5.1.18 updates all indexes dynamically.
5.5.1.19 supports availability of OPAC, circulation, and
patron-initiated requests for a continual 24 hour
schedule, seven days per week.
5.5.1.20 supports system availability for staff for at least
20 hours per day, seven days per week.
5.5.1.21 supports continual backup to ensure that no
transactions or data are lost.
5.5.1.22 allows the option for an unlimited number of
concurrent user sessions for all members of the
university community. If the system limits
concurrent user sessions, describe when they are
initiated and terminated and how they are
counted. If a staff member opens multiple
windows of staff clients, and this uses multiple
licensed logons or sessions, describe how many
concurrent sessions would be necessary to
support the environment outlined in Appendix
A.4.
5.5.1.23 allows easy movement between and among staff
applications and OPAC.
5.5.1.24 allows for full MARC bibliographic record view
from all modules.
5.5.1.25 allows menu-driven, GUI access to the staff side
of the system.
5.5.1.26 allows the menu-driven approach to be bypassed
with shortcut, quick keystrokes.
5.5.1.27 supports definition of macros and/or operator-
programmed function keys.
5.5.1.28 supplies logical system-prompted commands in
typical workflow situations.
5.5.1.29 records creation date of record entry into system
as well as additional date changes to reflect latest
update.
5.5.1.30 allows remote (i.e., not in-library) users to access
the public functions of this system. Specifically
address the clients available or required and
what, if any, limitations on distribution to all

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eligible users may exist; how IP validation works

for the system as a whole, by individual
modules, and by individual databases; and what
method of authenticating patrons from non-valid
IP addresses is used.
5.5.1.31 indicates the existence of other, related records
to staff. Explain the record structure in terms of
how the various record types relate to each other.
For example, if a title has a bibliographic record,
an order record, a holdings record, multiple
copies, and item records, how are these
associated with each other?
5.5.1.32 is data-efficient and does not, within the table
structure of a single institution, library or
"processing unit", permanently store multiple
instances of the same data - even when needed
for different purposes such as various records,
forms, or intermediate displays; alternatively, in
cases where multiple instances of the same data
is maintained, the system provides mechanisms
for dynamic or global maintenance/update of all
instances. Describe how your system is data-
efficient.
5.5.1.33 is data-protective such that data efficiency as
described above is not observed when a given
instance of data becomes historically or legally
important for purposes of auditing or
accountability as in the case of acquisitions data
(issued purchase orders, invoices, etc.) or
circulation data. Describe how your system is
data-protective.
5.5.1.34 supports full compliance with all MARC21
formats in a timely manner. How are updates
implemented.
5.5.1.35 allows and displays all current and former
MARC21 fields, tags, subfield codes, indicators
and delimiters (including all which are
repeatable). If not, list any fields, tags, subfield
codes, indicators or delimiters not supported.

5.5.2 Maintenance and Support (21 Points=7% of 300)

Based on the environment outlined in Appendix A:

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5.5.2.1 describe how the system can be administered centrally

and in a distributed fashion by staff at FCLA, the
university library, other autonomous libraries
and at the location/departmental level.
5.5.2.2 estimate the total number of FCLA and/or library
staff required to manage the system, their
required level of expertise, and the tasks that
they would perform locally. Vendors should
indicate who will perform installations, i.e., what
type of library staff member or vendor staff
person. Indicate the amount of other staff
expertise that might be required, either during
implementation or in production: Unix
administrator, Oracle (etc.) expert, system
operator (day, evening, weekend), backup/batch
job staff, etc.
5.5.2.3 describe what maintenance procedures FCLA
staff should perform and on what frequency, e.g.,
database integrity checks, file reorganizations,
index rebuilds, etc.
5.5.2.4 describe client and server software upgrades and
frequency of new releases. How are new
releases scheduled? Give current schedule of
planned new releases. List a history of past
release dates and length of downtime for each
past release at installations comparable in size to
the one being proposed for the SUS.
5.5.2.5 describe how new releases can be phased in for
one university at a time.
5.5.2.6 explain how software is kept up to date with
operating system changes. Are the recompiles
run by vendor or library personnel?
5.5.2.7 what are the downtime requirements for the
system configured for this proposal? What
accommodations are made for functional
operation (e.g., circ, OPAC, etc.) while new
releases are installed?
5.5.2.8 describe how new system releases are installed.
Indicate what may be installed by FCLA staff,
library systems personnel and by vendor
personnel.
5.5.2.9 describe the process for updating the system’s
software clients. Indicate if staff clients
automatically detect the need for an upgrade and,

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if so, automatically download upgrades when

needed.
5.5.2.10 describe the process for handling system’s
software client configurations. Indicate if the
users’ configurations survive server and client
upgrades.
5.5.2.11 describe the licensing and/or hardware
requirements for insuring that upgrades will not
require more than 6 hours of downtime for
OPAC; 12 hours downtime for Circulation (with
a working circ backup client) and 48 hours for
other staff functions on a schedule specified by
FCLA and the universities.
5.5.2.12 describe the vendor support of installation and
troubleshooting of the system software.
Estimate installation support days provided.
5.5.2.13 describe the vendor support of installation and
troubleshooting of required third party software
such as a commercial relational database
package. Specify packages and support.
Indicate potential conflicts with release levels
between what is used by the system and what is
currently marketed by the third-party vendor.
5.5.2.14 describe the vendor support of initial installation,
upgrades and troubleshooting of vendor’s LMS
software.
5.5.2.15 describe how priorities are assigned to customer
support requests.
5.5.2.16 describe the Vendor’s support mechanism for
technical questions.
5.5.2.17 give the hours (Eastern Time) and days of
Vendor’s live telephone support.
5.5.2.18 describe how problem fixes/patches are
distributed to FCLA and implemented.
5.5.2.19 describe Vendor support for emergencies, such
as system failures and disaster recoveries.

Proposers must acknowledge the following:

5.5.2.20 Technical questions submitted via electronic
mail should receive a response within forty-eight
hours.
5.5.2.21 Vendor should be able to use a remote diagnostic
tool to help resolve technical questions.

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5.5.2.22 Vendor should report any application problems

concerning the system (received from or
identified by any source) indicating vendor
course of action and estimated remedy time by
electronic mail to the designated FCLA contact.
5.5.2.23 Technical support should be available via the
Internet, using mechanisms such as Telnet and
FTP.
5.5.2.24 Vendor should provide an account
representative. This person should be technically
proficient and familiar with any system
customizations made for the SUS.
5.5.2.25 Vendor should have a documented trouble-
reporting procedure outlining guaranteed
response times and escalation procedures.
5.5.2.26 Any problem remaining open for more than one
business day should be addressed in writing,
with expected resolution and/or delivery date
explicitly outlined.

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5.5.3 Software Considerations (18 Points=6% of 300)

5.5.3.1 Describe to what extent relational database or object

oriented technology is used in the proposed
system. Identify any commercial database
software and the supported release level used as
part of the proposed system. Clarify which
aspects use your own proprietary design and
which are components of other commercial
products.
5.5.3.2 Describe the architecture of the proposed system.
Explain which system modules are implemented
with client-server technology. At which tier are
presentation, application and database
management handled?
5.5.3.3 Indicate if the proposed system offers client-free
web OPAC running natively on the leading
industry browsers. What are the minimum
browser levels supported?
5.5.3.4 How does the system support these functions:
separate call number systems, separate
acquisitions defaults, and ability to profile
overlay of imported records by institution,
processing unit, location groups or individual
locations?
5.5.3.5 How does the system support options for either
sharing authority control functions within/or
among institution, processing unit, location
groups or individual locations?
5.5.3.6 Describe the capability for unlimited licensing
for web OPAC and/or staff clients.
5.5.3.7 Confirm that print functions at the workstation
are handled through standard operating system
calls and do not require special software, drivers,
or interfaces.
5.5.3.8 Confirm that print functions at the server are
handled through standard operating system calls
and do not require special software, drivers, or
interfaces.
5.5.3.9 To what extent are data available via standard
SQL? Identify in plain library terminology all
data elements that are not accessible via SQL.
5.5.3.10 Does software run as root? Do some modules
have to run as root? Explain.

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5.5.3.11 Customization of Software:

5.5.3.11.1 If customization is necessary to meet SUS needs,
how should this customization of the standard
system alter warranties, receipt of updates,
vendor support, training, etc.?
5.5.3.11.2 How are SUS-specific modifications
incorporated into new system releases?
5.5.3.11.3 The Product should have well-defined and
documented applications program interfaces
(APIs) that allow easy and secure development
of additional business logic that will survive new
releases of the system.

5.5.4 Union Catalog (21 Points=7% of 300)

5.5.4.1 The union catalog should include all

bibliographic, holdings, circulation, serials, and
acquisition data. The union search function
should have the search capability of the
individual catalogs. The union view should be
available in both the OPAC and staff functions.
A purely virtual union catalog using broadcast
searching is not an acceptable alternative. The
SUS is open to proposals as to the design of a
physical union catalog. Designs might include
an actual union catalog database and indexes
replicating the content in the institutional
databases, or a set of union indexes pointing to
institutional database records. Identify how this
union searching is accomplished, e.g., whether
with a redundant set of indexing files that point
to the appropriate bibliographic records in the ten
SUS catalogs or by the creation of an 11th
database duplicating all necessary data.
5.5.4.2 If a union set of indexes linking to the
institutional catalogs is proposed, indicate how
institutional catalog index updates are reflected
in the union indexes.

If a separate, 11th database is proposed:

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5.5.4.3 Indicate whether or not bibliographic records are

deduped, and if so, describe the algorithms for
deduping.
5.5.4.4 If the database uses a master record, is content
from duplicate records merged? If so, what are
the merge algorithms? Is it possible to keep
variant fields contributed by different
institutions? Or to have different views of the
merged records based on the user’s associated
institution?
5.5.4.5 Identify how institutional catalog updates are
synchronized with the union catalog. Any
proposal requiring double human maintenance of
bibliographic records in both individual and
union databases is unacceptable, i.e., changes to
a record in a university catalog should be
automatically reflected in the union catalog.

