E. Proposal Submission:.doc.doc.doc

Metro-Boston Library Network

a service of the Boston Public Library

Request for Proposalfor an

Integrated Library System

Boston Public LibraryBernard Margolis, President

Katherine Dibble, Director of Public ServicesRuth Kowal, Director of Operations

Regional Services OfficeDeirdre Brennan, Regional Administrator

Philip McNulty, Assistant Regional AdministratorMBLN Network Coordinator

Systems OfficePatrick Cafferty, Systems Officer

Frank Altieri, Assistant Systems OfficerCarolyn Coulter, Applications Manager

Finance Office

Metro-Boston Library Network Integrated Library System Request for Proposal

Kathleen Kirleis, Chief Financial OfficerEdward Maheigan, Budget & Procurement Manager

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Organization of the Request for Proposal

A. Introduction.............................................................................................................................5

1. General Notice to Proposers...................................................................................................................................5

2. Response.................................................................................................................................................................6

3. Background of the Metro-Boston Library Network...............................................................................................7

4. Objectives for a new Integrated Library System....................................................................................................7

5. MBLN System Profile............................................................................................................................................8

6. System Sizing........................................................................................................................................................10

B. Proposal..........................................................................................................................................11

7. Software................................................................................................................................................................11

8. Data Migration......................................................................................................................................................11

9. Hardware...............................................................................................................................................................12

10. Installation & Training..........................................................................................................................................13

11. Ongoing Support...................................................................................................................................................13

12. Cost Summary.......................................................................................................................................................14

13. Narrative Description............................................................................................................................................14

C. Vendor Selection Criteria.........................................................................16

14. Minimum Evaluation Criteria...............................................................................................................................16

15. Vendor Evaluation................................................................................................................................................17

16. Timeline................................................................................................................................................................18

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D. Functional Evaluation......................................................................................19

17. Response Codes....................................................................................................................................................19

18. Definitions.............................................................................................................................................................20

19. System Software & Hardware..............................................................................................................................21

20. System Operations................................................................................................................................................24

21. Reports & Notices.................................................................................................................................................27

22. User Interface........................................................................................................................................................31

23. Bibliographic Data Import & Export....................................................................................................................33

24. Cataloging.............................................................................................................................................................36

25. Authority Control..................................................................................................................................................41

26. Acquisitions..........................................................................................................................................................43

27. Serials Control......................................................................................................................................................52

28. Public Catalog.......................................................................................................................................................61

29. Children’s Catalog................................................................................................................................................69

30. Holds.....................................................................................................................................................................70

31. Inter-Library Loan................................................................................................................................................73

32. Patron Information Service...................................................................................................................................77

33. Circulation Control...............................................................................................................................................79

34. Closed-Stack retrieval...........................................................................................................................................88

35. Availability Booking.............................................................................................................................................89

36. Course Reserves....................................................................................................................................................91

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E. Proposal Submission:........................................................................................92

37. Addenda................................................................................................................................................................92

38. Questions and Changes to Proposal......................................................................................................................92

39. Proposal Deposit...................................................................................................................................................92

40. Responsibility of Proposer to be Informed...........................................................................................................93

41. Required Content and Format of Proposal............................................................................................................93

42. Prices.....................................................................................................................................................................93

43. Proposal Acceptance & Evaluation......................................................................................................................93

44. Acceptance of Proposal.........................................................................................................................................94

45. Rejection of Proposals..........................................................................................................................................94

F. Contract Terms & Conditions..........................................................95

46. Definition of Terms...............................................................................................................................................95

47. Scope, Entirety, and Precedence of Documents...................................................................................................95

48. Changes to the Contract Documents.....................................................................................................................96

49. Notice....................................................................................................................................................................96

50. Headings...............................................................................................................................................................96

51. Relationship With The City..................................................................................................................................96

52. Assignment...........................................................................................................................................................97

53. Performance..........................................................................................................................................................97

54. Time......................................................................................................................................................................97

55. Compensation.......................................................................................................................................................98

56. Remedies...............................................................................................................................................................98

57. Compliance With Laws and Public Policy...........................................................................................................99

58. Release of the City on Final Payment...................................................................................................................99

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59. Assumption of Loss and Liability.........................................................................................................................99

60. Invalidity.............................................................................................................................................................100

G. Standard City of Boston Document Forms.....101

61. Performance Bond: Form CM-05.......................................................................................................................101

62. Contractor Certification: Form CM-09...............................................................................................................101

63. Certificate of Authority: Form CM-06...............................................................................................................101

64. Non-Collusion Certificate: Form CB-07............................................................................................................101

65. Standard Contract: Form CM 10 and 11.............................................................................................................101

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A. Introduction

1. General Notice to Proposers.READ THIS SECTION BEFORE RESPONDING TO RFP

The City of Boston acting through the Boston Public Library (“BPL”) and acting by the library’s Chief Financial Officer referred to as “The Official”, requests proposals for providing an integrated library system for the Boston Public Library and the Metro-Boston Library Network.

1.1 Direct all questions or proposals regarding this RFP to:

Mr. Edward D. Maheigan, Budget & Procurement ManagerBusiness Office / Boston Public Library

700 Boylston Street, Room 305Boston, MA 02117

617-859-2364FAX: 617-262-0989

1.2 Proposers with questions of a substantive nature must submit questions in writing at least 72 hours (not including weekend days) in advance of proposal submission deadline. Answers to questions will be circulated in writing to all prospective proposers. Only written answers will be binding upon the City.

1.3 Proposers are advised to thoroughly review the RFP. Part “E. Proposal Submission:”, and Part “F. Contract Terms & Conditions” of this RFP provide more detailed descriptions of the information below, and all legal conditions.

1.4 Release Date: June 11, 2001 (12:00 noon, Eastern Daylight Time)

1.5 Deadline for Submission: Price and Non-Price proposals are due on July 30, 2001 by 12:00 noon, Eastern Daylight Time.

All proposals not received by the deadline at the above-specified address will not be accepted. Any proposals not completed in the manner specified in this RFP will not be evaluated.

1.6 Registration: All vendors who intend to reply to this RFP must register with the business office of the Boston Public Library. (See above for this contact information.) This will assure three things: We will know your preferred contact person. You will be mailed an official copy of the RFP. You will receive copies of all answers to vendor questions on the RFP.

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1.7 Electronic copy: You may download an electronic copy of the RFP to assist on formulating your reply. The file may be downloaded from: http://www.bpl.org/mbln/mblnrfp.asp NOTE: This electronic copy is not the official RFP document. You must obtain an official copy from the business office of the Boston Public Library.

2. Response.2.1 Due Date: Responses are due by Monday July 30, 2001. (No later than 12:00 noon,

Eastern Daylight Time)

2.2 Respond to: Deliver one original price and non-price proposal, with $500 deposit and nine additional copies of the non-price proposal to the Business Office of the Boston Public Library at the address noted in 1.1 above.

