Request for Proposal s53

Virtual Library of Virginia

Request for Proposal

RFP M-438

December 9, 2009

REQUEST FOR PROPOSAL

RFP # M-438

Issue Date: December 9, 2009

Title: American Psychological Association Online Resources

Issuing Agency: Commonwealth of Virginia

VIVA/James Madison University

Procurement Services MSC 5720

1031 South Main Street, Room 292 Harrisonburg, VA 22807

Period of Contract: From Date of Award Through One Year (Renewable)

Sealed Proposals Will Be Received Until 3:00 p.m. on February 3, 2010 For Furnishing The Services Described Herein.

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO THE ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE HAND DELIVERED, OR EXPRESS MAILED – DELIVER TO: 1031 SOUTH MAIN STREET, ROOM 292, HARRISONBURG, VA 22807.

All Inquiries For Information and Clarification Should Be Directed To: Iris Moubray, C.P.M., VCO, Buyer Senior, Procurement Services, 540/5683132 (Fax) 540/568-7936 not later than five business days before the proposal closing date.

NOTE: THE SIGNED PROPOSAL AND ALL ATTACHMENTS SHALL BE RETURNED

In compliance with this Proposal and to all the conditions imposed herein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

James Madison University will be closed from December 24, 2009 Through January 3, 2010.

Name and Address of Firm:

By: (Signature in Ink)

Name:

(Please Print)

Title:

FEI/FIN No. Phone: ______

Date: Fax #:

Web Address: Email: ______

SMALL, WOMAN OR MINORITY OWNED BUSINESS:

ÿ YES; ÿ NO; IF YES ⇒⇒ ÿ SMALL; ÿ WOMAN; ÿ MINORITY IF MINORITY: ÿ AA; ÿ HA; ÿ AsA; ÿ NW

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

REQUEST FOR PROPOSAL

RFP M-438

TABLE OF CONTENTS

I. PURPOSE Page 1

II.  BACKGROUND Pages 1 – 2

III.  SMALL, WOMAN-OWNED AND MINORITY PARTICIPATION Page 2

IV.  STATEMENT OF NEEDS Pages 2 – 11

V.  PROPOSAL PREPARATION AND SUBMISSION Pages 12 – 14

VI.  EVALUATION AND AWARD CRITERIA Page 14

VII.  GENERAL TERMS AND CONDITIONS Pages 14 – 20

VIII.  SPECIAL TERMS AND CONDITIONS Pages 20 – 24

IX.  METHOD OF PAYMENT Page 25

X.  PRICING SCHEDULE Pages 25 – 26

XI.  ATTACHMENTS Page 26
A. Offeror Data Sheet
B. SWAM Utilization Plan
C. Sample of Standard Contract

D. VIVA Participants

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified sources to enter into a contract(s) to acquire American Psychological Association Online Resources for the Virtual Library of Virginia (VIVA). Initial contract shall be for one (1) year with an option to renew for 9 additional one year periods.

II. BACKGROUND

The Virtual Library of Virginia (VIVA) is the consortium of the Commonwealth of Virginia’s nonprofit academic libraries serving the higher education community. Members include both the state-assisted (public) and the independent nonprofit (private) colleges and universities as well as the Library of Virginia. VIVA's mission is to provide, in an equitable, cooperative, and cost-effective manner, enhanced access to library and information resources for the Commonwealth of Virginia's nonprofit academic libraries serving the higher education community.

VIVA has two main areas of activities: 1) shared access to online library resources; and 2) activities to enhance support of interlibrary lending among the libraries. Projects to support shared access to online library resources include collective subscriptions to remote, online databases; purchase or lease of online databases to be locally mounted at one of the member schools; and digitization projects. Projects to support interlibrary lending include purchasing and installing Ariel software for the electronic transmission of articles, reimbursing document delivery charges incurred by the state-assisted libraries, and developing protocols and procedures to achieve a 48-hour response standard for interlibrary lending requests within the Commonwealth.

The goal of the present Request for Proposal is to obtain the best pricing opportunities and best possible use for educational purposes for current and potential resources published by the American Psychological Association while maintaining assurance of consistent, high quality service levels to the entire VIVA user community.