Describe how the system:

5.5.4.6 provides for union OPAC searching with the
same capabilities as the individual OPACs.
5.5.4.7 retrieves bibliographic records that show real-
time holdings detail and circulation status as they
would appear in the individual OPACs.

Assuming the union catalog returns all of the holdings of all of

the institutions in a single result set,
5.5.4.8 are the holdings attached to a single
bibliographic record or are each institution's
holdings attached to the institution's
bibliographic record? If the former, how are
duplicate bib records 'collapsed' i.e., what data
elements are used for matching: OCLC number,
ISBN, ISSN, LCCN, etc.?
5.5.4.9 are the holdings presented in any particular
order? Is the order configurable by the
installation? Is this configurability the same if
the holdings are attached to a single
bibliographic record or if they are connected to
separate, individual institution bibliographic
records?
5.5.4.10 at the point the user is shown the titles retrieved,
does the user know which universities and

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physical locations within the universities the

item is held? Describe.

5.5.5 Report Generation (15 Points=5% of 300)

5.5.5.1 State the name of the reporting system used

within your Product and indicate whether it is
written and or maintained by a third party.
5.5.5.2 If report generation is SQL, do you provide a
complete and understandable database
description? Include a sample of the patron
table(s) and the bibliographic data table(s).
5.5.5.3 If the method of report generation is not standard
SQL, document this in detail.
5.5.5.4 The system will provide a comprehensive and
flexible report-writing function that supports
library-staff generation of reports. Describe how
your system meets this requirement and indicate
to what extent it can handle any data element
used by the system or created by functional
activity, singly or in combination, for standard or
customized time periods.
5.5.5.5 Library staff will be able to define and format
specific reports without having to explicitly write
SQL commands. Describe how staff will use
your report writer.
5.5.5.6 The reporting system should be able to access
and integrate data elements across functions,
fiscal years, locations, and time (i.e., the system
should access archived as well as current data).
Describe.
5.5.5.7 The reporting system should support reports that
can be sorted by library location, sublocation,
cataloger, cataloging level, and user-defined time
period.
5.5.5.8 Staff report definitions should be savable for
easy future rerun. Describe.
5.5.5.9 The system should be able to provide a wide
variety of system use and performance data to
authorized users including, but not limited to,
terminal use statistics (by location, time period,
type of transaction, etc.), response time for each
type of basic function, and database-access

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statistics. Describe how your system meets this

requirement, what system-performance data your
system provides, and its format.
5.5.5.10 The system should support pre-programming and
scheduling of standard reports.
5.5.5.11 The system should support a wide variety of
statistical-analysis and data-manipulation
capabilities, including the ability to calculate
sums, differences, percents of change, and
means. Describe your system’s abilities in this
area.
5.5.5.12 A variety of output options should be available
for reports including, but not limited to, printed
in batch, printed to local printer, printed on
demand, viewable as web displays, and sent to e-
mail, word processor, spreadsheet, or database
software. Describe.
5.5.5.13 The system should provide a wide range of
options for report formatting. Describe your
system’s abilities in this area.
5.5.5.14 The system should provide the ability to count
titles, copies, and volumes by format types, call
number ranges and other criteria. Describe how
your system does this.

Describe how the system:

5.5.5.15 includes a wide range of standard reports.
Provide descriptions (including the periodicity)
and samples of all pre-defined reports.
5.5.5.16 supports report generation to be immediate or to
be scheduled in background.
5.5.5.17 supports extraction of entire database in a flat,
MARC or ASCII defined format.
5.5.5.18 allows for reports creating "what if" scenarios,
projecting future trends from current data.
5.5.5.19 produces graphical statistical reports.
5.5.5.20 generates location-based reports.
5.5.5.21 reports by date and record ID parameters.
5.5.5.22 allows for selection of data for report generation
at the system and institutional levels as well as
by administrative unit, circulation unit and other
levels.
5.5.5.23 handles security on creation of and access to
reports.

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5.5.5.24 supports flexible “triggers” or “flags” for future

review/action on records in all staff modules, in
addition to predefined action date reports. Are
items with triggers searchable? Describe how
reports can be run on these.

5.5.6 Security, Authentication and Authorization (15

Points=5% of 300)
The SUS expects the system to include a flexible, multilevel,
library staff security authorization control capability with
granularity by specific functions.

Describe how the system:

5.5.6.1 enables FCLA and library administrative staff to
set functions, database and screen access rights
by individual or group. Describe granularity of
customized functional authorization privileges
allowed at the library level.
5.5.6.2 consists of integrated logical and functional
subsystems that allow for a single point of
authentication and authorization (i.e., one
secured logon for all authorized functions).
5.5.6.3 provides staff user authentication and
authorization on an individual basis.
5.5.6.4 has the ability to specify authentication and
authorization for specific record types and field
groups within records. The system will provide
the ability for authorized staff to create, edit, and
delete all types of records.
5.5.6.5 allows an appropriately authorized staff person at
each library to examine and alter the
authorization levels for other staff persons at that
library without needing the assistance or
involvement of the vendor or FCLA personnel.
5.5.6.6 allows each library or department manager to
establish and maintain a separate set of
passwords and authorized functions for their
staff.
5.5.6.7 allows only authorized staff to view and modify
security definitions.
5.5.6.8 restricts work on authority records, bibliographic
records, holdings records, acquisitions records,
serial control records, fund records, item records,

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and circulation records by library, by a group of

libraries or by processing unit.
5.5.6.9 prevents and reports unauthorized access (either
external or internal ) to system management
functions and files.
5.5.6.10 prevents and reports unauthorized access and/or
attempts to override system limitations (e.g.,
circulation blocks).
5.5.6.11 provides audit reports for user and administrator
activity. Include samples.
5.5.6.12 ensures that multiple users are blocked from
destructive concurrent editing of a given record.
5.5.6.13 handles security on circulation functions
(specifically, is it operator ID only or a
combination of operator ID and workstation
ID?).
5.5.6.14 allows the libraries to require patron
authentication on entry to the web-based catalog
should this be desired. Is this configurable, in
the multi-institution model, by institution? By
independent library? Is there a guest option?
5.5.6.15 authenticates a staff member and a public user.
Does security for remote and campus users
include the following features: Anonymous login
(no authentication required); User-specific
authentication using login ID and/or password;
Group-level authentication?
5.5.6.16 handles security for remote staff use; e.g., what
provision is made for client deployment on home
PCs?
5.5.6.17 provides a login API to allow access by a
separate authentication and authorization system.
5.5.6.18 offers templates to support the creation of user-
authentication profiles (basic definitions which
can be copied into new user profiles).
5.5.6.19 security module is role/attribute based (i.e., a
single user can have multiple roles without
needing multiple IDs).
5.5.6.20 security module is compliant with other
authentication and authorization systems that
support industry standards, including, but not
necessarily limited to, DCE-based
authentication.
5.5.6.21 handles digital certificates.

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5.5.6.22 allows for data to be encrypted while

transmitting over the network.
5.5.6.23 is kept current with changes in the security
environment and industry standards.
5.5.6.24 handles root access; specifically, what provisions
are made for authorized systems staff to have
root access?

5.5.7 System Migration and Implementation (15

Points=5% of 300)

5.5.7.1 Data Conversion

The SUS expects to convert as many record types as are feasible

in terms of technical and cost considerations. All of the
libraries have data in FCLA-modified NOTIS VSAM files and
in FCLA-created DB2 files. UCF also has acquisitions and
serials data in Innopac. Some serials pattern and check-in data
and some ILL transaction data may exist in FCLA-created DB2
files. Address the responses to the specifications listed in this
section within the context of these record types. Note that it is
expected that data conversion specifications will be negotiated
between the vendor and appropriate, designated individuals at
each university. FCLA's role in the process will be advisory not
intermediary. Each university will require and write its own
conversion specifications.

5.5.7.1.1 Describe the Vendor, FCLA and SUS library

roles and responsibilities in data migration.
5.5.7.1.2 Can vendor provide conversion software for
these record types? All are in FCLA-modified
NOTIS VSAM files unless otherwise noted.
Describe how conversion is handled for each
record type.
 Authority
 Bibliographic
 Holdings (including local copy
holdings and MARC holdings data)
 Items linked to holdings records
 Unlinked items
 Order/Pay/Receipt (NOTIS and
Innopac)
 Fund (NOTIS and Innopac)

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 Invoice (NOTIS and Innopac)

 Patron
 Patron financial (bill and fine)
 Circulation transactions
(including checkout, due dates, holds,
recalls)
 Circulation history
 Serials current receipts (NOTIS
VSAM; well-defined DB2 tables;
Innopac)
 Serials control pattern data: (well-
defined DB2 tables; Innopac)
 Vendor (NOTIS and Innopac)
5.5.7.1.3 Specify the information required in order to
carry out conversion tasks.
5.5.7.1.4 Outline typical steps in the conversion process,
including procedures for library review of test
files. Are there any limits on the number of test
loads that can be done per institution?
5.5.7.1.5 Indicate if data can be converted directly from
the sources listed above to the internal data
structures required by the proposed system.
5.5.7.1.6 Indicate if conversion of the record type is part
of a standard conversion program.
5.5.7.1.7 Indicate if conversion of the record type will
require a customized conversion program. If so,
indicate timeframe for making the customization.
5.5.7.1.8 Indicate if location of the data elements within
the proposed system may be specified by the
SUS libraries.
5.5.7.1.9 Indicate the extent to which any data will be
modified as part of the conversion process.
5.5.7.1.10 Indicate how local data entered into
bibliographic and authority holdings 9XX fields
will be preserved.
5.5.7.1.11 Indicate if any obsolete and/or unique MARC-
based fields (OCLC MARC, RLIN MARC, or
vendor-specific MARC fields) cannot transfer as
valid fields.
5.5.7.1.12 Indicate the ability to migrate to and retain in the
proposed system records that are marked as
suppressed from view in the OPAC of the
current system.

