RFT - <Enter Council Details<Enter Date>

<Enter Appropriate Logos>

Request For Tender

Library Management System

Supply Installation and Support Services

<Enter Council Address Details>

<Enter Date>

c:\documents and settings\john\my documents\kdn\plain\lms template project\request for tender template.docPage 1

RFT - <Enter Council Details<Enter Date>

Table of Contents

1.Introduction

2.Library Network Profile

2.1.Background

2.2.Organisational Structure

2.3.Administration

3.General Objectives and Requirements

3.1.Business Partnership

3.2.Objectives

3.3.Functional Requirements

4.Timetable

5.Conditions of Tender

5.1.Interpretation

5.2.Tender Documentation

5.3.Enquiries

5.4.General Conditions

5.5.Penalty Clauses

5.6.Payment Terms

5.7.Indemnity

5.8.Public Liability Insurance

5.9.Conflict Of Interest

5.10.Amendments

5.11.Lodgment Details

6.Evaluation Criteria

6.1.Application Software

6.2.Support

6.3.Cost

6.4.Business Issue/Risk Profile

6.5.Technical Compatibility

6.6.Citrix Presentation Server

6.7.User Comfort

7.Format Of Tender Responses

7.1.General Requirements

7.2.Functional Requirements

7.3.Cost

8.Supplier Profile

8.1.Supplier Identity

8.2.Annual Report

8.3.Litigation

9.Management Of The Project

9.1.Account Management

9.2.Installation Management

9.3.Project Timetable

9.4.System Support and Development

9.5.Company Contact

10.Contracts/Agreements

11.Computing Infrastructure

11.1.Current Environment

11.2.Recommended Server Configuration

11.3.Changes to Desktop Environment

11.4.Communication Network Environment

12.Hosting Services – Optional

13.References

14.Cost Details

14.1.General

14.2.Once Of Cost

14.3.Recurrent Cost

APPENDIX 1 FUNCTIONAL SPECIFICATION

APPENDIX 2 LIBRARY MANAGEMENT SYSTEM REPLACEMENT PROJECT

APPENDIX 3 CURRENT HARDWARE & SYSTEM SOFTWARE ENVIRONMENT

APPENDIX 4 VOLUMES – TRANSACTION DATA

APPENDIX 5 LIBRARY HOURS

APPENDIX 6 NETWORK LAN & WAN TOPOLOGIES

c:\documents and settings\john\my documents\kdn\plain\lms template project\request for tender template.docPage 1

RFT - <Enter Council Details<Enter Date>

1.Introduction

The <Enter the Library Name or Network Name> is seeking proposals for the supply, delivery, installation, maintenance and support of an integrated library management system (LMS).

<Enter Details about the Library Service or Network eg the main libraries and number of branch libraries>

This Request for Tender seeks to equip <Enter Library Name or Network Name> with a single, modern and fully integrated LMS that has significantly improved functionality and performance over the existing systems.

<If for a Network include the following Paragraph

It is intended that the libraries will share a common bibliographic and patron database and whilst policies throughout the Network are very similar, it is expected that the new LMS will allow for individual policies and operational flexibility.

2.Library Network Profile

2.1.Background

Briefly describe the background details to your Library Service or Library Network. Provide details such as:

  • How the public library services are provided within the Council or Network.
  • Details on a Memorandum of Understanding between the Councils on ownership and operation of a shared Library Service.

2.2.Organisational Structure

Describe the orgainisational structure of the Library Service or Library Network provide details such as

  • Population details the library serves.
  • Details of any committees that manage the Library Service of Network and their brod terms of reference
  • Staff numbers employed at each library service

2.3.Administration

Describe the Administration arrangements for the Library service or Library Network include the following types of information

  • Identify who the host Council is (for a Library Network) or which site provides the main library service
  • Identify who is responsible for the financial administration of the Library Network or the Library Service
  • Identify who is providing Library System Administration Services.
  • Identify the responsibilities for the System Administrator

3.General Objectives and Requirements

3.1.Business Partnership

<Enter the Library Name or Network Name> is seeking to establish an on-going, mutually beneficial business partnership with a supplier who is committed to the public library sector in South Australia.

