Sno-Isle Libraries
Request for Information
Discovery Tool
Sno-Isle Libraries (“Sno-Isle”) wants to provide an easy, seamless online experience that will enhance access and engagement opportunities for its customers. The Discovery Tool will help customers discover the wide variety of resources and services offered by the Library. This Request for Information is directed to companies that offer a software-based solution which will meet Sno-Isle’s needs.
Responses to the questions contained in this RFI are due by 2:00 p.m. PST February 26 2016.
1.0BACKGROUND
Sno-Isle Libraries is a public library system that serves the majority of residents of Snohomish and Island Counties in Washington State. The annual budget is nearly $49,000,000. A customer base of over 700,000 is served through 21 community libraries as well as a Bookmobile/Outreach program and online services. See Appendix 1 for an overview of Sno-Isle.
Sno-Isle has used the Polaris Integrated Library System since 2011.
2.0DESIRED FEATURES
Please provide information to demonstrate how the proposed software (“Discovery Tool”) will address the following needs.
2.1Integration with the Polaris ILS
Sno-Isle has used the Polaris Integrated Library System since 2011.
- Version 5.0, Service Pack 2, Build 5.40 (as of December 2015)
- Modules in use: Acquisitions, Public Access Catalog (PowerPAC), Cataloging, Circulation, Serials
- In late spring, 2016, Sno-Isle is replacing server hardware to transition to a virtualized environment
- Additional: reporting utilities; LEAP (a browser-based user interface for Polaris); Fusion (a digital asset manager)
2.1.1Will the Discovery Tool offer complete indexing and synchronization of bibliographic and holdings records from Polaris? Any limitations or qualifications? Note: Refer to Appendix 2, Table 1, for a list of products available through Polaris.
2.1.2What fields in the MARC records derived from Polaris are indexed in the discovery tools?
2.1.3Does the Discovery Tool offer real-time status of items?
2.1.4Can a customer place a hold on an item in the Polaris catalog? Any limitations?
2.1.5Is a customer’s account profile based on the patron record in Polaris?
2.1.6Does this Discovery Tool provide customers the same functions as the Polaris account manager, e.g., lists of currently checked out items, holds, update account information, etc. Any limitations?
2.1.7Does the Discovery Tool allow online payment of fees?
2.1.8Does the Discovery Tool include an option to maintain the customer’s reading history? For customers who currently have a reading history in Polaris, would Sno-Isle’s use of the Discovery Tool have any impact on existing reading history information?
2.1.9Does the Discovery Tool include an option for customers to maintain multiple reading “wish lists”? For customers who currently have a reading lists in Polaris, would Sno-Isle’s use of the Discovery Tool have any impact on existing reading list information?
2.2Relevancy
2.2.1Please describe the algorithm used to calculate relevancy for items in a search result.
2.2.2Are there any configuration choices available to the library for relevancy weightings?
2.2.3Describe what determines the order in which results are returned.
2.2.4What fields are searched when doing a “keyword” search? Do any of the fields have a higher weight than others? If yes, describe the weighting system.
2.2.5When searching a name like “Stephen King”, which could return results both by Mr. King and about Mr. King, what rules govern display of the search results?
2.2.6Would Sno-Isle have any ability to influence the display results? If yes, how much control does Sno-Isle have?
2.3Faceted navigation, Presentation of results
2.3.1What categories of facets are available in the interface? What options are present to display or suppress facets?
2.3.2 What metadata is needed from the bibliographic records derived from the ILS?
2.3.3Can results be limited or filtered to reflect current “on shelf” status? If Yes, can this be limited to one library branch? To a group of library branches?
2.3.4Do the results include real-time, location-specific information about where an item is located? (This includes the exact library as well as the fields “collection” and “shelf location”.)
2.4Resources included in a search
2.4.1Describe the types of resources supported by the Discovery Tool and the process used to extract, import, and index the content.