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5.5.7.1.13 Indicate the process that will be used to update

the initial database file with a subsequent load of
all transactions occurring after the initial data
extract and before that institution cuts over to the
new system. Indicate if two data conversions are
used for each database: one for verifying all site-
specific parameters and requirements and the
second to accommodate the cut-over period (e.g.,
a gap tape).
5.5.7.1.14 How much elapsed time does a data load require
for 500,000, 2 million and 3 million
bibliographic record databases?
5.5.7.1.15 How much elapsed time does indexing require
for 500,000, 2 million and 3 million
bibliographic records? It is understood that total
indexing time depends on the number of indexes
established. Provide estimates for author, title,
subject headings, keyword and call number
indexes.
5.5.7.1.16 How many “out of the box” indexes are there?
Provide a list.
5.5.7.1.17 How long does it take to generate this initial
index set for 500,000, 2 million and 3 million
bibliographic records?

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5.5.7.2 Installation

5.5.7.2.1 Describe your expected order and schedule of

events in the installation process. Include a
timetable, beginning at Month 0, and continuing
to full implementation.
5.5.7.2.2 How much advance notice is needed to schedule
installation?
5.5.7.2.3 What technical skills are required of the SUS to
implement the Product on the server? What
technical skills are required of the SUS to
implement the Product on a client workstation?
5.5.7.2.4 Does the system come with APIs enabled, or
does the vendor or FCLA have to make a system
configuration change to enable them?
5.5.7.2.5 Do vendor staff visit FCLA during initial
installation?
5.5.7.2.6 How are vendor technical staff involved in the
local installation of the system?

5.5.8 Training and Documentation (6 Points=2% of 300)

Training for the proposed system will follow a train-the-trainer

model for each university and FCLA. Three types of designated
staff will be trained: FCLA system administration staff who will
operate and maintain the system hardware and software;
functional area staff at each library and FCLA who will provide
on-going support to other staff; and library system
administration staff who will be responsible for selected
portions of software administration for their respective libraries.
It is FCLA's intention to distribute as much of the university-
level system administrative functions as possible. The amount
may vary by university. Training should be done at FCLA,
individual libraries and/or vendor's site at SUS' discretion.

5.5.8.1 Describe any functional and/or systems

administration support training the vendor
requires of library staff.

Describe the courses of training provided to enable the staff to

become familiar with system functions and operations,
including, but not limited to:
5.5.8.2 a list of all training modules.

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5.5.8.3 whether instructors are available to train on-site.

5.5.8.4 maximum number of trainees per class and the
total number of days of training for each
module.
5.5.8.5 number of training hours typically required
before staff have mastered initial use of the
Product.
5.5.8.6 whether it is possible to purchase additional
training days.
5.5.8.7 whether training programs can be modified
based on SUS’ needs. Give examples.
5.5.8.8 availability of other training aids such as videos,
software tutorials, or Web-based instruction.
5.5.8.9 availability of computer-based training.
5.5.8.10 how training for new releases or versions is
handled.

Indicate if training sessions for systems administration cover

topics:
5.5.8.11 appropriate administrative functions such as data
backup and restoration.
5.5.8.12 common causes of system failure and the remedy
for each.
5.5.8.13 how to obtain telephone support for the
correction of system problems.
5.5.8.14 how to identify and perform all elements of
preventive maintenance of the system not
routinely performed by the vendor, e.g., index
rebuilds or file reorganizations.
5.5.8.15 installation and support of client software
applications.
5.5.8.16 how vendor tracks problems and assigns severity
priorities.
5.5.8.17 how to use SQL to produce reports.
5.5.8.18 other. Provide a list.

Describe the documentation provided with this product.

5.5.8.19 Is all necessary documentation included with the
Product and does not have to be purchased
separately?
5.5.8.20 Full and current system documentation should be
supplied in machine readable form suitable for
online distribution. Describe the documentation,
e.g., is it online with pop-up lists, menu choices,

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help screens that are context sensitive or is it a

static version of what could be found in paper
form?
5.5.8.21 How is user documentation updated in a timely
manner with each Product change or update.
Describe the process over the past two years.

If documentation is not available in electronic form, state the

number of copies of Product’s:
5.5.8.22 user documentation that is normally provided at
time of purchase.
5.5.8.23 configuration and application administration
documentation that is normally provided at time
of purchase.
5.5.8.24 technical documentation that is normally
provided at time of purchase.

5.5.9 Performance (18 Points=6% of 300)

Database sizes, user population and workload information is

presented in Appendix A.4 for the SUS Libraries. The SUS
databases range in size from 215,000 to 2,700,000 bibliographic
records, with an expected union catalog size of 6,000,000
unique bibliographic records. Total monthly OPAC transaction
volume peaks at 7.5 million CICS transactions which is
equivalent to 2 million searches. Total OPAC and staff
transactions combined peak at about 13 million transactions per
month where a ‘transaction’ is any message sent to the server,
e.g., search, display, request next screen, or help. Annual
growth for records and online usage is projected at ten percent.
Annual growth for student FTE is projected at 3 percent.

5.5.9.1 Given these data, explain how this system would

scale to meet the needs of such databases and user
populations, with particular emphasis on:
5.5.9.1.1 what limits might exist for concurrent use levels
5.5.9.1.2 total number of records that can be supported by
the system
5.5.9.1.3 total number of records or rows that can be
supported per file or table
5.5.9.1.4 total number of index entries or size of index file
or table

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5.5.9.1.5 any other limits that might be known that would

affect expansion of hardware (CPUs, disks,
memory, etc.).
5.5.9.2 The system is expected to provide a ‘transaction in
progress’ visual indication for transactions that
exceed 6 seconds response time at 2 second intervals
until the response is provided.
5.5.9.3 The vendor is expected to provide adequate sizing
and scalability information in this and other
responses to validate the proposed sizing and
scalability of their system. The SUS libraries will
prefer solutions with demonstrated evidence
regarding sizing information, such as existing
production sites, available benchmarks, and the like.
Actual customer sizing examples are preferred over
extrapolation from smaller sites or simulations in
arriving at estimated capacity.
5.5.9.3.1 Describe and provide schematic diagrams of
your computer system architecture to
demonstrate how the proposed system will be
able to handle a greater capacity for processing
online transactions over the initial configuration.
5.5.9.3.2 Describe and provide supporting documentation
and test results for any benchmarking of any
configuration of hardware and vendor software
that indicates that the proposed system
configuration is appropriately scaled and
configured.
5.5.9.4 Do you have staff dedicated to capacity and
performance testing, benchmarking and system
configuration tweaking? If so, how many?
5.5.9.5 Describe how you expect this system to meet
performance expectations for 7 day X 24 hour online
operations.
5.5.9.6 How do we measure performance of the application
and predict capacity changes?
5.5.9.7 What is the maximum number of multiple
simultaneous update users and inquiry users (local
and/or remote) that the Product can handle?
5.5.9.8 The system should have a time-out feature that can
be adjusted by the Application Administrator by
function. Describe.
5.5.9.9 Describe how it would be possible to run multiple
reports simultaneously at peak periods without

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system performance degradation. State whether an

additional copy of the data would be required.
5.5.9.10 Describe any operation that may cause a noticeable
performance degradation to other users on the
system.
5.5.9.11 Does the system ensure that batch update processing
has successfully completed before allowing the
related online update system to become functional?
5.5.9.12 Tools should be available to monitor and tune
performance to ensure that users are receiving proper
response time from the database. These tools should
be online and non-disruptive.

5.5.10 Backup/Archive Processing (12 Points=4% of 300)

Describe:
5.5.10.1 how the backup process notifies the system
operator if process was unsuccessful.
5.5.10.2 how to initiate backup processes automatically,
unattended, and pre-scheduled
5.5.10.3 how backup processes can be run concurrently
with online users with appropriate locking
mechanisms.
5.5.10.4 how backup process are selectable for entire
system or for an appropriate subset such as a
single table or an institution’s entire database.
5.5.10.5 how backup process have transaction logging by
user ID, date, and time to allow the application
of incremental changes since last backup.
5.5.10.6 how the product includes a guided restore utility.
5.5.10.7 how any utilities provided for backup/archive.
5.5.10.8 the parameters of the archival process that are
user-defined or controlled.
5.5.10.9 the benchmarks available to predict time
required for backups.

5.5.11 Restart/Recovery (12 Points=4% of 300)

Describe:
5.5.11.1 how the Product will allow recovery and roll
back of transactions in the event of hardware or
software failures, or errors caused by humans.

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5.5.11.2 how the Product uses standard database

functionality to handle true roll back/roll forward
transaction recovery.
5.5.11.3 How the Product does not inhibit the use of
operating system implementations of RAID 1
(mirroring) or RAID 5 technologies.
5.5.11.4 how batch jobs participate in rollback / roll
forward recovery process.
5.5.11.5 how the system is able to restart and complete
interrupted batch jobs without having to restart
the process from the beginning.
5.5.11.6 the recovery and restart procedures for system
failure and program failure.
5.5.11.7 what, in the event of file corruption, is the
minimum level of restore (table, database, server,
entire system).
5.5.11.8 how the system reports its uptime, providing
monthly total and averages.

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5.5.12 Auditing (9 Points=3% of 300)

5.5.12.1 Does the Product retain indefinitely all data

necessary for auditing purposes? Explain.
5.5.12.2 The Product should provide an audit trail across
all modules by associating a user ID, date, and
time stamp with all adds, changes, and deletes
throughout Product. Describe.
5.5.12.3 There should be a special audit trail for all
functions involving encumbrances, payments and
fund management that meets state auditor
standards. How is the accomplished?
5.5.12.4 Describe how the audit trail
5.5.12.4.1 handles all batch changes.
5.5.12.5 handles all import and export file actions.
5.5.12.6 is readable by a vendor-supplied or third-party
query tool.
5.5.12.7 Describe how the system identifies the operator
for audit path of database changes.
5.5.12.8 What functions are logged, what information
about each function is recorded and how is that
information read when needed?
5.5.12.9 Is any audit information encrypted? If so, how?