3.2.Objectives

The overall objectives relevant to the new library management system are as follows:

  • A system which best meets both the current and anticipated future library management needs of the <Enter the Library Name or Network Name>;
  • Offers the <Enter the Library Name or Network Name>the flexibility to implement individual policies and operating procedures;
  • Enables improvements in service delivery and customer access through the use of internet-based technologies for information provision and remote access to library services;
  • Provides a system open to connection with other systems and data sources which complies with industry standards;
  • Provides a flexible and simple-to-use system for library staff and customers.

3.3.Functional Requirements

  • As a minimum, replace or replicate all modules and functions currently used in the current LMS. These are detailed in the Functional Specification (Appendix 1);
  • Implement application software that satisfies all mandatory requirements identified in the Functional Specification;
  • Fulfill the requirement to deliver internet-based access to catalogue information, circulation functions and customer processes;
  • Provide Web Online Public Access Catalogue (OPAC) services.

4.Timetable

Appendix 2 contains the intended timetable for this project. Relevant dates are:

Tenders Close<Enter time and Date>

Anticipated Commencement Date of contract<Enter Date>

< Modify this paragraph if for a single council>

The full timetable identifies the need for approval from each participating Council. The contract will not commence until all member Councils have adopted the budget.

5.Conditions of Tender

5.1.Interpretation

Throughout this Request for Tender document, unless otherwise stated:

  • ‘The Councils’ means the Councils of:
  • Name the Council or Councils involved
  • The ‘Network’ means the <EnterNetwork Name Library NetworkNote this dot point can be deleted if for a single Library Service.
  • ‘LMS’ means the Library Management System being the proprietary library application software, related third-party software (required to support the operation of some functions) and database management software.

If the Respondent has any doubt as to the meaning of any statement in this document, they shall either seek clarification from the Project Manager (refer 5.3 below) or include a statement of interpretation in their response.

5.2.Tender Documentation

The successful Respondent will be bound by:

  • This Request for Tender specification and their response;
  • Records of interviews and discussions;
  • All documentation and correspondence that relates to this Request for Tender.

All of the above will form part of the final contract entered into by <Enter the Library Name or Network Name>.

This Request for Tender remains the property of <Enter the Library Name or Network Name>. All information contained herein is provided to the Respondent in confidence and cannot be divulged, copied, reproduced or given to any other party without prior written permission.

Any query about the Request for Tender documents, which may affect the preparation of the tender, shall be raised without delay with the Project Manager as per 5.3 below.

5.3.Enquiries

All enquiries in relation to this Request for Tender are to be referred to the Project Manager:

<Enter Project Managers Name and contact details>

Phone:(08)

Fax:(08)

Mobile:

Email:

5.4.General Conditions

<Enter the Library Name or Network Name> will not be liable for or pay any expenses or losses incurred by Respondents in the preparation of any tender response, or prior to the signing of a contract.

The tender shall only be deemed to have been accepted when notice in writing has been received by the successful Respondent.

The successful Respondent must not make any oral or written public statements in relation to the awarding of the contract until this is received.

Any query raised by any Respondent, which <Enter the Library Name or Network Name>considers has material effect on the tendering process, will be notified without delay in writing to all Respondents.

<Enter the Library Name or Network Name> may request a Respondent to make a presentation of its Proposal and proposed LMS but need not make the same request of all Respondents.

<Enter the Library Name or Network Name> reserves the right to:

  • Amend or supplement this Request for Tender at any time prior to the Proposal closing time;
  • Extend the Proposal closing time;
  • Invite a Respondent to clarify any aspect of its Proposal after the Proposal closing time;
  • Abandon this Procurement process whether before or after the receipt of Proposals;
  • Discontinue negotiations at any time with any Respondent;
  • Change the scope of the requirements or vary the nature of the requirements at any time subject to first giving each Respondent the opportunity to respond to the changes;
  • Make enquiries of any person, company or organisation to ascertain information in relation to the Respondent and its Proposal;
  • Accept or reject any tender, including the lowest price tender.