VIVA member institutions include all the following:

·  Public Institutions: The public institutions include all 39 state-assisted colleges and universities within the Commonwealth of Virginia, including all 6 doctoral universities, 9 4-year comprehensive institutions, and 24 community and two-year branch colleges (including Richard Bland College of the College of William and Mary and the 23 community colleges of the Virginia Community College System).

·  Private Nonprofit Institutions: From the beginning of the VIVA consortium, the libraries of the Commonwealth's publicly assisted higher education institutions have been joined by the majority of the private, nonprofit colleges and universities in the Commonwealth of Virginia.

o  These independent (private, nonprofit) colleges and universities participate to the maximum extent feasible.

o  From 1994 to the present, a subset of the private institutions have participated in VIVA purchases using their own funds.

o  More recently, state funds have been matched by the private members to create the VIVA Private Pooled Funds and each year a subset (usually 30-32) of the private nonprofit institutions participate in the Pooled Funds Program. Using these Pooled Funds, VIVA acquires a few selected resources (e.g. PsycINFO) for all participating private nonprofit colleges and universities.

·  Other Research Institutions:

o  The Library of Virginia is a full member in VIVA, participating in licenses relevant to their work at their facility in Richmond as their local funds allow.

o  In addition, there are a few research facilities included in VIVA. These facilities (e.g. The Institute for Advanced Learning and Research in South Boston, the Roanoke Higher Education Center, and the State Council of Higher Education) do not generate any additional FTE and are included in all VIVA contracts at no additional cost.

VIVA will negotiate prices on behalf of all members: all of the public colleges and universities, all 33 nonprofit private colleges and universities, and the Library of Virginia. Prices for each shall be included in the RFP response. See Attachment D for a list of participating institutions, including total numbers of the annualized full-time equivalent (FTE) students.

III. SMALL, WOMAN-OWNED AND MINORITY (SWAM) PARTICIPATION

It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages contractors to provide for the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other contractual opportunities. Attachment B contains information on reporting spend data with subcontractors.

IV.  STATEMENT OF NEEDS

A.  Database Description and Coverage

Multiple awards may be made to multiple offerors to meet the needs of the VIVA user community. The offeror shall:

1.Provide an executive summary of the proposed services.

2. Provide a thorough description of each of the following resources published by the American Psychological Association including but not limited to dates of coverage, extent of coverage (full text, abstracts, index, citation), completeness and quality (e.g., cover-to-cover content, handling of special issues, retracted articles, missing materials, corrections, quality of images, etc.), types of material, any subfiles into which the resource is grouped for searching, frequency of updates. Specify electronic content for each resource that is permanently licensed. Provide pricing in SECTION X.

a. PsycINFO (full file): Indexing and abstracting of professional and scholarly literature in psychology and related disciplines.

b.PsycEXTRA: index and full text database of technical and annual reports, conference papers, newsletters, magazines, newspapers, consumer brochures and more. Contains extensive coverage of gray literature relating to psychology and related fields. In addition, provide a current, accurate list or summary of full text content available in this resource.

c. PsycARTICLES: a searchable database and collection of full-text articles from journals published by the American Psychological Association, the APA Educational Publishing Foundation, the Canadian Psychological Association, and Hogrefe Publishing Group. In addition, provide a current, accurate list of full text journals available in this resource that include dates of coverage, ISSNs, persistent URLs, etc.

d. Electronic Books (e.g., PsycBOOKS): Describe options for leasing or purchasing full-text books and chapters published by APA. In addition, provide a current, accurate list of ebooks available in each of these options that include ISBNs, bibliographic information, persistent URLs, etc.

e. PsycCRITIQUES: a weekly electronic periodical and a research database consisting of a searchable backfile of reviews of scholarly books spanning the full range of psychological subject areas, as well as reviews of popular films and books from psychological perspectives.

f. Publication Manual of the American Psychological Association (current edition): online access to style manual (if available).

g. APA Videos: online access in streaming video for APA content or institutional discounts to videos in tangible format.

h. Describe any other APA resources in addition to those listed above.

i. Specify process and timeliness for loading APA’s newly released content.