5.5.13 Workstation Client (9 Points=3% of 300)

5.5.13.1 Product clients should run concurrently with

other common applications on a single
workstation. Common applications are such
things as MS Office, Adobe, various email
clients and multiple browsers.
5.5.13.2 List supported client platforms. Describe
minimum and recommended configurations.
Include CPU model and speed, RAM usage, OS
version, and disk space. Any Windows 95 client
should be 32-bit compliant.
5.5.13.3 The system should support a user-friendly
graphical interface.
5.5.13.4 Is a browser version of the client supported?
How does its functionality compare to your other
clients?

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5.5.13.5 What additional client system software is

recommended or required to run in conjunction
with Product? E.g., ODBC layer.
5.5.13.6 What client system hardware is recommended or
required to optimize performance of Product?
5.5.13.7 Multiple copies of the same client should run
simultaneously from a single workstation.
5.5.13.8 Staff clients should have non-mouse alternatives
for all operations.
5.5.13.9 Clients should be certified to run on the most
current production release or version of the
workstation operating system.
5.5.13.10 Clients should run on two back releases or
versions of the workstation operating system.
5.5.13.11 Describe the number of clicks needed to check
out a book and to check in a serial issue.
5.5.13.12 The Web interface to the system and the system
itself should operate in a consistent and expected
manner regardless of the use of the browser’s
native navigational features, such as the back and
forward button.
5.5.13.13 The Web interface to the system and the system
itself should allow the user to bookmark a URL
in their browser and request it later. When a
bookmarked URL is used, the system should
operate in a consistent and expected manner.

5.5.14 Presentation (12 Points=4% of 300)

5.5.14.1 Online Help

5.5.14.1.1 The Product should have complete context-
sensitive online help documentation across all
subsystems. Online help should be searchable.
5.5.14.1.2 Updates to the online help should be delivered
with changes and updates to the Product.
5.5.14.1.3 Online help should be easily modified by the
SUS through an editing interface built into the
Product.
5.5.14.1.4 Locally-modified online help should be protected
from overlay by Product updates.

5.5.14.2 User Interface

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5.5.14.2.1 Client should adhere to common industry

human-interface guidelines for windows, pull-
down menus, toolbars, and mouse operations.
5.5.14.2.2 Screen layout/design should be clear and
consistent across all functions. Terminology,
function keys, icons, etc., should be consistently
applied across all functions.
5.5.14.2.3 It should be possible to access any record (for
which the user has authorization) without the
need to exit a particular function.
5.5.14.2.4 Users and staff should be able to simply and
quickly switch between different client windows.
The system should support ease of movement for
staff between public and technical mode and
between technical clients and functions without
re-keying of search information as needed.
Quick and simple movement between all staff
functions and OPAC views of the same records
should be supported.
5.5.14.2.5 Users and staff should be able to switch between
the client and another application using standard
operating system procedures.
5.5.14.2.6 The client should allow for queries from
additional windows, while maintaining the
current input screen.
5.5.14.2.7 The system should support a non-graphical text-
based interface for staff and OPAC functions.
Describe.

5.5.14.3 Customization of Interface

5.5.14.3.1 Staff and users should be able to define and save
for future use presentations (screen displays)
built from any database elements based on their
access rights.
5.5.14.3.2 FCLA or authorized library staff members
should be able to set customization rights for
individuals and groups.
5.5.14.3.3 Describe how users can set basic environmental
parameters such as screen colors. What are these
parameters?
5.5.14.3.4 System should support customization of the
number of records displayed, as a result of a
search, at the client level for both staff and
OPAC workstations.

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5.5.14.3.5 Describe options for customizing web OPAC

pages. Describe any limits and restrictions.
Identify any use of client-side processing such as
dynamic html, VB Script, and/or JavaScript.
5.5.14.3.6 Describe options for customizing workstations at
the individual, group and institutional level.
5.5.14.3.7 Describe ability to turn off frames if applicable.

5.5.14.4 Input and Editing

5.5.14.4.1 Describe any editing tools your system provides,
including, but not limited to:
 ability to cut and paste across separate files
or databases
 ability to move among associated or linked
records while editing
 ability to display, re-size, move, cut and
paste among multiple windows
 key-stroke, command line, or button-bar
equivalents for editing and processing
functions
 special record-editing functions such as
erase-end-of-field, word wrap, add/insert
line, reformat, end-of-field mark
5.5.14.4.2 The client should support one or multiple levels
of “undo”.
5.5.14.4.3 Data entry should facilitate minimal keystrokes,
including the optional selection of input from a
list.
5.5.14.4.4 Does the system provide the ability to create and
store input templates for use in record creation?

Describe the process for entering and editing:

5.5.14.4.5 Roman language accent marks and non-English
special characters.
5.5.14.4.6 non-Roman language alphabetic languages.
5.5.14.4.7 ideographic characters.

5.5.14.5 Data Entry Error Detection and Correction

5.5.14.5.1 Warnings should be given for improbable data.
5.5.14.5.2 Warnings should be given for chronologically
ambiguous data.
5.5.14.5.3 Error alerts should be obvious and clearly
explain problem.

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5.5.14.5.4 Describe the system’s general approach to

validation of records and data within records.
Specify whether validation routines change
according to input method (e.g., import of a
record vs. direct input by staff).
5.5.14.5.5 Does the system provide online, contextual help
for all data validation tests?
5.5.14.5.6 The text of standard error messages should be
customizable by library staff.

5.5.15 Searching (30 Points=10% of 300)

Please specify if a feature discussed below is different between

the OPAC and staff functions.

5.5.15.1 Search Engine

5.5.15.1.1 Describe the elements that are or can be indexed
in your system providing lists or other
documentation as appropriate.
5.5.15.1.2 The system should allow locally-defined data
elements to be indexed in each index.
5.5.15.1.3 The system should allow for search ‘ticklers’ or
triggers to be programmatically and manually set
in all record types for the purposes of retrieving
subsets of records that match the tickler or
trigger content. This function supports database
management by staff.
5.5.15.1.4 Is it possible for an authorized staff member to
define specialized indexes and store those index
definitions and corresponding search keys on an
as-needed basis? Across all data or limited only
to some records?
5.5.15.1.5 Is it possible to define search features based on
user categories and staff authorizations?
5.5.15.1.6 Is it possible to use, without rekeying, any part
of a displayed record as the search argument for
the next search?
5.5.15.1.7 It should be possible to index, display and search
for information using any data in the 856 field
but specifically the URL subfield u.
5.5.15.1.8 It should be possible to use the URL stored in the
856 field subfield u as an actionable link to the
electronic object being referenced.

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5.5.15.1.9 Which character sets and writing systems are

supported for indexing?
5.5.15.1.10 A keyword search will cover all bibliographic
fields designated in the local keyword index
configuration, but there will be the option to
limit the search to a specific field (e.g., a specific
MARC field such as 100) and category of fields
(e.g., all author name fields).
5.5.15.1.11 The system should support both command- and
menu-driven searching. Describe how your
system meets this objective.
5.5.15.1.12 The system should provide the ability to perform
a Boolean search of like (e.g., two author) or
different (e.g., author and keyword; keyword and
call number) searches types of indexes. Explain.
5.5.15.1.13 The system should allow the user to select
multiple headings from a search result screen or
browse list for a combined search.
5.5.15.1.14 The system should provide the ability to index
the presence of a given MARC tag (and/or
subfield code) for use in primary retrieval of
records or in limiting search results. For
example, find all records with 501 fields (With
Note) or limit search results to those records with
502 fields (Dissertation Note).
5.5.15.1.15 The system should provide the ability to
limit/discriminate search results which are
available electronically (i.e., have a MARC 856
field) from other formats. For instance, the
presence of a MARC tag 856 with a |u would
index so that results could be limited by a
concept such as "format=electronic resource" --
i.e., available electronically.
5.5.15.1.16 What is the maximum number of records that
can be retrieved and displayed for the different
search types?
5.5.15.1.17 What are the intermediate limits on Boolean
searches?
5.5.15.1.18 Can searches be saved as result sets for later use
within the current session? If so, how are temp
files managed? If not, how are searches saved
for later use?
5.5.15.1.19 Is it possible to create and combine searches for
later manipulation, including the capability of

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saving searches and using as a component for a

later search, i.e., search history within the current
session?
5.5.15.1.20 Can saved search profiles be created and saved
for user-initiated or system-initiated SDI? If so,
can they be saved on the users’ browsers or do
they have to be saved on the server? If the
former, can this feature be disabled at public
workstations? If the latter, how much resources
are required for each profile?
5.5.15.1.21 Can session defaults be set? If so, can they be
saved and used in future sessions?

5.5.15.2 Display of Search Results

5.5.15.2.1 Provide examples of screens that demonstrate
your system’s approach to the display of search
results.
5.5.15.2.2 It should be possible to display, print and
download any specific bibliographic record,
range of records, or results set.
5.5.15.2.3 The system should provide the ability to move
forward and backward within an ordered list of
data elements or list of records.
5.5.15.2.4 It should be possible to identify the bibliographic
format of an item from the index display.
5.5.15.2.5 Multiple users and staff should be able to view a
given record simultaneously.
5.5.15.2.6 Technical and public information should display
in the same view as appropriate.
5.5.15.2.7 Describe how your system permits the ability to
suppress a record from public view.
5.5.15.2.8 How does your system handle the retrieval of
duplicate records within one database?
5.5.15.2.9 The search interface normally should be case
insensitive but have a configuration option where
needed.
5.5.15.2.10 Does the system allow a user to return through
previous search stages using minimal
keystrokes?
5.5.15.2.11 Search results displays should include the
number of hits associated with each term or
phrase. Items retrieved in a search result set
display should be numbered in one list across all
screens.

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5.5.15.2.12 Is relevancy ranking integrated with both OPAC

and staff search result displays?