Tenders submitted must remain valid for a minimum of 90 days to provide sufficient time for the evaluation and decision-making processes.

<Enter the Library Name or Network Name> does not seek to become involved in major software design or development projects. Therefore preference will be given to a system that is already operational and has a proven record.

<Enter the Library Name or Network Name> is however, vitally interested in proposed future enhancements to any software and will seek active participation in the definition of any enhancement.

Respondents should not, under any circumstances, approach Councillors or unspecified officers directly in relation to this Request for Tender. Breach of this condition will exclude the Respondent from further consideration.

5.5.Penalty Clauses

<Enter the Library Name or Network Name> reserves the right to impose financial penalties for:

  • Late delivery of software or support which would result in the delayed implementation of all or part of the tendered system;
  • Failure of the tendered system to provide contracted functions;
  • Unavailable software or support;
  • Prolonged unsatisfactory performance by the software or people resources forming part of the tendered system.

Failure to meet any of the above conditions could result in the outright cancellation of the contract.

5.6.Payment Terms

Payment terms will be structured to reflect contract deliverables.

5.7.Indemnity

The successful Respondent shall fully indemnify <Enter the Library Name or Network Name>against any action, claim or demand, cost or expense arising from or incurred by reason of any infringement or alleged infringement of patent, trademark or name, copyright or other protected right.

5.8.Public Liability Insurance

The successful Respondent will possess a current Public Liability Insurance Policy, which covers all parties, including subcontractors. The policy shall be for an amount of not less than <Enter Councils Public Liability Levels e.g. $10 million.>

5.9.Conflict Of Interest

Please identify any potential conflict that may arise out of the awarding of this Request for Tender.

5.10.Amendments

The host Council’s legal and financial advisers will review the standard contracts/agreements provided, and may request further mutually agreed amendments and conditions to protect the rights of <Enter the Library Name or Network Name> prior to the signing of any final contract.

5.11.Lodgment Details

Three (3) printed copies of the tender and an electronic version on CDROM in Microsoft Word and Microsoft Excel are to be enclosed in a sealed package and marked:

‘Tender – Library Management System - Supply, Installation & Support Services’.

and placed in the Tender box located at:

<Enter Councils Address where Tender is to be lodged>

by no later than <Enter time and Date of when Tender closes>.

<Enter the Library Name or Network Name>reserves the right to reject any tender delivered after the above closing time.

6.Evaluation Criteria

The following criteria will be used to determine the preferred supplier.

The criteria is supported by a pre-determined weighting and scoring system derived from a proven Tender Evaluation Methodology, which objectively benchmarks all tenders and ensures the process is fully auditable.

6.1.Application Software

<Enter the Library Name or Network Name> requires a proven LMS that:

  • Meets the requirements detailed in the Functional Specification (Appendix 1);
  • Operates successfully in a public library environment;
  • Supports the independence of the Council’s library policies;
  • Meets standards compliance (e.g. MARC21, Z39.50, etc.);
  • Is functionally integrated;
  • Is easy to use for staff and public;
  • Will be enhanced progressively and in accordance with a practical product development plan.

6.2.Support

<Enter the Library Name or Network Name> recognises that the transition from the existing Library Management System<Enter number of systems to be converted if more than one> to a new single system will not be simple, and that significant guidance and support from the successful Respondent will be required. Therefore emphasis will be given to the quality of and, where appropriate, the number of skilled resources applicable to:

  • Local support services;
  • Project Management;
  • Implementation training;
  • Data conversion from the current 5 LMS;
  • Help desk support;
  • Ongoing training;
  • User documentation;
  • Software upgrade processes.

6.3.Cost

The initial cost of the system and projected recurrent costs will be an important factor in determining the successful Respondent. However, the lowest priced tender will not necessarily be accepted.