2.3 Written Non-Price Proposal:Provide one original and nine (9) copies of each of the following. Please clearly mark your response package: “Non-Price Proposal for an Integrated Library System for the Metro-Boston Library Network”, “Submitted by:” (Name of Proposer), Date submitted. All copies and parts of the non-price response should be clearly marked with the vendor name.

2.3.1 Minimum Evaluation Criteria (Section 14). Responses to the Minimum Evaluation Questionnaire must be unconditionally “YES” or “NO”. Written validation of Proposer’s responses may be requested at any time during this process. If a proposal fails to satisfy any one of the Minimum Criteria, the proposal will be automatically eliminated from further consideration.2.3.2 Vendor Evaluation. (Section 15)2.3.3 Functional Evaluation. (Part D). Use the spaces provided in Part D to record the codes specified in “17 Response Codes”2.3.4 Standard Contract forms, as described in Part E.

2.4 Price Proposal: Submitted in a separate sealed envelope marked: “Price Proposal for an Integrated Library System for

the Metro-Boston Library Network”, “Submitted by:” (Name of Proposer), Date submitted. Any price information included in the non-price proposal may cause the entire bid to be rejected.

2.5 Bid Deposit:Include a $500 bid deposit in the form of a certified check made payable to the “City of Boston”.

2.6 Confidentiality.The contents of each proposal submitted shall remain confidential, and will not be made available to competing proposers. Proposers wishing to review the contents of competing proposals may do so only after a contract has been awarded and executed.

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http://www.bpl.org/mbln/mblnrfp.asp


3. Background of the Metro-Boston Library Network.The Metro-Boston Library Network is a service of the Boston Public Library. In addition to the Boston Public

Library’s main building at Copley Square and Boston’s 27 branches and three remote storage facilities, the network serves the public libraries of Chelsea and Malden, the State Transportation Library, and 25 school libraries in the Boston Public School system.

The network is guided by a set of interest groups overseen by a Policy Advisory Group. Their recommendations are reviewed by the administration of the Boston Public Library, which sets network policy. Contracts are awarded by the Trustees of the Boston Public Library.

Ongoing administration of the network is the responsibility of the Regional Services Office of the Boston Public Library. The Systems Office oversees operation and maintenance of the computer equipment and telecommunications structure.

4. Objectives for a new Integrated Library SystemThe Boston Public Library seeks to enhance the services offered through the Metro-Boston Library Network

by installing an Integrated Library System (ILS) that supports all of the major functional areas of library service. The new system will increase the effectiveness of library staff in providing service. It will also expand the library user’s access to information within the library, the network, within the Massachusetts library community, and across the world of internet information.

The services currently offered through MBLN are Circulation, Cataloging and Online Public Catalog. The major services we wish to add with a new ILS are Acquisitions and Serials Control. Other areas of interest are: A child-friendly catalog; electronic database integration and authorization; materials booking; closed stack retrieval and control, and integration with our PeopleSoft financial management system.

Integration is key to the objectives for the new system. Currently we are burdened with disparate systems or with no systems to handle important library functions. We see Acquisitions as a key element to expand the power of our ILS to staff that have felt little impact from library automation. Financial control and Collection Development will gain significant advantage from an integrated Acquisitions module, as well as an integrated Serials module. Currently, none of the member libraries have an Acquisitions or Serials capability. Boston Public maintains an in-house acquisitions system that does not interface with the DRA Classic system or the business office. The serials check-in is conducted on an Innovative Interfaces system, and the serials catalog is maintained using the Boston Library Consortium database at Boston University. The latter is also a III system. Repeated and repetitive data-entry is the order of the day.The library user now receives a somewhat bewildering array of interfaces to the library catalogs. Terminal users see one interface, and PC users another. Remote access via the web is possible, using two different interfaces. Access to the catalogs of other Massachusetts libraries is available with a Z39.50 connection, but is used mostly by staff. Internet access is accomplished using another set of web pages, and is more developed as a Boston Public Library service than a network, or MBLN service. The new ILS should bring order and clarity to this array and be an aid to the patron in navigating the search for information.MBLN will in all likelihood use the system to host multiple databases, including multiple bibliographic databases. While we currently maintain separate databases for the MBLN/BPL General Library and the BPL Research Library, our goal is to merge those databases unless the chosen vendor demonstrates that there are strong system performance and patron service advantages to not doing so. Among the other types of database under consideration are:

A union catalog of non-circulating libraries within the Boston Regional Library System. A School Library member database with its own authority system. A community information database listing local service agencies. Locally created information files.

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5. MBLN System Profile.5.1 Local Workstations.

MBLN still supports several hundred terminals. It is the network’s goal to replace all of them with personal computers or thin clients as part of this system upgrade. That will be accomplished using a separate RFP.

Several hundred personal computers have also been deployed across the network. All are Y2k compliant, and many older machines were replaced at that time. PC’s are more widely deployed in public areas and in administrative offices. It is expected that the new ILS will run on these Pentium II class machines.

5.2 Telecommunications.The MBLN TCPIP Network is a state-of-the-art backbone-- configured with the necessary

components/modules i.e., Cisco 7200 routers, Cisco 6500 switch, etc., to ensure that our Network functions in a most efficient manner to support a range of traffic & protocols. The Network is front-ended with a firewall giving us the necessary protection from unlawful intrusions.

Throughout the General Library and Research Library, there are established 12 strand fiber closets which supply high speed bandwidth to our Network. These closets are configured with Cisco 2948 high speed switches that Support VLAN security technologies intended for Patron laptop connectivity into our Network from Bates Hall and other selected areas.

The remote branch locations have frame relay T1 (1.544MBs) connectivity that will soon flow into a DS3 full T3(45MBs) pipeline that will give us additional bandwidth for anticipated multimedia traffic. BPL is currently making provisions to move from frame relay to an ATM protocol in order to meet high bandwidth demands needed for the future.

Our Internet connectivity--currently at frac/T3(9MBs)--has escalated from a T1 (1.544MBs) to an anticipated Frac/T3(15MBs) come July 1, 2001. We also anticipate installing an additional T1(1.544MBs) Internet line for redundancy purposes.

Some members access our network via telnet. The Boston Public School libraries do so from their own network and the State Transportation Library does so from the State of Massachusetts’ network.

5.3 System Hardware.MBLN will be replacing existing servers and hardware used to support the DRA Classic system.

5.4 MBLN Databases ProfileExisting database files must be converted from the DRA Classic file structure to the chosen vendor's file

structure, based on options, parameters, and conversion tables developed jointly by MBLN and the vendor. MBLN plans to move the following records into the new system:

Bibliographic records including locally created records Circulation information on outstanding fines, bills, and overdue items Circulation statistics for in-house and out-of-house use Circulation transactions for items currently on loan, on hold, in transit etc. Item records, including status, loan types, and item statistical categories Patron records with outstanding delinquencies MFHD Holdings records

Currently, DRA records are housed in two separate databases. The first contains approximately 800,000 bibliographic records and 2 million item record holdings. The second contains approximately 1.5 million bibliographic records and 2 million MFHD holdings.