5.5.15.3 Sorting
5.5.15.3.1 What sort criteria are supported by the system
(e.g., author, title, date, other)?
5.5.15.3.2 How many levels of sorting can be requested?
5.5.15.3.3 Is sorting ability controlled by size of result set?
Is there an upper limit?
5.5.15.3.4 In the sizing section, size the system to allow this
type of sorting for at least 5000 hits. What is the
impact of sorting 5000 hits on the client and the
server?
5.5.15.3.5 Does the system allow the user to request ad hoc
sorting criteria? If so, describe options available.

5.5.16 Database (15 Points=5% of 300)

5.5.16.1 The Product should be able to process input from

multiple workstations, applying appropriate
record locking to insure data integrity. Describe
5.5.16.2 If a change is made to the database, the Product
should automatically update all affected records.
Explain how this is accomplished.
5.5.16.3 List and define all record types used in your
system. Include screen prints. Include diagrams
that show how all of the record types are linked
or associated with each other.
5.5.16.4 The product should allow multiple bibliographic
records with identical standard numbers.
Describe how this is handled.
5.5.16.5 The Product should use a relational database that
is ANSI SQL compliant.
5.5.16.6 Does the Product should provide ODBC
connectivity (Open Data Base Connectivity)?
5.5.16.7 Describe the tools available to diagnose and
troubleshoot the database. These tools should be
online and non-disruptive.
5.5.16.8 Describe the tools available to check system
database integrity in both exclusive and shared-
access modes.
5.5.16.9 Describe how to physically delete records from
the database.

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5.5.17 Data Exchange (12 Points=4% of 300)

5.5.17.1 The Product should have well-defined and
-documented applications program interfaces
(APIs) that allow easy and secure import and
export of data without program modifications to
the Product. Attach a list of all documented
APIs in your product.
5.5.17.2 The system will support batch loading and
export of bibliographic, authority, holdings, and
patron records by tape, disk, CD-ROM, FTP or
other electronic file transfer methods. Describe.
5.5.17.3 How (such as by APIs and utilities) does your
Product transfer data to external systems and
databases?
5.5.17.4 How (such as by APIs and utilities) does your
Product accept data from external systems and
databases?
5.5.17.5 Does the system provide a facility for
downloading or otherwise extracting data at a
workstation in a standard format that is
exchangeable with other common client products
(e.g., MS Access or a client e-mail system)?
5.5.17.6 The Product should be able to export any file or
portion of a file to ASCII format.
5.5.17.7 Data should be exchangeable with external SQL
systems.
5.5.17.8 Describe how the system supports import of
complete bibliographic, holdings and authority
records in MARC format for an entire database,
for individual and selected records, and for
batches of records from a variety of sources.
5.5.17.9 How much programmer effort is required to
support data loading?
5.5.17.10 What type of data loading can be controlled by
non-programmer staff? Can non-programmer
library staff add new loader types?
5.5.17.11 Describe how the system supports export of
complete bibliographic, holdings and authority
records in MARC format for an entire database,
for selected records, and for records added in a
specified timeframe.

5.5.18 Gateways (6 Points=2% of 300)

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Describe how the system supports:

5.5.18.1 proxy servers
5.5.18.2 linking to other web sites
5.5.18.3 URL-checking software for reporting and fixing
obsolete or invalid URLs
5.5.18.4 hook-to-holdings, i.e., links to library catalogs
from external systems. List external systems
where such links have been established. How is
this done, Z39.50, search URLs, other? How are
holdings transferred?
5.5.18.5 user-customized institutional web portals, e.g.,
MyUCLA
5.5.18.6 user-customized web portals, e.g., MyLibrary

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5.5.19 Electronic Databases (0 Points=0% of 300)

The SUS may choose to support some number of indexing

and abstracting databases on the system being acquired.
Appendix A.4 Table 9 identifies these databases and their
current record sizes.

Describe how the system supports:

5.5.19.1 configuration and profiling
5.5.19.2 data loading; are there generic or custom
loaders?
5.5.19.3 hook-to-holdings
5.5.19.4 conforming the user interface to provide the look
and feel of the OPACs
5.5.19.5 thesauri and authority files
5.5.19.6 print/download/email
5.5.19.7 authentication at the institutional level
5.5.19.8 sizing and performance

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6 COSTS AND HARDWARE

RECOMMENDATIONS
(200 Points Total=20% of 1000)

Refer to Section 2.1.6 (Pricing) and Section 2.2.1

(Payment Schedule) for additional information on pricing
requirements. Multiple hardware/software configurations may
be proposed if vendor deems that more than one solution will
meet the needs of the SUS, but the information for each
configuration must be complete. The cost proposal must
include all costs associated with the Proposer’s proposed
solution and related or optional services, including any ancillary
expenses for shipping, insurance, or other related expenses.
While hardware costs are not requested, hardware
configurations are required (see Section 4.4).

All answers for this section must be submitted in a

separately bound package. Follow the order of this Section 6.
Also place all prices on a separate diskette or set of diskettes
with clear file names. DO NOT INTERSPERSE ANY COST
DATA HERE.

6.1 Complete Price List

6.1.1 provide here the complete price list for all vendor
products and services as outlined in Section 2.1.6
(Pricing).
6.1.2 indicate how the price lists are used to calculate cost
quotes for the system configurations being proposed.
6.1.3 define specific terms or phrases, such as “simultaneous
users,” stated in the price lists.
6.1.4 indicate how terms or phrases identified in 6.1.3 are
determined for calculating costs.

6.2 Guaranteed Discounts

Provide here information on the guaranteed discounts as
outlined in Section 2.1.6 (Pricing).

6.3 Separate Cost Quotes for Each Hardware/Software

Configuration Proposed by the Vendor
Section 6.3 is structured in several categories in order to
ascertain cost comparisons among the proposals. All items in
this Section must be completed by insertion of a cost figure, a
notation that it is a non-applicable item (NA), or furnished at no
charge (NC). If a particular cost item is bundled, indicate where

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it is included. Note that for personnel services such as training

and support provided on-site in Florida, vendor’s travel
expenses should be bundled into the service fee. Indicate
clearly if a particular requested cost item is not deliverable.
Vendors failing to furnish complete cost data will be WILL
BE DEEMED NON-RESPONSIVE AND, THEREFORE,
ELIMINATED FROM FURTHER REVIEW AND
CONSIDERATION. All costs listed for each configuration
based on the environment described in Appendix A shall be tied
to the unit prices provided in the complete price lists in Section
6.1.

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6.3.1 Cost - Software

6.3.1.1 Commercial, relational database software licenses, if
necessary. Note that the state has contracts with
selected vendors for database management
software. SUS may choose to deal directly with
the vendor for licensing.
6.3.1.2 Licensing fees for third party licenses, if necessary.
Examples: for use in report writing or boolean
searching.
6.3.1.3 Functional components: site license by module.
Distinguish between license requirements for
staff and public use, if different.
6.3.1.3.1 Acquisitions.
6.3.1.3.2 Authority Control.
6.3.1.3.3 Bill and Fine.
6.3.1.3.4 Cataloging and Database Maintenance.
6.3.1.3.5 Circulation.
6.3.1.3.6 Fund accounting.
6.3.1.3.7 Interlibrary Loan.
6.3.1.3.8 Online Public Access Catalog (OPAC).
6.3.1.3.9 Report writer (including pre-defined
reports).
6.3.1.3.10 Reserve and Electronic Reserve.
6.3.1.3.11 Serials control
6.3.1.3.12 Union catalog
6.3.1.3.13 LC and MESH Resource Files
6.3.1.3.14 Additional "OPAC" Databases as defined
by the SUS including via an unlimited
site license
 Center for Research
Libraries
 Florida Heritage
 Florida Environments
Online
 Database Locator
6.3.1.3.15 Describe any limits on numbers of client
instance licenses and associated costs.

6.3.2 Cost - Interfaces

6.3.2.1 Bibliographic import/export utilities
6.3.2.1.1 OCLC
6.3.2.1.2 MARCIVE
6.3.2.1.3 Yankee Book Peddler – MARC
6.3.2.1.4 Yankee Book Peddler – GOBI

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6.3.2.1.5 Promptcat
6.3.2.1.6 Blackwell/North America
6.3.2.1.7 RLIN
6.3.2.1.8 CIS
6.3.2.1.9 UMI/Bell and Howell
6.3.2.1.10 Academic Book Center
6.3.2.1.11 Any Z39.50 source
6.3.2.1.12 Identify any others for which loaders already
exist.
6.3.2.2 Authority import/export utilities
6.3.2.3 Patron record import/export loader utilities
6.3.2.4 Billing record import/export loader utilities
6.3.2.5 Z39.50 server and client modules for remote
database/catalog access
6.3.2.6 Character-based interface for OPAC
6.3.2.7 Electronic data interchange (EDIFACT, X12)
6.3.2.8 Vendor invoicing
6.3.2.8.1 EBSCO
6.3.2.8.2 Faxon
6.3.2.8.3 Blackwell/Swets
6.3.2.8.4 Harrsowitz
6.3.2.8.5 Yankee Book Peddler
6.3.2.8.6 Blackwell/North America
6.3.2.8.7 Hein
6.3.2.8.8 Identify any others for which loaders already
exist

6.3.3 Cost – Installation

6.3.3.1 Database profile
6.3.3.2 Software installation and system initialization
6.3.3.3 Implementation consulting

6.3.4 Cost - Data Conversion

For acceptance testing, each university will be
responsible for agreeing that the conversion is complete and
accurate. Specify the costs associated with the data conversions
of the following record types. Indicate how the conversion
costs for the following record types are determined, i.e.,
standard programs with minor customization or totally
customized new programs. Assume all data are supplied in the
local system format, as specified in Appendix A3.
6.3.4.1 authority records
6.3.4.2 bibliographic records

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6.3.4.3 holdings records (local copy holdings and

MARC holdings data)
6.3.4.4 item records
6.3.4.5 patron and patron history records
6.3.4.6 order records
6.3.4.7 fund records
6.3.4.8 vendor records

6.3.5 Cost - Training/Documentation

Quote costs for:
6.3.5.1 providing functional training for each university and
FCLA. Indicate the type of training to be
included and if costs are per person or per
training session.
6.3.5.2 providing systems configuration training to
library system administration staff. Indicate the
type of training to be included, whether training
is done on-site or off-site, and if costs are per
person or per training session.
6.3.5.3 providing full systems administration training to
FCLA system administration staff. Indicate the
type of training to be included, whether training
is done on-site or off-site, and if costs are per
person or per training session.
6.3.5.4 providing a complete set of user and system
manuals covering all operations and functions in
machine-readable form to be loaded onto a
secure server and made available online to
authorized users only.
6.3.5.5 documentation upgrades.