6.4.Business Issue/Risk Profile

<Enter the Library Name or Network Name> is seeking to implement application software that will:

  • Continue to be supported;
  • Be progressively enhanced for a period of at least 5 years.

Therefore, the evaluation will take into consideration the:

  • Financial stability of the company;
  • Quality of information provided in your response to this tender.

In submitting a tender, consent is given to <Enter the Library Name or Network Name> to seek further information about the company from any third-party.

6.5.Technical Compatibility

It is expected that the preferred system will operate within the existing environment without the need for major change.

Appendix 3 contains a complete inventory of all current <Enter the Library Name or Network Name>. hardware and software.

Note:It is the Respondents responsibility to conduct a site inspection prior to tender submission.

Current Server Hardware

<Enter the Library Name or Network Name>expects that the existing LMS Servers will need to be replaced.

Current Desktop Configuration

  • <Provide Details on Desktop PCs at each Site e.g. Windows 2000 or Windows XP >

It is expected that desktop hardware will not require upgrading/replacement. However, respondents are to advise in their tender response if any of the above desktop environments are not suitable for their proposed LMS.

6.6.Citrix Presentation Server

<If the Library Service or Library Network utilises or intends to utilise Thin Client Technology to deliver access to the new Library Management System over the Network then include this section otherwise this section can be delete>

To ensure appropriate access and performance over the Wide Area Network it is proposed to utilise Citrix Presentation Server services for all sites.

It is expected that all modules of the LMS client software is written for a MultiWin environment. They are torun as a 'published desktop application' as well as 'published application ' on a Citrix Server. The supplier must provide documentation supporting both a PC client install as well as specific documentation for a Terminal Server/Citrix environment.

6.7.User Comfort

<Enter the Library Name or Network Name> requires a LMS that is flexible and intuitive for both staff and clients, whilst meeting key business objectives, which include:

  • The ability of the Respondent to clearly demonstrate that the product will meet the business needs of <Enter the Library Name or Network Name>;
  • An active user group, which meets regularly to influence product direction.

7.Format Of Tender Responses

7.1.General Requirements

Respondents are required to respond to all paragraphs in Sections 5 and 6. A simple response of ‘Noted’ to each paragraph is the minimum requirement to confirm that you have read, understood and accepted the Conditions of Request for Tender and Evaluation Criteria.

A detailed response to all paragraphs in Sections 8 - 14 of the Request for Tender is mandatory.

To assist the evaluation process, Respondents are requested to use the same paragraph numbering format as used throughout this Request for Tender.

7.2.Functional Requirements

Complete the Functional Specification (Appendix 1) by applying a Supplier Response Code (using the following legend) and brief comments (as appropriate) to each and every requirement.

SUPPLIER
RESPONSE
CODE / DESCRIPTION
FC / Fully Compliant; part of the standard LMS.
SF / Similar Feature; the outcome may be achieved in a different way than outlined in the Functional Specification. Explanatory comment is required.
PD / Planned Development; will be available as part of the standard LMS by <Enter a Date you expect the New LMS up and Running by>.
SD / Specific Development; required to meet any mandatory requirements identified in the Functional Specification.
FD / Future Development; will not be available as part of the standard LMS by <Enter a Date you expect the New LMS up and Running by>. Please advise expected release date.
NA / Not Available; no immediate or future plans to include as part of the standard LMS.
OF / Optional Feature; available at an additional cost. Please advise any costs.

Respondents are required to clearly identify which of the mandatory requirements in the Functional Specification are NOT met by your existing Library Management System.

The meaning of the <Enter the Library Name or Network Name>.Rating Code used throughout the Functional Specification is as follows.

RATING CODE / DESCRIPTION
M / Mandatory – Functionality is extremely important and will be critical in the evaluation process.
HD / Highly Desirable – Functionality is very important and will play a major role in the evaluation process.
D / Desirable – Functionality is ‘nice to have’ …. but not critical.

7.3.Cost

Complete the Cost Schedule (Section 14)