Several other databases at the Boston Public Library will also need to be incorporated into the ILS. These databases exist in other vendor’s systems or in locally developed and maintained systems. A brief description of each follows. MBLN realizes that the database migration process may best be performed using a phased approach. The DRA Classic system data will be the primary concern of the initial migration, but the following data structures will need to be incorporated in a timely fashion.

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MBLN has serial records currently in two separate Innovative Interfaces Inc. (III) databases, the Union database of the Boston Library Consortium, and a local III serials database containing check-in records. BPL also possesses a Newspaper Project database in an III system. An Acquisitions system was developed and is maintained in-house by BPL Systems Office staff. BPL has a separate, proprietary material bookings system that may need to be migrated into the new system if that functionality is available. 5.4.1 Essential Data: Phase I5.4.1.1 Bibliographic Data

Vendors must provide at a minimum data conversion that permits the loading of existing data files from various sources with minimal loss of records. Vendor must load and index all bibliographic records provided by the Library prior to the cut-off date established for the initial installation. Vendor must also load and index, without added cost, at least one additional "gap" file containing additional records in the same format created by the Library during the interval between creation of the initial data cut and completion of system installation and training. Authority Records

Vendor should assume that authority files commensurate with the size of the bibliographic files will be present and need to be converted and merged.

5.4.1.2 Item and MFHD Holdings Data Item barcodes exist in various formats, although the majority are 14-digit Codabar, Mod 10. Data to be

converted include: loan type codes, statistical categories, holding specific call numbers, transaction information, material type codes, and library locations. MBLN does not want any manual conversion of existing coded data.

5.4.1.3 Patron Data MBLN invites vendors to provide strategy statements and other documentation regarding how vendors

propose to convert patron files. Patron barcodes are 14-digit Codabar, Mod 10. Data to be converted includes patron type codes, patron account information (name, address(es), phone numbers, etc), statistical categories, and transaction information. There are currently approximately 820,000 patrons in the MBLN database.

5.4.1.4 Transaction Files MBLN invites vendors to provide strategy statements for the migration of all types of transaction records,

including circulation, fines and fees, and holds transactions. MBLN also desires to migrate existing transaction histories associated with patrons, items, and bibliographic records.

5.4.1.5 Massachusetts Newspaper Project databaseThe library currently houses a database of Massachusetts newspapers. This database currently exists in III

format, and will need to be moved to the new ILS database. The database consists of bibliographic records and holdings information.

5.4.2 Additional Data: Phase II5.4.2.1 Acquisitions Files

MBLN currently houses Acquisitions data in a in-house, proprietary system. MBLN invites vendors to supply strategies for converting both Supplier Account files and Fund files.

5.4.2.2 Serials DataAs stated above, MBLN currently maintains serials data in two separate III databases. The MARC

formatted records exist in the Boston Library Consortium’s Union database. Local check in records exist in a III database housed at BPL.

5.4.2.3 Materials Booking DataOur current Audio/Visual collection resides in a proprietary database. We will be able to extract this

information in ASCII text format for possible migration into the new ILS. The data include approximately 10,000 bookings records and 10,000 booking items.

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6. System SizingThe proposed system must be configured to meet the target growth capacity anticipated by our 5 year

growth chart below.

Item Initial Load Target Growth5 – Year Expected

Staff users 450 700

In-house public users 500 600

Bibliographic Records

MBLN

800,000

(1,850,000 when merged.)

titles 4,000,000 titles

MBLN Items (copies, volumes) 2,985,000 items 7,000,000 items

MBLN Authority Records 484,778 records 2,000,000 records

Bibliographic Records

Research Library

1,400,000 To be merged

RL Holdings in MFHD 2,000,000 holdings To be merged

RL Authority Records none records unknown records

Patron Records 820,000 records 850,000 records

Serials Bibliographic Records at Boston Library Consortium

52,000 records To be merged

Serials Holdings Records at Boston Library Consortium


Serials brief title records at Boston Public Library


Serials order records at Boston Public Library

250,000 records 1,000,000 records

Acquisition Vendor records 3,771 records 4,000 records

Acquisition Fund records 270 records 2,000 records

Massachusetts Newspaper Project, III database, bibliographic

805 records 1,000 records

Massachusetts Newspaper Project, III database, holdings

6,000 records 25,000 records

Annual Circulation 2,500,000 loans 2,850,000 loans

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B. Proposal

7. Software 7.1 Basic Package

The basic costs must include all functional components marked A for Available in Part D.

7.2 Optional ComponentsInclude individual prices for any components marked O for Optional in Part D., plus any other functional components you wish to suggest.

8. Data Migration Data listed as essential components must be migrated to the new system. That listed as individual quotes

will be done at MBLN’s option, considering the expense, the likelihood of problems and the alternatives.

8.1 Essential Components8.1.1 Patron file8.1.2 MBLN bibliographic database.8.1.3 MBLN authority files8.1.4 MBLN item database.8.1.5 MBLN transaction data.8.1.6 MBLN statistical data.8.1.7 RL bibliographic database.8.1.8 RL authority files8.1.9 RL holdings data (MFHD or DRA item format)

8.2 Optional ElementsPlease provide individual cost proposals for the following elements. MBLN will determine which of these will actually be required during contract negotiation.

8.2.1 Merging and de-duplication of MBLN and RL bibliographic databases. 8.2.2 Acquisitions vendor file8.2.3 Acquisitions fund file8.2.4 Serials check-in data on the Boston Public Library’s III system.8.2.5 Serials bibliographic and holdings data on the Boston Library Consortiums III system.8.2.6 Materials Booking files.8.2.7 The Massachusetts Newspaper Project on our III system.

8.3 Database merge recommendation.Do you the vendor recommend that the current BPL Research Library database of 1.4 million titles be merged with the MBLN database of 800,000, or be kept separate, in order to maximize system response time and patron service according to the following scenarios:

8.3.1 A scoped search. Patron A wants to find books on a topic that only appear in the Adams Street Branch of the Boston Public Library.

8.3.2 A comprehensive search. Patron B wants to find out if a specific title exists anywhere in MBLN.

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9. Hardware Recommend a system with the best combination of system performance and economy.The System Hardware quote must be separable from the rest of the proposal. The Boston Public Library

reserves the option to accept a vendor proposal for all but system hardware and other items listed in the proposal as optional.

The vendor is encouraged to lay out optional approaches to system hardware. Please clearly mark these and put them on a separate page or pages.

Warranties on all hardware components should be specified.

9.1 Response Time RequirementsThe proposed configuration must be sufficient to run the proposed software using the minimally configured

workstations on the proposed hardware platform and achieve the following response time requirements. Please provide the peak load definition that your firm uses.

Measured in seconds and not to exceed:

Normal Load Peak LoadType of Transaction Average Response Average ResponseCheckout 1 2Renewal 1 2Check-in 1 2Fines processing 2 3Bib file query/update 2 3Holding file query/update 2 3Patron file query/update 2 3Holds placed 2 3Acquisitions Ordering 2 5Serials Check-in 2 5

Searches:Keyword 2 3Keyword Boolean 3 5(Title, Subject, etc.)Numeric 2 3(LCCN, ISBN, etc.)Authority searches 2 3

(Author, Subject etc.)