3. Describe the overlap in journal coverage (indexed, abstracted and full text) among products from offeror.

4. Describe the method of indexing, depth of the indexing, and any exclusion from indexing for each resource.

5. Specify the format of full text articles, e.g., HTML, PDF, native PDF, etc., and of multimedia.

6. Specify whether offeror is the database publisher or a third party database provider and describe all contractual relationships to the database publisher.

7. Provide a listing of databases available for VIVA and individual member institutions to purchase through the awarded contract. Specify any discounts available for individual institutional purchases of additional resources in SECTION X.

8. Describe the options available for the purchase of new products that may become available during the term of the contract.

9. Describe rights to move electronic content licensed in perpetuity to an archival platform chosen by VIVA and the methods of providing archival access, e.g., LOCKSS, Portico, etc.

10. Provide a list of all full-text titles lost in the past three (3) years. Describe policy for handling lost or transferred journal titles.

B.  Technical Requirements

1.  General

VIVA endorses the Guidelines for Technical Issues in Request for Proposal (RFP) Requirements and Contract Negotiations developed by the International Coalition of Library Consortia (ICOLC) http://www.library.yale.edu/consortia/techreq.html. The offeror shall:

a. Provide a list of Internet browsers, including version numbers (e.g. Firefox 2.2), supported by offeror’s systems. Support for Microsoft Internet Explorer and Firefox are required. Support for Opera is encouraged. The offeror shall also offer support for browsers running on the Macintosh operating system (e.g. Safari and Firefox).

b. Describe the procedures for making library-specific customizations, including user interface and library branding, and shall indicate whether such changes are handled locally or submitted to the vendor for implementation.

c. Detail the use of all cookies, plug-ins, extensions, and embedded applications required for full product functionality. The offeror shall describe the procedures for setting up personal user accountsand available customization options within these accounts.

d. Describe uptime for the system for the previous year, or for the time since it has become operational if less than one year, and specify how often the system failed and the duration of the average and longest system failure. Additionally, the offeror shall describe the ability to provide explanations and alternatives where the user is denied service or error messages are produced.

e. Describe system monitoring and measures, such as server redundancy, to prevent disruptions in service in the case of system failure, problems with Internet service provider, or other such issues.

f. Specify whether the databases are available seven (7) days per week, twenty-four (24) hours per day and describe notification mechanism for planned maintenance and scheduled and unscheduled downtime.

g. Describe mechanism for systematic, advance notification of changes in each of the databases, (e.g., notices of changes in system design, scheduled down time, additions and deletions of titles, full-text coverage, etc.) and for the reporting of current problems as they develop.

h. Describe technical support, including contact for VIVA and response time for service calls. Contact with a technician, in contrast to leaving a message, is highly desirable. A system status web page describing availability of services is highly desirable.

i. Describe policies and timing for notifying VIVA of any changes to the design of offeror’s system requiring changes by VIVA member institutions in order to maintain access to the database(s).

j. Confirm the primary means of access control (authentication) shall be IP authentication. VIVA will maintain an authoritative list of IP addresses which will be available to the offeror via web pages or, upon request, an Excel spreadsheet. The offeror shall detail the handling of access control including any special requirements for access through campus proxy servers. Additional methods of access control may be included. For access control other than IP authentication, the user should not be presented with a login screen.

k. Specify the standard authentication mechanisms (e.g., Proxy servers such as EZproxy, Lightweight Directory Access Protocol (LDAP), Kerberos, and Shibboleth) available to VIVA institutions for passing valid users to service.

l. Describe ability to control access to collections and track database usage by means that supplement IP authentication, such that an institution’s unique subscriptions can be differentiated when both VIVA and non-VIVA resources are being authenticated using the same IP address. An example of this is the inclusion of an institution or campus identifier in the database URL. The intent of this provision is to avoid IP overlap between products for access and use accounting when the same IP address set may have different collections of products.

m. Describe compliance with NISO Z39.80 Standard Format for Downloading Bibliographic Records.

n. Describe participation in and implementation of metasearch initiatives (i.e., NISO Metasearch Initiative) and compatibility with commercially available federated search products such as WebFeat, Serials Solutions 360Search, and ExLibris Metalib.