6.3.6 Cost - Maintenance and Support

The vendor will not be expected to provide direct
support to all campuses at the 10 universities. Vendor support
and maintenance will be centralized through the SUS' Florida
Center for Library Automation. FCLA will serve as the sole
contact with the vendor technical support service. Include here
only those services that are not covered in the maintenance
columns of previous spreadsheets.
6.3.6.1 Describe and quote costs for extra levels of
maintenance support:
6.3.6.1.1 Software problems/bugs
6.3.6.1.2 telephone assistance
6.3.6.1.3 on-site visits

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6.3.6.1.4 emergency response

6.3.6.2 Indicate ongoing software enhancements that are
provided and any associated recurring or one-
time charges not previously stated.
6.3.6.3 Customized software development. Quote
hourly rate.

6.3.7 Cost - Additional Costs

List any additional costs that have not been provided for
in the preceding categories.

6.3.8 Cost - Optional Databases

Quote costs for supporting the A&I databases listed in
Appendix A.4. Table 9. Include all vendor costs including
loading, storing, configuring, and accessing the databases.

6.3.9 Hardware Recommendations

For each proposed solution, include both the SUN and
IBM configurations if vendor can support both. See Section 4.4
for detail requirements.

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7 VENDOR VIABILITY (200 Points Total=20%

of 1000)

Vendors are required to respond to each statement with

complete information.

7.1 Vendor Information and Experience (25

Points=12.5% of 200)

7.1.1 Provide information about the vendor's LMS company:

 Name
 Home office address
 Address of nearest sales/customer service
office to Florida
 Name, title, telephone, fax, and e-mail
address of contact person

7.1.2 Describe the short- and long-term mission of the

organization. Specify your product development goals,
and your vision of the future of library automation.

7.1.3 Give a description of policies regarding the support of

consortia.

7.1.4 Provide information related to staffing:

7.1.4.1 Size of staff
 in North America
 outside North America
7.1.4.2 Allocation of staff among the following areas:
 Research and development
 Customer service/support
 Sales
 Administration
7.1.4.3 Experience of staff
 vitae of all key management personnel
 summaries, including years and type of
the experience of the R&D staff
 summaries, including years and type of
the experience of the Customer Support staff

7.1.5 Business Partners

7.1.5.1 Identify all of the business partners of the LMS unit.

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7.1.5.2 For each partner, describe the relationship and what

aspects of the proposed product are affected by this
relationship.

7.2 Autonomy and Governance (25 Points=12.5% of 200)

7.2.1 Provide an explanation of the governance structure of

the LMS company. E.g., Board of Directors, wholly
owned by a parent company, operating under a business
plan negotiated with a financial organization or venture
capital organization.
7.2.2 Provide the legal documents that define the status of the
LMS unit within the governing organization.

7.3 Financial Data (30 Points=15% of 200)

7.3.1 LMS Company or North American Affiliate

7.3.1.1 Provide audited/certified annual financial statements of
the LMS unit for the past three years.
7.3.1.2 For the past two years, provide side-by-side comparative
data for
 Income
 Retained earnings
 Balance sheet.
7.3.1.3 Provide the latest quarterly balance sheet.
7.3.1.4 Provide the latest two annual reports.
7.3.1.5 Provide the Dun and Bradstreet (DUNS) number.
7.3.1.6 Describe any lawsuits involving other vendors or
customers.

7.3.2 Parent Company if Applicable

7.3.2.1 Provide audited/certified annual financial statements of
the parent company for the past three years.
7.3.2.2 For the past two years, provide side-by-side comparative
data for
 Income
 Retained earnings
 Balance sheet.
7.3.2.3 Provide the latest quarterly balance sheet.
7.3.2.4 Provide the latest two annual reports.
7.3.2.5 Provide the Dun and Bradstreet (DUNS) number.

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7.3.2.6 Describe any lawsuits involving other vendors or

customers.

7.4 References (50 Points=25% of 200)

The SUS will be relying on vendor references to provide

verification of both system and vendor performance. Proposals
shall include references allowing the SUS to obtain information
regarding overall performance and satisfaction with the
complete system as well as for specific modules from
institutions comparable in size and complexity to the SUS.
Representatives from the LMSC may, at their discretion, choose
to conduct telephone interviews or site visits with references.

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Vendors must provide:

7.4.1 the web address of entire customer list
7.4.2 a complete customer list of North American and
Caribbean academic libraries that have implemented the
proposed system.
7.4.3 a complete list of academic or predominately academic
library consortia that have implemented or selected
proposed system
7.4.4 list of seven customers that are most comparable to the
SUS. Provide the following information:
 customer contact
information.
 prior library system used
by the customer.
 date the customer
implemented the proposed system.
 number of records in each
customer database.
 number of client licenses
for OPAC and staff for each customer.

7.5 Customer Support (50 Points=25% of 200)

7.5.1 State the number of systems scheduled for installation

and when.
7.5.2 Describe the results of any customer survey taken during
the past year.
7.5.3 Provide contact information for the system's user groups
and addresses of online discussion groups.
7.5.4 State the hours of available telephone service.
7.5.5 Describe normal procedures for solving emergency
problems.
7.5.6 Describe any collaborative development efforts with
customers.
7.5.7 Describe use of alpha and beta test sites (how are sites
chosen, etc.)

7.6 Implementation (20 Points=10% of 200)

7.6.1 Describe in quantitative detail the number of staff and

their experience who would be assigned to support the
SUS over a 3-year start-up period.

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7.6.2 Describe the qualifications and credentials of the

vendor's training staff assigned to this project.
7.6.3 Describe an implementation strategy for the SUS.
Include a recommendation for phasing in the system
over a 3-year period. Address the pros and cons of
converting all modules for one university at a time or
one module at a time for all universities.

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Appendix A Overview of Current SUS LMS System and

SUS

A.1 The State University System of Florida (SUS)

The State University System of Florida consists of ten State

universities: the University of Florida in Gainesville; Florida
State University and Florida A&M University, in Tallahassee;
the University of South Florida in Tampa; Florida Atlantic
University in Boca Raton; the University of West Florida in
Pensacola; the University of Central Florida in Orlando; the
University of North Florida in Jacksonville; Florida
International University in Miami; and Florida Gulf Coast
University in Fort Myers. Twelve off-campus centers are
located throughout the state. In addition, the University of
Florida Institute of Food and Agricultural Sciences (IFAS)
administers seven agricultural research and education centers,
as well as sixty-nine county cooperative extension programs.
The University of Florida and the University of South Florida
operate academic health centers. The University of Florida
Health Center includes medical, dental, veterinary medicine,
pharmacy, health related professions, and nursing programs.
The University of South Florida Medical Center includes
medical, nursing, and public health programs. These Centers
provide professional degree programs and post-graduate
residency in a variety of clinical settings.

A.2 The SUS Library Program

The SUS Library Program is comprised of the individual

libraries of each institution combined with the Florida Center
for Library Automation (FCLA) and the joint service programs
developed by the libraries. In the 1980's, FCLA was established
to provide automated cataloging, acquisitions, and circulation
support to the libraries and on-line catalogs for the use of
students and faculty. In recent years, the SUS Library Directors
Group has broadened that purpose to encompass a significant
role in providing access to electronic resources. Together, the
libraries and FCLA provide an integrated program of service to
all SUS students.

The SUS Library Directors Council is composed of the ten

directors of the SUS Libraries and the Director of FCLA. It

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deal's with issues relating to interaction among the ten libraries

such as student use of other SUS libraries, distance education,
funding for library collections and services, common
management issues, joint programs management such as the
SUS electronic collection, oversight of FCLA services, and
sharing of expertise in areas such as collection digitization,
outsourcing, contract development, etc. It provides advice on
library issues, when asked, to Board of Regents staff, to the
SUS Council of Academic Vice Presidents or the Council of
Presidents, and to various state agencies that need information
on SUS library services.

As new electronic technologies allow revolutionary possibilities

for uncoupling user location from access to a document, the
SUS libraries are actively collaborating in purchasing and
sharing resources. They are developing extensive programs to
meet the library needs of distance education students.
Increasingly, they are choosing to subscribe to full text/image
journals and other resources by accessing publishers' servers
directly through the Internet. The resulting subscriptions to
electronic files are now included in the LUIS (Library User
Information System) catalogs and "hot linked" to the full
text/image Internet resource through the web version called
WebLUIS (http://webluis.fcla.edu).

A.3 The Current LMS

All Universities NOTIS/LUIS

University of Central Florida Innovacq (for
acquisitions and serials
University of South Florida ILLiad (for
Interlibrary Loan)

The LUIS system, the basic information system for the SUS,
has been greatly expanded in recent years. No longer simply an
online catalog of SUS holdings, it now offers a diverse
information resource.

• The OPAC (online public access catalog) contains all of the

books, journals and other materials held by the SUS
Libraries. These catalogs are accessible from anywhere on
or off campus. In 1996, FCLA developed a new interface to
the SUS catalogs called WebLUIS, providing web access

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not only to the library catalogs and citation databases but

also to full image and text articles linked to the libraries'
resources.

• Electronic Indexes. In 1992, LUIS had expanded to include

indexes to articles and reports in journals. By mid-1997,
there were 27 indexes covering diverse topics in the
humanities, arts, social sciences and sciences. The two most
popular indexes, the General Academic Index and the
Business Periodicals Index, contain links to available full
text articles

• In 1995, LUIS was expanded to provide "gateways" by

which users can gain access to catalogs of other national and
international libraries. The "gateways" also provide
linkages to remote information systems which deliver local
services, such as CARL Uncover, OCLC's FirstSearch, the
Research Libraries Group's CitaDel databases, and other
resources available through the Internet.