Refer to Appendix 2 for a list of third-party subscription databases and resources Sno-Isle subscribes to. The resources are in four groups:
Table1: e-Resources for which MARC Records are loaded into Sno-Isle’s Polaris ILS
Table 2: Top priority e-Resources offered to Sno-Isle customers
Table3: Secondary tier of e-Resources offered to Sno-Isle customers
Table 4: e-Resources available in-library only
Sno-Isle’s intention with these tables is to learn, for each e-resource, how much of the content the Discovery Tool is able to present as part of a user’s search, and whether there are conditions or limitations to the results a user would see. Please complete the tables and include them as part of the response.
2.4.2For products in Table 1 (MARC records are loaded into Polaris), would the Discovery Tool enable access to the contents of these resources outside of the bib records being in Polaris?
2.4.3If the Discovery Tool offers an alternative to any of the third party products or e-resources Sno-Isle subscribes to, provide a brief description of which product(s) could be affected.
2.4.4How does the Discovery Tool share information about resources which are available to end users but are not available through the Library’s catalog / bib records. [An example would be the Evanced calendar information about library programs.]
2.5Recommendations
2.5.1Does theDiscovery Tool suggest alternatives if the search terms don’t yield a valid result? If yes, are the alternatives restricted to items owned/offered by the library? How is this ensured?
2.5.2Does inclusion of a search term such as “DVD” trigger any filters or influence the results?
2.5.3Does popularity influence the search results? If Yes, describe what “popularity” means and how it impacts the display of search results.
2.6“Did you mean” spell-checking / dictionary
2.6.1How does the Discovery Tool treat words that do not appear in the index or are misspelled?
2.6.2Will a suggested alternative always be something that is available from Sno-Isle?
2.7Enriched content
2.7.1Are cover images, reviews and user-driven input part of the display of results?
2.7.2What is the source for images used in the display of results? Are there any factors that would affect the Library’s ability to display images for items owned or licensed by the library?
2.8Integration with social networking sites
2.8.1Does theDiscovery Tool enable the user to relay information about library materials through common social sites such as Facebook, Twitter, Snapchat, etc. Please give an overview of the social media capabilities of theDiscovery Tool .
2.8.2Sno-Isle recently subscribed to Woobox to enable social interactivity such as a Prose Bowl (brackets w/ books), quizzes, and gamification around reading prescribed titles. Does the Discovery Tool offer similar features? Would Sno-Isle be able to integrate features of Woobox with the Discovery Tool?
2.8.3Sno-Isle just started offering Beanstack, an online product that focuses on personalized reading recommendations, apps and early learning for children and parents. Does the Discovery Tool offer similar features? Would Sno-Isle be able to integrate features of Beanstack with the Discovery Tool?
2.9User contributions
2.9.1Does theDiscovery Tool enable end users to create / read / share reviews or ratings related to specific items or services available through the Library? If Yes, provide a high-level overview.
2.9.2If end users have the ability to create reviews or assign ratings, does the Library have any ability to control how / when they are shared?
2.9.3Does the Discovery Tool enable end users to create / share reading lists? If Yes, provide a brief overview of this feature.
2.9.4Does this product offer any other user contribution features?
2.9.5Does this Discovery Tool integrate with other third-party products to offer features mentioned in this RFI? For example, GoodReads could be a way to manage user reviews.
2.10Single sign on
2.10.1Does the Discovery Tool offer a “single sign on” to enable an end user to log in once and then move back and forth
within the ILS and their account information
to and from any third-party databases
to place holds on Library-owned materials
2.10.2If there are limitations to the “single sign on” process, acknowledge and describe them.
2.10.3As an alternative, can the discovery tool work with other single sign-on or authentication services that the library might implement?
2.10.4 Sno-Isle offers a “New Items” web page which requires Polaris authentication to place a hold on a new item. Does the Discovery Tool offer a “single sign on” that would enable an end user to move to a Sno-Isle web page that requires Polaris authentication? Is there an API that would enable Sno-Isle staff to maintain the same functionality?
2.11Hardware / software
2.11.1Is the Discovery Tool offered through software as a service (SaaS) or does it require the installation of software on servers hosted in the library or externally?
2.11.2If the software requires local installation, what hardware or software requirements are necessary to install / use theDiscovery Tool? What is recommended?