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10. Installation & Training 10.1 Installation

Installation costs should be detailed as a subtotal under both Software and Hardware cost sections. They should be sufficient to cover installation of all proposed components, allowing for some unforeseen circumstances.

10.2 TrainingTraining should be provided that encompasses all functional components of the ILS.

10.2.1 Provide “train the trainer” sessions for member libraries.10.2.2 Provide 2 training slots per member library (with the exception of the Boston Public Library and the

Boston Public Schools) for each functional component. 10.2.3 For the Boston Public Library provide 1 training slot per branch/department that uses each functional

component.10.2.4 For the Boston Public Schools provide 1 training slot per school for each functional component.10.2.5 Provide training for all MBLN Systems Office staff, up to 8, that are involved in the day-to-day operation

of the new ILS. Training should cover all aspects of the operating system, the database structures, daily/weekly/monthly/annual upkeep routines, and report generation.

10.3 Documentation10.3.1 One full set of documentation for each functional component of the ILS is provided for each member

library. 10.3.2 Documentation updates are provided free of charge.

11. Ongoing Support11.1 Annual Maintenance11.1.1 Software11.1.1.1 List support costs for all functional components in Part D marked as A for Available, and a separate

cost for those marked as O for Optional. 11.1.1.2 Outline expected additional costs to bring into use functional elements you marked T or D in Part D.

Especially note if they are “no additional cost”. If cost is undetermined, an estimated range would be helpful.

11.1.1.3 Support coverage: specify costs for 24x7x365 coverage and for a “Standard Library Hours” coverage. Indicate proposed responsiveness times to support calls.

11.1.2 System hardware

11.2 System Growth 11.2.1 Indicate any annual costs associated with increases in database size. Note which databases these apply to,

and what the standard growth/price points are.11.2.2 Indicate any annual costs associated with increases in concurrent users. Please not what the standard

growth/price points are.

11.3 Application Support Provider: OptionPlease indicate whether your firm supplies application support service, the levels of service, and cost of service. MBLN will consider this as an optional purchase under the RFP. Also indicate whether any third party ASP providers routinely and effectively deliver this service for customers using your software.

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12. Cost Summary12.1 Initial costsClearly outline a total installation cost, showing subtotals for items 7-11. Include a base ILS price, and an all-options total.

12.2 Three-year cost projectionShow a three year cost projection, including all initial costs plus a total of year one through five maintenance costs.

13. Narrative DescriptionPlease provide a narrative that describes the system you have proposed, considering the following points.

13.1 System Hardware Description13.1.1 Include a narrative that provides details on the elements identified as follows: What hardware platforms

are available for the system? How many are currently installed?13.1.2 Provide MBLN with the hardware specifications needed to support the system described in this RFP.

How many are currently installed under your aegis?13.1.3 Describe the rationale for proposing this particular hardware platform.13.1.4 Describe any proposed method of disk mirroring/redundancy.13.1.5 Describe any other redundant or fault tolerant components in the proposed system.13.1.6 Describe how the system supports RAID level technologies and at which levels. 13.1.7 Include a description of how these redundant/mirrored/fault tolerant components will prevent a system

failure or aid in the recovery process.13.1.8 Describe how your system will work with thin clients. Will the OPAC functions work with thin clients?

Will any of the staff functions work on thin clients? What customers are now using thin clients on the proposed system?

13.1.9 Provide diagrams of the proposed system(s), including schematic diagrams of the system hardware components, software components, and any "middleware" or Database Management System (DBMS).

13.1.10 Provide physical dimensions of the proposed equipment. Include descriptions of power requirements, power conditioning, air conditioning, and any other site preparation information required.

13.1.11 Describe any wireless communication capability your system provides.

13.2 Scalability13.2.1 Describe the limits of the scalability of the system, including but not limited to number of records,

number of patrons, numbers of workstations, volume of transactions.13.2.2 Describe the path to upgrading system capacities. How would MBLN go about increasing the number of

users beyond the target growth stated in the table in Section 6? What hardware additions (excluding communications network) would be necessary at what stages, what software license adjustments or additions would be necessary at what stages?

13.3 Client WorkstationsPlease provide detailed specifications for the minimal and optimal workstations to be used as staff clients

and public clients. Estimating a robust workstation is essential to successful implementation of this project. Provide at least the following:

13.3.1 Memory requirements.13.3.2 Processor speeds.13.3.3 Hard disk storage requirements.13.3.4 Network card requirements.13.3.5 Video requirements.13.3.6 Removable media requirements.13.3.7 Operating system requirements

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13.4 Operating System / Database Management System13.4.1 Describe the operating system in use (including version, revision and numbers) and any third party

software required.13.4.2 What operating system(s) are used on the ILS or database server?13.4.3 What operating system(s) are used on intermediary or client servers?13.4.4 Describe the rationale for the proposed operating system(s).13.4.5 What is the primary programming language? 13.4.6 What database management system is used, if any? 13.4.7 Describe the rationale for proposing that particular DBMS.13.4.8 Indicate any proprietary files or files that do not adhere to the DBMS specifications and describe their

use.13.4.9 Describe any self-diagnostic features of the operating system, including the system’s ability to connect to

a diagnostic center, email status reports, or otherwise communicate with an authorized support center.13.4.10 Describe the method for delivering operating system upgrades. How frequently are Operating System

upgrades delivered?13.4.11 Describe the system's ability to allow MBLN systems staff to query database using TransAct SQL.13.4.12 System Operating Requirements. Describe the types of maintenance activities required of MBLN's

systems staff. Provide a detailed list of all such activities that must be done on a daily, weekly, monthly, and annual basis. For each task, indicate the amount of staff and system time required for its completion. Also, indicate whether the task requires that the system be off-line or otherwise unavailable to users and staff during the time required by that task.

13.4.13 Library Operating Requirements. Describe any system maintenance that has to be done by the libraries. Provide a detailed list of all activities that must be done on a daily, weekly, monthly, and annual basis. For each task, indicate the amount of staff and system time required for its completion. Also, indicate whether the task requires that the system be off-line or otherwise unavailable to users and staff during the time required by that task.

13.5 Comparable CustomersProvide the names of your most comparable customers using the proposed software system. MBLN will

give high evaluations for customers who exceed the sizes stated in parentheses. For each comparable customer include numbers of:

13.5.1 Independent institutions, (5)13.5.2 separate service locations (20)13.5.3 concurrent users or sessions (600)13.5.4 bibliographic records (500,000)13.5.5 holdings records (1,000,000)13.5.6 patron records (200,000)13.5.7 annual circulation transactions (1,000,000)13.5.8 Installation date

13.6 Database MigrationDescribe your database migration services and experience.

13.6.1 List all database migrations you have performed for former DRA Classic customers.13.6.2 List at least 4 references of comparable consortial or municipal customers who have successfully used

your data migration services.13.6.3 Provide a detailed preliminary migration plan for moving to the new system. 13.6.4 Include a recommended timeline. 13.6.5 Include important benchmarks and upgrade procedures in detail. 13.6.6 In the event that there are elements of MBLN’s existing data that cannot be migrated to your system,

specify those elements in your response. 13.6.7 Make particular note of times that the system (or elements of the system: e.g. inputting bibliographic

records, charging and discharging books, inputting patron records, accessing financial data) will be inaccessible. Note workarounds that can be used in these times of system unavailability and places where parallel operation of the old and new system would be advisable.