• Off Campus Access. In 1997, the FCLA developed the

essential validation technology to ensure the libraries meet
publishers' licensing restrictions. This means that qualified
distance learners can have access to electronic resources
from off-campus locations. Individual libraries are able to
subscribe to electronic files that meet specific local
academic program needs and make the files accessible
through the Internet to local constituencies by using the
FCLA's validation service.

• Bibliographic Utilities: the SUS libraries currently load

bibliographic records from OCLC, RLG, Yankee Book,
and other sources. Records are downloaded from dedicated
OCLC workstations in ordering and cataloging.

• Conversion of Data: SUS libraries expect to convert the

following data from their current automated systems:

• authority records
• bibliographic records including locally
created records
• copy records
• item records
• MARC holding records

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• circulation statistics for in-house and out-

of-house use
• circulation transactions for items
currently on loan, on hold, recall, etc.
• circulation information on outstanding
fines, bills, overdue items

This ITN is seeking information about the capability and costs

for all library management functions and all the functions
described immediately above except for the Electronic Indexes
and full-text. These functions will be handled by a separate
search engine to be selected by a separate procurement process.

A.4 Demographics and environmental data

• Table 1: State University System of

Florida and Their Library Service Points
• Table 2: Student and Faculty Population
• Table 3: Summary of Database Record Counts
• Table 4: Detailed Library Catalog
Record Counts
• Table 5: Sample System Transaction
Load For All Sus Libraries
• Table 6: Circulation Activity Summary –
Typical Annual Usage
• Table 7: 1998/1999 Circulation Statistics
-- Charges + Renewals
• Table 8: Database Searches
• Table 9: Commercial A&I Database Record
Counts

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Table 1: State University System of Florida and the Library

Service Points

Florida A&M University (FAMU) -Tallahassee

Coleman Library University of Central Florida (UCF) - Orlando
Main Library
Curriculum Library
Brevard Campus
Architecture Library
Curriculum Materials Center
FAMU/FSU Engineering
Daytona Beach Campus
Journalism Library
Florida Solar Energy Center
Laboratory School
South Orlando Campus
Law Library
Science Research Facility
University of Florida (UF) - Gainesville
Smathers Libraries
Florida Atlantic University (FAU) - Boca Raton
Architecture/Fine Arts Library
Main Library Education Library
Davie Campus Health Science Center Library
Ft. Lauderdale Campus - Borland Library - Jacksonville
Jupiter Campus IFAS Centers (statewide)
Port St. Lucie Campus Journalism Reading Room
Legal Information Center
Marston Science Library
Florida Gulf Coast University (FGCU) - Ft. Music Library
Myers P.K. Yonge Laboratory School Remote
Storage Facility
Florida International University (FIU) - Miami
University Park, Green Library University of North Florida (UNF)-Jacksonville
Biscayne Bay Campus
Law Library
University of South Florida (USF) - Tampa
Tampa Campus
Florida State University (FSU) - Tallahassee Florida Mental Health Institute
Strozier library Shimberg Health Sciences Center
Florence Campus Lakeland Campus
Law Library St. Petersburg Campus
Library Science Sarasota Campus
London Campus
Medical Library
Music Library University of West Florida (UWF) - Pensacola
Panama City, FL Campus Main Library
Panama Canal Campus Curriculum Materials
Remote Storage Facility Fort Walton Beach Campus
Science Library
Technical Services Building

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Table 2: Student and Faculty Population

UNIVERSITY STUDENT FACULTY STUDENT CONURRENT

FTE FTE HEADCOUNT USERS (1)
FAMU 8,216 598 10,477 82
FAU 11,039 747 19,107 110
FGCU 1,725 84 2,446 17
FIU 17,846 1,212 29,357 177
FSU 21,418 1,432 29,629 214
UCF 18,488 1,105 28,302 185
UF 30,935 3,239 41,408 310
UNF 6,933 415 11,116 70
USF 20,672 1,599 33,348 207
UWF 4,683 340 7,855 47
TOTAL 141,955 10,771 213,045 1,419

(1) One concurrent session per 100 FTE students

Table 3: Summary of OPAC Record Counts

OPACS Bibliographic Copies Orders Holdings Items Authorities

FAMU 417,531 478,376 50,658 11,039 339,300 287,426
FAU 823,805 888,074 78,055 30,082 513,747 432,761
FGCU 214,608 217,030 6,205 10,635 149,886 102,910
FIU 1,019,434 1,281,604 217,294 64,715 1,072,853 609,644
FSU 1,894,649 2,024,413 268,496 135,231 1,805,028 829,744
UCF 896,499 943,822 0 35,401 766,630 525,663
UF 2,668,222 3,207,548 606,846 300,721 3,148,247 1,098,601
UNF 552,845 560,560 157,865 17,343 666,902 431,957
USF 1,714,486 1,962,336 417,303 110,197 1,667,787 802,258
UWF 524,757 556,120 135,233 34,033 519,032 367,117
LC/MESH File 4,600,000
CRL 952,325 183,129
Database finder 1,200
Florida Heritage 1,200
TOTAL OPAC 11,683,062 12,121,489 1,938,538 749,593 10,650,317 10,271,210
Unique Records 6,000,000 4,600,000
A&I Databases 24,601,703 23,564

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Table 4: DETAILED LIBRARY CATALOG RECORDS COUNTS
Institution Branch BIB COPY ORDER MHLD IT EM AUTH
Linked Unlinked
FAMU Law New school/New library - no data yet
FAMU Main 417,531 478,376 50,658 11,039 339,268 35 287,426
FAMU TOTAL 417,531 478,376 50,658 11,039 339,268 35 287,426
FAU TOTAL 823,805 888,074 78,055 30,082 487,543 26,204 432,761
FCLA TOTAL 1,501 1,606 583 196 892 10 731
FGCU TOTAL 214,608 217,030 6,205 10,635 149,088 798 102,910
FIU Law New school/New library - no data yet
FIU Main 1,019,434 1,281,604 217,294 64,715 1,021,669 51,184 609,644
FIU TOTAL 1,019,434 1,281,604 217,294 64,715 1,021,669 51,184 609,644
FSU Florence 2,407 2,472 478 107 n/a n/a n/a
FSU Health Science New school/New library - no data yet
FSU Law 88,436 98,513 26,420 13,988 n/a n/a n/a
FSU Law-M'film 72,559 72,559 0 0 n/a n/a n/a
FSU London 8,389 8,616 21 83 n/a n/a n/a
FSU Music 111,387 124,784 24 7,538
FSU Main 1,641,172 1,750,848 250,151 118,114 n/a n/a n/a
FSU TOTAL 1,924,350 2,057,792 277,094 139,830 1,766,615 38,413 829,744
UCF Solar Energy 8,051 8,167 0 240 n/a n/a n/a
UCF Main 888,448 935,655 0 35,161 n/a n/a n/a
UCF TOTAL 896,499 943,822 0 35,401 749,339 17,291 525,663
UF Coastal Eng. 527 527 0 0 n/a n/a n/a
UF Health Science 101,285 115,365 42,781 12,414 n/a n/a n/a
UF Herbarium 2,145 2,186 0 309 n/a n/a n/a
UF Jacksonville 16,630 23,931 999 5,161 n/a n/a n/a
UF Law-M'film 69,071 69,075 0 3 n/a n/a n/a
UF Law 90,559 107,911 37,988 10,188 n/a n/a n/a
UF Map Library 24,900 29,617 72 742 n/a n/a n/a
UF Plant Industries 9,753 9,801 0 1,383 n/a n/a n/a
UF Tape Library 66 67 63 0 n/a n/a n/a
UF Documents 392,811 470,575 884 9,097 n/a n/a n/a
UF UC 0 0 0 0 n/a n/a n/a
UF IFAS Centers 6,168 7,120 0 835 n/a n/a n/a
UF Main 1,954,307 2,371,373 524,059 260,589 n/a n/a n/a
UF TOTAL 2,668,222 3,207,548 606,846 300,721 3,073,227 75,020 1,098,601
UNF Main 549,072 556,815 157,865 17,343 n/a n/a n/a
UNF Media 3,773 3,745 0 0 n/a n/a n/a
UNF TOTAL 552,845 560,560 157,865 17,343 666,884 18 431,957
USF Sarasota 200,101 213,197 32,281 9,982 n/a n/a n/a
USF Gov Docs 300,128 303,132 15 6,379 n/a n/a n/a
USF Electronic 1,758 2,772 1 2,609 n/a n/a n/a
USF Health Science 52,296 55,651 11,940 6,193 n/a n/a n/a
USF Main 1,032,678 1,235,352 349,530 74,913 n/a n/a n/a
USF TOTAL 1,586,961 1,810,104 393,767 100,076 1,630,966 36,821 802,258
UWF Gov Docs 3,518 3,513 0 0 n/a n/a n/a
UWF Main 521,239 552,607 135,233 34,033 n/a n/a n/a
UWF TOTAL 524,757 556,120 135,233 34,033 509,253 9,779 367,117
SPECIAL LCSH/MESH n/a n/a n/a n/a n/a n/a 5,126,615
SPECIAL CRL 952,325 n/a n/a n/a n/a n/a 183,129
SPECIAL Database Finder 1,200 n/a n/a n/a n/a n/a n/a
SPECIAL FL Environment 8,500 n/a n/a n/a n/a n/a n/a
SPECIAL Florida Heritage 1,200 n/a n/a n/a n/a n/a n/a
TOTAL 11,593,738 12,002,636 1,923,600 744,071 10,394,744 255,573 10,798,556

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Table 5: Sample System CICS Transaction Load -- All SUS Libraries