2.11.3Does the Discovery Tool require any plug-ins or modifications to Web browsers? What Web browsers are supported?
2.11.4What skill sets are necessary to maintain the Discovery Tool? Please discuss whether dedicated Sno-Isle staff are necessary, or desirable, to ensure the successful installation and ongoing use of this Discovery Tool.
2.11.5Describe the customer service model Sno-Isle would experience if this Discovery Tool were selected. Cover the implementation phase and ongoing support.
2.11.6How often is the Discovery Tool upgraded? How does an upgrade affect any customization or settings the Library has put into place?
2.11.7During network outages, does the interface continue to function or is it dependent on its connection with the ILS?
2.12APIs
2.12.1Is there an API associated with the Discovery Tool? What features does the API offer? List the requests and responses supported by the API.
2.12.2What is the philosophy or goal behind development of the API? What is the business model of the API?
2.12.3Does the API support secure transmission through https?
2.12.4What does the API not provide?
2.12.5What future development plans exist for the API?
2.12.6 Is access to the API included in the base price of the discovery tool or does its use require an additional fee?
2.13Support for mobile devices
2.13.1Does the Discovery Tool feature responsive design? Will the Discovery Tool display all content for all devices sizes and orientations equally well, without needing downloadable software Apps or multiple products (i.e. desktop site and a mobile site)?
2.13.2Are there any qualifications or limitations on the feature of responsive design?
2.14RSS feeds
2.14.1Does the Discovery Tool offer subscribable syndicated content, primarily of booklists items, through RSS? Does the Discovery Tool offer any ‘notify me’ (of something new or different) features?
2.15Objectivity, bias and non-bias
2.15.1Does the Discovery Tool return results in a non-biased manner, that is, are results balanced relative to the content source?
2.15.2Is the Library able to configure preferences to influence prioritization of results?
2.16State of the art web interface (Sno-Isle’s ability to make changes)
Sno-Isle expects the Discovery Tool to be presented to its users with its own branding, logos and presentation style.
2.16.1Does the Discovery Tool support the use of CSS to enable it to follow a presentation style consistent with its web site and other resources?
2.16.2Can the Discovery Tool be implemented to consistently use Sno-Isle’s own domain name in all URLs presented to users (for example:
2.16.3How do design trends in commercially successful web sites influence what the Discovery Tool offers and how it looks?
2.16.4Would Library staff be able to make changes or enhancements to the Discovery Tool’s web presentation and have those enhancements persist through vendor upgrades?
2.17Persistent links
2.17.1Regarding persistent links of any webpage within the Discovery Tool, can an end user easily create and share by simply copying the URL and sending to others or sharing on social media? For example, could an end user perform a search, select narrowing options/facets and then send the URL to someone else and have it perform the exact search?
2.18Privacy and Security
2.18.1Describe the measures implemented in the Discovery Tool to protect the privacy of library patrons.
2.18.2Does the Discovery Tool transmit all web pages using https? Describe any Web tracking agents or cookies that the discovery tool embeds in its interface (Google Analytics, AdSense, DoubleClick, Facebook Connect, etc.)
2.18.3Provide the complete privacy policy that applies to the Discovery Tool.
2.18.4Has your organization been certified to be in compliance with ISO 27001Information security management or equivalent standards or recommended practices?
2.19Costs
2.19.1What is the cost if Sno-Isle Libraries selected this Discovery Tool? (If information beyond what has been shared is necessary in order to cite a price, ask for that information by February 10.) Project the initial license / installation PLUS any annual costs (support, maintenance, etc.) for an additional four years.
2.19.2If there are factors that influence the price (e.g., local hosting v. web-based; levels of customer support; etc.) describe those as part of the pricing model.
2.19.3How frequently is the Discovery Tool upgraded, and is the upgrade included as part of costs paid?