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C. Vendor Selection CriteriaThe choice of vendor will be determined by a series of measures. Vendors must meet a set of minimum

evaluation criteria in order to be considered. Complete answers to the RFP will be the first indicator of how well a vendor meets the needs of the Metro-Boston Library Network. Vendors will then be invited to demonstrate the availability and ease of use of key aspects of their proposed system. At that point non-price proposals will be rated as either Highly Advantageous; Advantageous; Not Advantageous; or Unacceptable. Finally the price proposals will be taken into consideration.

14. Minimum Evaluation CriteriaMinimum Evaluation Criteria reflect those standards or attributes that the Official considers essential to the

satisfactory performance of the contract. The Official will use the Minimum Evaluation Criteria to assist in identifying “responsive” proposals (those containing all of the required forms and information and offering all of the requested supplies and services in the RFP) and to identify Proposers who are “responsible”, (those who possess the capability, integrity and reliability to perform under the contract.)

The official will evaluate each proposal to determine whether it meets all Minimum Evaluation Criteria. Responses to the Minimum Evaluation Criteria Questions must be unconditionally “Yes” or “No.” Written validation of proposer’s responses may be requested at any time during this process.

Note: If a proposal fails to satisfy any one of the Minimum Evaluation Criteria, the proposal will automatically be eliminated from all further consideration.

14.1 References. Does your proposal provide references for at least five customers installed with the proposed system, including one that meets the “Independent Institutions” size criteria noted in parentheses in section 13.5.1? __________

14.2 Has an authorized representative of your firm signed the proposal where required and returned each of the following forms as part of the non-price proposal.? __________

14.2.1 Certificate of Authority (to be completed if Proposer is a corporation) Form CM 614.2.2 Non-Collusion Certificate (CB Form 7)14.2.3 Contractor Certification (Form CM 9)14.2.4 All proposer response forms.

14.3 Were the price proposals delivered separately from the non-price proposal in a separate package, clearly labeled, in strict accordance with the instructions set forth in Section 2.4 of this RFP? __________

14.4 Does your proposal comprehensively answer all questions posed in the Narrative Description section 13 and in the Functional Description sections 19 through 11 in a manner that clearly reflects adequate expertise to implement the services defined in this RFP? __________

14.5 Does your proposal include a system configuration that will be adequate to meet the target growth detailed on the chart in Section 6? __________

14.6 Are all points listed as Mandatory in sections 19 through 11 of this RFP marked with a response of “A” for Available as of July 1, 2001? __________

17


15. Vendor Evaluation15.1 Comparable installations

The vendor must demonstrate that it has made installations in comparable institutions. We will use the responses to above, any additional customer information provided, and interviews with current customers to form the rating for comparable installations.

15.2 Functional ComponentsEach functional component defined with a section heading 19 through 11 will be assigned a rating. The ratings will be: Highly Advantageous, Advantageous, Not Advantageous or Unacceptable.

15.2.1 Point Scoring. Section 17 indicates the response codes appropriate for each point, and the score that will be used for that code. Highly desirable elements (marked as H!) will be scored double.

15.2.2 Section score. Each section has a maximum possible score. The total points actually scored in a section will be calculated as a percentage of the maximum possible score. This percentage score will be the RFP score for the section.

15.2.3 Demonstration. Vendors (who pass the Minimum Evaluation Criteria) will be invited to validate their RFP scores and demonstrate ease of use with in person demonstrations to be held at the Boston Public Library. These demonstrations will be scheduled after the written RFP responses are received and reviewed. The demonstrations will discern the following:

15.2.3.1 That key functionality listed as available in the RFP is there.15.2.3.2 Look & Feel: That the system works smoothly in way that enhances workflow and clarity, and exhibits

flexibility of design.15.2.4 Overall Rating. Each Functional Component section will get a score based upon the RFP responses.

These scores will be translated into one of the four rating categories indicated in 15.2, after information gathered by the Evaluation Committee in the detailed demonstrations is also considered.

15.3 Vendor ProfileMBLN is looking for a vendor that demonstrates a long term potential for providing excellent service and

products. The vendor must demonstrate his financial stability, market performance, customer responsiveness and commitment to quality personnel.

15.3.1 Vendor Financial Stability. Provide an audited financial report for the latest complete fiscal year. Include information on debt or cash reserves. Include information on company ownership, and the objectives of any parent companies with regard to the proposing company. An analysis of this information independent of the RFP Evaluation committee(s) will be conducted by the Chief Financial Officer of the Boston Public Library.

15.3.2 Vendor Market Performance. Provide a listing of installations in the past two years, indicating which use the proposed software system vs. others provided by the vendor. Indicate sales trends over the last five years and overall revenue trends over the past five years.

15.3.3 Vendor Personnel. Provide resumes of key executive officers, including Heads of Product Development, Marketing , and Product Support. List key team members in these three departments, including all those who will be assigned to work with MBLN. Please include the length of service with your firm for these employees. Indicate the amount of time they will be expected to work with MBLN during implementation and on an ongoing basis. Note any key personnel who are actually consultants with your firm instead of employees.

15.3.4 Customer Responsiveness. The vendor should describe what customer feedback mechanisms are in place in terms of user groups, a process of eliciting software improvement requests, and willingness and ability to do customized programming.

15.4 Customer References15.5 Migration Plan and Experience15.6 Scalability15.7 Cost

In reaching a final decision MBLN will consider both price and evaluation criteria in determining the most advantageous proposal.

18


16. Timeline16.1 Vendor Evaluation Phase16.1.1 Issue RFP June, 200116.1.2 RFPs due on July 30, 200116.1.3 Review of Minimum Evaluation Criteria by August 10, 200116.1.4 Functional component scoring: 2 weeks16.1.5 In-depth Demonstrations: Late Summer 200116.1.6 Customer references and visits: Summer 200116.1.7 Comprehensive Proposal Ratings: October 2001.16.1.8 Opening of Price Proposals: October, after comprehensive ratings are established16.1.9 Selection of recommended Integrated Library System by October 31, 2001. (estimated)

16.2 Contract Negotiation Phase. November 2001.16.3 Conversion Phase. Dec. 2001 through March 2002.16.3.1 Migration Planning and Testing16.3.2 System Orientation and Profiling.16.3.3 Bibliographic and item data first conversion pass.16.3.4 Patron data first conversion pass.16.3.5 Other data files as determined.

16.4 Installation Phase. April through June 2002.16.4.1 Install new system in mirror mode.16.4.2 Set up a training database.16.4.3 Mount converted data.16.4.4 Test system.