Acquisitions Cataloging Circulation Luis (OPAC) Supervisor Total

Total Annual 11,917,000 16,388,000 26,791,000 72,396,000 9,808,000

137,300,000
Monthly Avg. 993,000 1,226,000 2,233,000 6,033,000 817,000
11,442,000
Peak Month 1,099,000 1,366,000 2,873,000 8,650,000 1,153,000
15,001,000

Table 6: Circulation Activity Summary – Typical Annual Usage

Institution Charge Renewal Browse Discharge Peak Month-Oct

Charges
FAMU 22,380 842 5,581 28,803 3,873
FAU 139,430 22,837 21,753 184,020 16,489
FGCU * 25,508 2,523 2,806 30,610 3,572
FIU 288,753 60,295 133,856 482,904 36,191
FSU 470,567 86,056 235,494 792,117 54,013
FSU Law 15,059 5,637 9,910 30,606 1,656
UCF 355,467 45,576 61,308 462,351 48,128
UF 568,884 121,374 177,208 867,466 65,117
UF Health 41,692 8,896 4,171 54,759 4,413
UF Law 29,114 4,337 4,832 38,283 2,652
UNF 141,137 21,030 121,119 283,286 15,810
USF 622,864 98,831 272,927 994,622 74,894
USF Health 9,242 1,586 2,080 12,908 929
UWF 131,936 12,443 14,585 158,964 16,398
* FGCU figures are extrapolated

Table 7: 1998/1999 Circulation Statistics -- Charges + Renewals

Institution July-Sept. Oct.-Dec. Jan.-March April-June July-June

FAMU 4,569 7,120 5,615 2,793 20,097
FAU 30,700 41,416 39,361 31,446 142,923
FGC U 5,410 8,001 8,272 6,348 28,031
FIU 70,804 88,994 92,583 68,061 320,442
FSU 110,225 198,512 139,971 102,876 551,584
UC F 79,546 101,355 114,372 77,966 373,239
UF 178,341 211,542 209,699 160,521 760,103
UNF 30,087 38,911 45,521 33,596 148,115
USF 130,847 164,002 177,169 159,105 631,123
UWF 26,204 37,390 59,342 26,885 149,821
Totals 666,733 897,243 891,905 669,597 3,125,478

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Table 8: Database Searches - Sample Month - February 2000

CICs Journal
Database Trans Searches Ratio Author Title Title Subject Keyword Boolean
OPACS 4,619,733 1,206,550 3.8 151,737 206,010 221,444 165,256 142,121 265,389
Union Catalog 267,726 69,275 3.9 10,168 23,025 16,027 3,075 6,793 8,121
BIP 52,289 12,488 4.2 2,786 6,131 11 357 814 961
CRL 7,021 2,863 2.5 281 258 379 552 403 953
Current Contents 26,053 5,960 4.4 622 202 14 486 2,227 2,145
Engineering
Index 52,946 10,393 5.1 2,214 644 28 612 1,234 5,536
ERIC 257,495 45,692 5.6 5,324 2,903 81 5,723 4,660 26,198
Business Index 104,658 27,794 3.8 2,287 1,034 29 7,322 2,059 14,529
EAI 572,777 153,211 3.7 11,924 7,508 125 31,676 14,225 84,792
Legaltrac 3,447 774 4.5 38 23 211 81 420
ILP 4,187 1,257 3.3 101 75 172 121 782
PsycInfo 331,463 51,087 6.5 8,326 2,406 44 3,999 4,360 29,021
Pub/Dist/Whole 1,705 538 3.2 7 380 83 65
EGL 6,603 1,791 3.7 332 210 17 423 213 587
Ulrichs 10,672 3,908 2.7 1 1,779 24 268 390 1,033
Everglades 7,836 2,021 3.9 70 75 27 339 362 490
FORMIS 6,124 1,109 5.5 231 30 26 231 585
Newpapers 2,455 841 2.9 22 10 216 220 368
SeaTurtles 6,859 1,338 5.1 368 33 467 462
State Records 3,788 1,437 2.6 113 139 5 24 606 500
FlaEnvrnOnline 9,540 1,243 7.7 85 48 21 80 210 648
FlaHeritage 3,882 1,124 3.5 157 389 37 245 264
FlaEntomologist 1,889 614 3.1 102 35 279 139
DBLocator 49,806 25,306 2.0 21 5,495 1 1,410 1,429 7,505
6,410,95 1,628,61 197,31 258,84 238,27
TOTAL 4 4 3.9 7 2 7 222,264 186,969 451,493

CICs
Trans Searches Ratio Author Title Course Instructor
Course reserves 197,598 44,859 4.4 1,669 2,330 13,413 21,578

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Table 9: Commercial A&I Database Record Counts

DATABASE BIBLIOGRAPHIC AUTHORITY

RECORDS RECORDS
Commercial A&I and Full-Text
Books in Print with Reviews 3,209,249 n/a
Current Contents (rolling 18 months) 1,472,808 n/a
Engineering Index (1991 to date) 1,901,224 8,020
Engineering Index (1970 to 1990) 2,611,958 8,020
ERIC (1967 to date) 1,008,909 n/a
IAC GENERAL ACADEMIC (1988 to date) 3,841,537 n/a
IAC GENERAL ACADEMIC (1982-1987) 1,114,713 n/a
IAC BUSINESS (1988 to date) 4,776,520 n/a
IAC BUSINESS (1982-1987) 1,160,602 n/a
IAC LegalTrac (1980 to date) 866,973 n/a
PsycINFO (1887 to date) 1,653,401 5,426
Publisher/Distributor/Wholesaler 135,349 n/a
Ulrich's International Periodical Directory 236,247 n/a
Wilson Index to Legal Periodicals 294,159 n/a
Wilson Essay and General Lit. Index 58,203 n/a

TOTAL RECORDS: 24,341,852 21,466

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Appendix B: Glossary
API = Applications Protocol Interface; i.e., a method of an object or a subroutine or function call; not
simply SIFs (System Interface Formats)
applications
administrator = a Purchaser individual who will support local application needs including setting
access rights for staff and overseeing configuration of the system
broadcast searching = separate, simultaneous searches of multiple databases usually on disparate
systems with presentation of results as either separate search sets or a merged
result set, usually using Z39.50
copy = fields that contain data for location codes, call numbers, status codes, copy numbers, and local
notes.
deliverable = the software must be shown to be functional both by demonstration and by
existing library references who have the application in production at their sites.
dynamic = in reference to indexing and record updating, done automatically without further
staff intervention in near real-time, so that all changes are reflected almost
immediately in all modules (see real-time).
FCLA = Florida Center for Library Automation.
in-production = running with live databases and users in customer sites; post-beta version
library = individual library collections that contain distinct bibliographic data that have
separate profiles and security configurations.
LMSC = SUS Library Management System Committee.
module = functions specific to a particular system capability such as the online public
access catalog, cataloging, acquisitions, serials, circulation, etc.
multi-database
searching = same as broadcast searching except it may use proprietary search software rather
than Z39.50 where all the databases are within the control of the same system
normal load =. the load on the System when processing transactions are at their average level.
The Normal Load is computed by dividing the annual transactions by the number
of operational hours.
peak load = the load on the System when processing transactions at rates that are
considerably above the Normal Load frequently as much as twice the Normal
Load. See Section 2.2.2.7.5 for more information.
product = shall include, without limitation: any piece or component of equipment,
hardware, firmware, middleware, custom or commercial software, or internal
components or subroutines therein which perform any date/time data recognition
function, calculation, comparing or sequencing. Where services are being
furnished, e.g., consulting, systems integration, code or data conversion or data
entry, the term "product" shall include resulting deliverables.

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Appendix B: Glossary (continued)

processing unit = technical services unit within a libraries’ system, which maintains own
bibliographic, acquisitions, and serials records. Multiple iterations of the same
bibliographic record, owned by more than one processing unit, can exist in the
system.
proposal = formal response to this ITN.
proposer = contractor, offerer, vendor.
purchaser = University of Florida for and on behalf of the Board of Regents of the State of
Florida.
real-time = in reference to indexing and other system changes, done immediately or
instantaneously (see dynamic)
required = mandatory, must, shall.
screens = displays that are generated by the client software and are understood to indicate
MS Windows client screens, Web Pages, or VT100 character mode screens as
appropriate.
staff = staff members of the SUS libraries.
State = State of Florida.
status codes = codes that indicate conditions such as "on order," "in process," or "fully
cataloged."
subsystem = a component or functional module of the system, e.g., serials control or
cataloging
SUS = State University System of Florida.
system = proposed integrated library system software implemented in any configuration
with any number of participating SUS libraries.
third party product = shall include product manufactured or developed by a corporate entity
independent from vendor and provided by vendor on a non-exclusive licensing or
other distribution Agreement with the third party manufacturer. "third party
product" does not include product where vendor is: (a) a corporate subsidiary or
affiliate of the third party manufacturer/developer; and/or (b) the exclusive re-
seller or distributor of product manufactured or developed by said corporate
entity.
transaction = any message sent to the server, e.g., search, display, request, help.
union catalog = a separate non-virtual, physical set of union indexes or a separate bibliographic
file with its own indexes combining the catalogs listed in Table 4, Appendix A.
universal borrowing = ability of authorized SUS patrons and community college walk-in patrons to
check out, check in, place holds and perform other circulation functions across all
10 library catalogs
university = one of the 10 institutions in the State University System of Florida; would have
its own, autonomous set of data files

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Appendix B: Glossary (continued)

University = University of Florida, contracting party for and on behalf of the Board of Regents
of the State of Florida
Unix = an operating system provided in a variety of versions by different companies that support
common API. Standard versions include IBM AIX, SUN Solaris, DEC Alpha,
Hewlett Packard UX.
user = any library patron accessing the OPAC or staff functions through workstations within the libraries
or remotely from campus offices, homes, and other sites.
vendor = purveyor of Library Management System software
vendor's product = shall include all product delivered under the agreement resulting from this ITN
by vendor other than third party products.
virtual catalog = non-physical catalog created ‘on-the-fly’ via merging broadcast search results,
usually using Z39.50.

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