3.0TIMELINE
February 3, 2016Request for Information issued
February 10, 2016Questions due by 12:00 noon PST
February 12, 2016Addenda issued (if necessary)
February 26, 2016Responses due by 2:00 pm PST
Week of March 7, 2016Demonstrations by top 2-3 candidates
By March 15, 2016Selection of Discovery Tool
March 25, 2016Contract signed
April 2016 - ??Installation, implementation
4.0SUBMITTING A RESPONSE
Responses will be accepted via email (preferred) or via surface delivery. The format may be Word or a pdf document. The deadline for submission/receipt is February 26, 2016 by 2:00 p.m. PST.
Jeanne Crisp is the sole point of contact at Sno-Isle Libraries for questions regarding this solicitation. All questions must be received via email no later than 12:00 noon PST on February 10, 2016. A list of all the questions and answers will be issued as an addenda on February 12, 2016.
Submit questions and/or response to:
Jeanne Crisp, Director, Facilities and Special Projects
360-651-7068
Sno-Isle Libraries
7312 35th Avenue NE
Marysville, WA 98271
If the response is submitted via email, please notify Tona Khau at 360-651-7123 to confirm that Sno-Isle has received the response.
5.0REJECTION OF PROPOSALS
Sno-Isle Libraries reserves the right to reject any Proposal for any reason including, but not limited to the following: (1) any Proposal which is incomplete, obscure, irregular or lacking necessary detail and specificity; (2) any Proposal which has any qualification, addition, limitation or provision attached; (3) any Proposer who (in the sole judgment of Sno-Isle Libraries) lacks the qualifications or responsibility necessary to perform the work; and (4) any Proposal for which a Proposer fails or neglects to complete and submit any qualifications information.
6.0PROPRIETARY INFORMATION / PUBLIC DISCLOSURE
All proposals received shall remain confidential until a contract, if any, resulting from this Request is signed by the Director, Facilities and Special Projects and the Consultant; thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW).
Any information contained in the Response that is proprietary must be clearly designated.
7.0RESPONSE CONTENTS, FORMAT
Feel free to start with this Word document and insert replies to the questions in Section 2 as well as the Tables in Appendix 2.
Length: Provide succinct answers with relevant information. Responses should be no more than twenty-five pages total. (This total does not include the Tables nor the Privacy Policy requested in 2.18.3.)
Response should be submitted in either Word or pdf format. It is not necessary, or expected, that a paper copy will be submitted.
8.0EVALUATION PROCESS
Via email, Sno-Isle staff will confirm receipt of all responses received by the due date, and will later inform all submitters of the status of their proposal.
Sno-Isle staff will review all responses. Vendors whose Discovery Tool meet our expectationswill be given an opportunity to conduct a webinar or to provide an on-site presentation for Sno-Isle staff to demonstrate the Discovery Tool and respond to Sno-Isle questions.
Price will be a factor in the final selection, but functionality is more important.
Thank you for considering this Request for Information, and for the efforts you may undertake to submit a proposal.
Jeanne Crisp
Sno-Isle Libraries
February 2016
Sno-Isle Libraries, RFI, Discovery Layer
February 2016Page 1 of 17
Appendix 1 – Overview of Sno-Isle Libraries
Visit to learn more about Sno-Isle Libraries
The Sno-Isle Administrative & Service Center is about 30 miles north of Seattle
Sno-Isle Libraries, RFI, Discovery Layer
February 2016Page 1 of 17
Appendix 2
SNO-ISLE LIBRARIES E-RESOURCES, JANUARY 2016
TABLE 1: e-Resources for which MARC Records are loaded into Sno-Isle’s Polaris ILS
Notes from Sno-Isle / Notes about Discovery Tool: displaying this information as part of a search, updating the records, implementation challenges, etc.Biography in Context
Gale Virtual Reference Library
Grzimek's Animal Life
LearningExpress Library
Literature Resource Center
Opposing Viewpoints in Context
Student Resources In Context
Daily Life Through History eBookshelf
Zinio / Sno-Isle offers just under 300 titles
Fusion (Digital Asset Mgmt) / Sno-Isle hosts approximately 1,000, and growing, digital images created by local Historical societies
TABLE 2: Top priority e-Resources offered to Sno-Isle customers