16.5 Cutover Phase.16.5.1 Stop data-entry on DRA Classic.16.5.2 Cut “gap” data and convert it.16.5.3 Stop all work on DRA Classic.16.5.4 Convert Transaction Files.16.5.5 Go live on new system. July 2002.

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D. Functional Evaluation

17. Response CodesIndicate the availability of a point by placing one of the following codes in the left margin of your response.

Code Meaning Definition ScoreA Available Vendor currently supplies this capability as a part of a

general software release. It is included as a basic part of the quoted system.

4

O Optional Addition

Vendor currently supplies this capability as a part of a general software release. It is not included as a basic part of the quoted system, but is available as an added cost option. Please give cost information.

3

P Partially Available

Parts of the requested functionality are available in a general software release. Note which parts are available, and which deserve N, T, or D responses.

1-3

T In Testing Scheduled for general release within 12 months. Development work is completed and testing is underway. Indicate the date that development began and the expected date for general release.

2

D In development Testing and release planned within 2 years. Indicate the date that development began and the expected date for general release.

1

N Not available Not planned, or no development underway that will result in a product release within 2 years.

0

Use July 1, 2001 as the starting date when figuring the “within 12 months” or “within 2 years” answers.

When responding to a capability that includes multiple functions, only answer “A” if ALL of the listed functions are available. If some but not all functions are available, indicate with a “P” and include a short note. For instance: If printing to a laser printer is under development then the response would be:

P Ability to print to dot matrix and laser printer

A note might indicate: “Able to print to most dot matrix printers. A patch for laser printing will be in general release by fall of 2001.”

Points designated as Mandatory! Will not be scored according to the above table. Mandatory points will be used for the purposes of section 14, determining Minimum Evaluation Criteria.

Points designated as H! are Highly Advantageous to MBLN. They will score double the points indicated in the above table.

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18. DefinitionsMBLN or MBLN-wide. A procedure, process, parameter or function that applies across the entire system of software and hardware, and to every unit of operation therein.

Library or Library-wide. A political entity within the membership of MBLN. Examples are Boston Public Library, Chelsea Public Library, Boston Public Schools. Library-wide settings affect one political entity within MBLN and all of its sub-units, but no other Library.

Branch. A distinct physical location (generally a building) within a Library. Examples are: Boston Latin School, South End branch of the Boston Public Library. Branch settings affect only that branch and its departments.

Department. A subunit of a branch that has its own identifiable collection. May have its own point of circulation.

Unit. A term applicable to any department, branch or library within MBLN.

Hold. The ability to record that a patron would like to use a particular title or item, and to notify him or her when it is available.

Item Hold. The hold is only for a particular item represented by a unique barcode.

Title Hold. The hold works for any copy attached to the relevant title record, at a particular library.

Network Transfer. A hold alert for a title or item located at another library within MBLN , and the resulting transfer/tracking process.

Inter-Library Loan. A request for a title to be obtained from a library outside of MBLN.

Purchase Request. A request that a title not owned by a particular Library be purchased.

Reserve or Course Reserve. An alert, status or notice that a particular copy has been placed in a special status that does not permit general circulation, and is set aside at a particular place for use by a particular group.

Unlimited. When referring to number of entries or note size, unlimited means that there is no arbitrary maximum number of entries or note size, other than the limits posed by the storage capacity purchased.

Dynamically. New records or updates to records appear ready for use in system functions in real time.

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19. System Software & Hardware

Workstation Support:____ 1.1 The system supports impact and laser printers.____ 1.2 The system supports any workstation printer that is supported by the Microsoft

Windows operating systems.____ 1.3 The staff client software supports barcode readers connected to networked PC’s

via a keyboard connection.____ 1.4 The staff client software supports barcode readers connected to networked PC’s

via a serial port connection.____ 1.5 The system supports thin clients for staff workstations.____ 1.6 The system supports thin clients for OPAC workstations.____ 1.7 The system complies with all Windows operating system functionality and

services.____ 1.8 H! Upgrades to the client software can be loaded centrally, or from the server

side. (i.e. we do not have to load them individually on each personal computer.)

Operating System____ 1.9 Mandatory! TCP/IP communications are fully supported.____ 1.10 The system is able to generate TCP/IP packets at the Operating System level.____ 1.11 The system provides a method of controlling, holding and spooling print jobs.____ 1.12 The Operating System provides a variety of access levels and capabilities,

including the ability for MBLN system staff to access any Operating System features directly.

____ 1.13 The Operating System supports real-time multi-tasking.____ 1.14 The Operating System supports prioritizing of jobs.____ 1.15 The Operating System (including root access) is accessible by MBLN systems

staff for trouble-shooting,_____ 1.1.1 task priority management, _____ 1.1.2 modification of security and access parameters,_____ 1.1.3 modification of other MBLN-specific parameters.

____ 1.2 The Operating System proposed is in use by other clients of the Vendor:_____ 1.2.1 is in production release, _____ 1.2.2 has national support by an OS support team, _____ 1.2.3 is upgraded on a recurring basis, _____ 1.2.4 has a reporting process for providing MBLN discovered "bug" reports, _____ 1.2.5 has a response mechanism for replying to Operating System problems.

____ 1.3 The Operating System has a mechanism for reporting system generated bug or error alerts to the vendor.

____ 1.4 The Operating System has a command line interface accessible from the system console.

____ 1.5 The Operating System has a command line interface accessible via telnet.____ 1.6 The Operating System has a GUI interface accessible from the system console.____ 1.7 A full set of printed operating system documentation is delivered upon

installation.____ 1.8 A full set of operating system documentation is available online.

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____ 1.9 The Operating System is fully documented with a set of system services and features that the Vendor understands.

Data Base Management System (DBMS):____ 1.10 H! Data structures are stored in relational tables.____ 1.11 H! MBLN systems staff can query the database by using TransAct SQL.____ 1.12 Authorized staff may query the database using Microsoft Access.____ 1.13 Authorized staff may query the database using a vendor supplied report generator.____ 1.14 The DBMS provides all the security and access features of the operating system.____ 1.15 The DBMS is in production release.____ 1.16 The DBMS is delivered with a full set of documentation required for its operation,

resource allocation and management.____ 1.17 The DBMS provides all necessary stored procedures and queries for use in

generating reports. ____ 1.18 System usage and allocation information can be reported.____ 1.19 The system provides full and incremental security at the DBMS level.

Support for Multiple Databases____ 1.20 H! The system allows for the maintenance of separate bibliographic databases,

with each database having the option of implementing all of the functions possible in the system software as defined throughout the RFP.

____ 1.21 H! Records can be copied and/or transferred directly from one database to another.

____ 1.22 The system can maintain separate active databases.____ 1.23 Separate databases can share data files, such as two bibliographic databases

sharing a patron file.____ 1.24 Each database must be capable of having its own separate data, record structures,

and functions, with unique configuration choices. Functions that can be implemented differently in each database include:

_____ 1.24.1 Record import and export (for example, the matching algorithm for record matching may vary from database to database);

_____ 1.24.2 Authority control, with separate authority files linked only to bibliographic records in that database;

_____ 1.24.3 Circulation functions (for example, the circulation options selected might be different in each database);

_____ 1.24.4 Retrieval and display algorithms (for example, each database might select a different set of fields to include in a name search; each database might select a different display constant for the 100 field in a bibliographic record);

_____ 1.24.5 User authorization/security protocols (for example, each database might define different rules for which staff may edit what type of record);

_____ 1.24.6 Record, field and item-level masking (which might be different in each database).

____ 1.25 Additional non-bibliographic databases can be created and maintained.____ 1.26 Non-bibliographic databases can contain OLE objects.____ 1.27 Non-bibliographic databases can have their own index definitions.____ 1.28 Non-bibliographic databases can have their own field definitions.

23


Third Party Products:____ 1.29 H! The ILS supports third party patron self-service devices such as check-out and

check-in hardware or software. List the devices supported:____ 1.30 The ILS supports ADA-compliant hardware and software products.____ 1.31 The ILS integrates successfully with the following third party products used by

MBLN: epixtech's URSA_____ 1.31.1 H! Citrix/Metaframe_____ 1.31.2 H! PeopleSoft Financial_____ 1.31.3 PeopleSoft Human Resources_____ 1.31.4 WebTrends_____ 1.31.5 WebFeat_____ 1.31.6 CybraryN_____ 1.31.7 Power Chute or other UPS management software_____ 1.31.8 Norton Antivirus or other anti-virus software

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2. System Operations

Systems Interface____ 2.1 H! System provides a Graphical User Interface for management of system codes,

parameters, and general troubleshooting.____ 2.2 Parameters, codes and settings that apply to a particular Unit location are

assembled into an identifiable Unit Profile.____ 2.3 H! Profiles can be copied from one unit to create new ones.____ 2.4 H! Changes to parameters or code values can be applied in batch to a selected set

of profiles or units.____ 2.5 Code deletions can be applied in batch to a selected set of profiles or units.____ 2.6 Code additions can be applied in batch to a selected set of profiles or units.____ 2.7 System provides an easy method for adding, changing, or deleting all system

codes and parameters.____ 2.8 System provides a GUI interface to allow for troubleshooting/changing of

individual patron, holding, or holds records.____ 2.9 System provides a GUI interface to monitor system performance and pinpoint

system problems.

Access Security____ 2.10 Mandatory! Access to specific functions can be limited to authorized users

and/or workstations.____ 2.11 Access to specific records or fields can be limited to authorized users and/or

workstations____ 2.12 H! An unlimited number of unique user logins and passwords can be created. If

limited, answer P and state limit: __________________ 2.13 H! An unlimited number of user authorization profiles, that enable specific staff

functions and features, can be created. If limited, answer P and state limit: ______________

____ 2.14 H! Multiple levels of security can be provided, so that staff at one Library cannot edit or delete records owned by another Library.

____ 2.15 A user profile can be assigned to multiple users.____ 2.16 Multiple profiles can be assigned to a single user.____ 2.17 H! A user profile can be copied to create a new profile.

Standards:____ 2.18 Mandatory! The system uses or adheres to: MARC21 and OCLC/MARC formats

for Bibliographic Records;_____ 2.18.1 H! MARC21 and OCLC/MARC Authorities Format._____ 2.18.2 H! MARC21 Format for Holdings Data (MFHD)_____ 2.18.3 Z39.2 Information Interchange (1994)_____ 2.18.4 Mandatory! Z39.5023 Information Retrieval (1995)_____ 2.18.5 Z39.56 Serial Item and Contribution Identifier (SICI-1996)_____ 2.18.6 Z39.63 Interlibrary Loan Data Elements (1983)_____ 2.18.7 Z39.69 Record format for Patron Records (draft)_____ 2.18.8 Z39.70 Format for Circulation Transactions (draft)_____ 2.18.9 Z39.71 Holdings Statement for Bibliographic Items. (1999)_____ 2.18.10 Z39.81 Data Dictionary for Circulation/Interlibrary Loan/User Records. (proposed)_____ 2.18.11 H! SIP2 Standard Information Protocol

25


_____ 2.18.12 H! ISO 10160/10161 Interlibrary Loan_____ 2.18.13 H! EDIFACT Electronic Data Interchange for Administration, Commerce and Transport.

____ 2.19 Vendor adheres to all appropriate network technology standards, including, but not limited to, ISO, ITU, and IETF standards.

System Upkeep and Troubleshooting ____ 2.20 H! A hung staff user session can be cleared or unlocked by a systems operator.

Describe how this is done step by step.____ 2.21 H! A hung OPAC session can be cleared or unlocked by a systems operator.

Describe how this is done step by step.____ 2.22 If workstation is disconnected from the host or jammed in some way, it is

automatically reconnected to the system when rebooted or otherwise reset.____ 2.23 Daily routine upkeep tasks do not require the system be taken off-line.____ 2.24 Daily routine upkeep tasks require that the system be taken off-line for less than

an hour per day.____ 2.25 System Reboots can be scheduled for unattended execution.____ 2.26 MBLN can manage internal system resources, either by operating system

functionality, DBMS functionality, or by one or more system utilities.

Data Manipulation____ 2.27 Ability to batch process any set of records by any code.____ 2.28 The system provides batch change utilities to change data in all functional

components.____ 2.29 The system provides batch update utilities to change data in all functional

components.____ 2.30 The system provides batch delete utilities to change data in all functional

components.____ 2.31 The system provides batch load utilities for all functional components.____ 2.32 Batch record deletion and re-indexing can be done in a single step in real time.____ 2.33 Batch record addition and re-indexing can be done in a single step in real time.____ 2.34 Batch record modification and re-indexing can be done in a single step in real

time.____ 2.35 The batch change utility will display only the saved sets created by the library,

based on user privileges.____ 2.36 Data in public user accounts can be limited to an MBLN defined size.____ 2.37 Data in public user accounts can be purged after an MBLN specified period of

time.

Backups____ 2.38 Mandatory! The system can restore all completed transactions following any

accidental or deliberate file damage.____ 2.39 Mandatory! The system can restore all data, application, and Operating System

files following any accidental or deliberate file damage.____ 2.40 H! The system provides for the forward recovery of all transactions from a

specified point following correction of any damage.____ 2.41 H! The system provides the ability to restore data from backup media, selectively,

file by file as well as restoring the entire system.____ 2.42 H! Transaction logs are copied to backup media or mirrored media in real time.

26


____ 2.43 Transaction logs are copied to backup media or mirrored media at scheduled points during the day.

____ 2.44 File saves can be scheduled for unattended execution.

Documentation____ 2.45 Documentation provided covers each functional capability of the system.____ 2.46 Documentation provided covers the operating system.____ 2.47 Documentation provided covers the database management system.____ 2.48 Documentation is searchable online.____ 2.49 Electronic versions of the documentation are provided so that each library can

customize documentation to reflect policy/procedure choices that have been made.

____ 2.50 MBLN may reproduce documentation for staff use. If the number of reproductions allowed is limited, state the limit.

____ 2.51 Your documentation won technical writing awards. Specify which.

Training____ 2.52 Vendor can provide training for Systems office staff in the operating system.____ 2.53 Vendor can provide training for Systems office staff in the database management

system.____ 2.54 Vendor can provide training for Systems office staff in periodic system upkeep

routines.____ 2.55 Vendor can provide training for Systems office staff in report generation.____ 2.56 Vendor can provide “train the trainer” sessions for all functional components.____ 2.57 A testing and training database can be maintained.____ 2.58 The system is capable of running test or sample applications with no impact on

production data.____ 2.59 The system is capable of running sample or test data with no impact on the

production data.____ 2.60 All report generation features are available for use on the sample or test data.____ 2.61 A mechanism exists to log and track support issues and calls.

27


3. Reports & Notices____ 3.1 Reports from backup and archive files can be generated by authorized staff.____ 3.2 Records retrieved by the report writer may be saved to a file and then run through

an appropriate batch change utility.____ 3.3 Any and all output can be displayed on screen.____ 3.4 H! Data can be downloaded and/or imported into a third party spreadsheet,

database or statistics program.____ 3.5 The output delimiters for data fields and records can be defined on a report-by-

report basis.____ 3.6 Reports and report results can be created and stored in sub-sets for individual, and

unit use.____ 3.7 Record results can be extracted and sorted by any data element in any record.____ 3.8 Multiple fields, and a combination thereof, can be sorted in either ascending or

descending order.____ 3.9 Any output results can be combined with other reports.____ 3.10 Automatic formatting or report layout specification is supported.____ 3.11 All system and local reports can be printed on laser, inkjet and dot matrix printers,

depending on the individual workstation setting.____ 3.12 All system and local reports can be printed to screen.____ 3.13 All system and local reports can be emailed via SMTP mail.____ 3.14 H! Any report can be run automatically on a schedule.____ 3.15 Statistical information can be extracted from any functional component, and from

multiple functional components simultaneously.____ 3.16 Report templates are updated automatically when new codes are added or when

old codes are deleted.____ 3.17 Systems staff can abort a running report.

Report Generation Software____ 3.18 The report generator can be operated in a real-time mode without significantly

degrading system response time.____ 3.19 Separate or related files can be linked and data from multiple files can be included

in a single report. ____ 3.20 New reports can be created by modifying existing reports, and then saved for

subsequent re-use.____ 3.21 A variety of arithmetic and statistical operations, including sums, cross-tabs,

correlation, and regression analysis, is supported.____ 3.22 Data elements can be accessed and combined by using Boolean operators.____ 3.23 A simple command language, designed for users with no programming

experience, is supported.____ 3.24 Vendor supports any third party software that is recommended or stated by vendor

to be compatible with vendor’s system.____ 3.25 The report generator is designed so that authorized library staff (i.e. non-

programmers or systems staff) may create reports.____ 3.26 The report generator is designed so that authorized library staff (i.e. non-

programmers or systems staff) may run reports.

28


____ 3.27 The system provides a response time guard that prevents reports from degrading the response time of essential functional components.

Vendor Supplied (Canned) Reports____ 3.28 H! The ILS comes with a suite of canned reports sufficient to measure standard

library activity.____ 3.29 All canned reports used for mailings, (for instance, patron and vendor

correspondence) can be formatted for a variety of data mailers for each Library.____ 3.30 A report can be generated showing the number of hours that a library or group of

libraries are open, for periods covering a week, a month, and a year.____ 3.31 A report can be generated for all pertinent Web statistics.____ 3.32 All reports specified in all other sections of this RFP must be supported by the

system (See individual sections for specific report types).____ 3.33 The Operating System must provide the reporting capability for a variety of

technical and user requirements, including the following: sessions underway, session time and length, resources in use, resources available, system’s "stress" level, back-up statistics, and other resource and operation factors.

Patron Notices____ 3.34 The text of patron notices can be modified by each Library.____ 3.35 Fields that appear on patron notices can be modified by each Library.____ 3.36 The schedule of notice creation and printing can be set by each Library.____ 3.37 E-mail hold notices are sent immediately after the item has been trapped for the

patron without having to wait for end of day processing.____ 3.38 The system can determine which address to use for the notice depending on date

criteria in the patron record (e.g. a summer address or school year address).

Circulation StatisticsIn this section Answer A for all points that are currently available as canned reports with the system as

installed. Answer P if the data elements are available to create a report in a report-generator supplied with the system or an SQL query.

____ 3.39 The ILS provides an array of canned reports of circulation statistics.____ 3.40 Circulation by patron type____ 3.41 Circulation by Library, with Branch and Unit subtotals.____ 3.42 Circulation by Branch____ 3.43 Circulation by charging Unit____ 3.44 Circulation by owning Unit____ 3.45 Circulation of materials owned by other MBLN libraries (includes totals for each

library represented)____ 3.46 Circulation of materials to patrons affiliated with other MBLN libraries (includes

totals for each library represented)____ 3.47 Circulation by patron's 5-digit zip code.____ 3.48 Circulation by item type.____ 3.49 Circulation to libraries that are not members of MBLN.____ 3.50 Circulation of non-MBLN items circulated from MBLN libraries.____ 3.51 Checkins____ 3.52 In person Renewals____ 3.53 Telephone Renewals

29


____ 3.54 Renewals through the OPAC____ 3.55 Self-service station Renewals____ 3.56 Self-service Checkouts____ 3.57 Number of total items routed in transit from other MBLN libraries.____ 3.58 Number of items routed in transit from other MBLN libraries to fill patron

requests.____ 3.59 Number of notices printed with detail by notice type (holds, overdue, etc) and

notification type (email, mail, etc.)____ 3.60 Number of patrons registered, per Library.____ 3.61 Number of patrons deleted, per Library.____ 3.62 Number of patron records modified, per Library.____ 3.63 Number of replacement patron barcode numbers issued.____ 3.64 Number of replacement item barcode numbers issued.____ 3.65 Number of on-the-fly records created at Checkout, per Unit.____ 3.66 Number of items sent as part of Deposit Collections.____ 3.67 Number of items used in-house.

OPAC Reports and Statistics____ 3.68 Terminal/workstation use report and statistics.____ 3.69 Database usage reports.____ 3.70 OPAC use statistics include: successful searches,_____ 3.70.1 searches started,_____ 3.70.2 searches aborted,_____ 3.70.3 searches by title,_____ 3.70.4 searches by keyword,_____ 3.70.5 searches by author,_____ 3.70.6 help function used,_____ 3.70.7 Reports and Statistics .

Cataloging Reports and Lists____ 3.71 Deleted bibliographic records according to user-defined fields.____ 3.72 Bibliographic records with no holdings for x amount of time.____ 3.73 Brief records according to user-defined fields.____ 3.74 Error reports for failed or suspect import or export transmissions.____ 3.75 List of titles whose last item or holding has been deleted or marked for deletion. ____ 3.76 New authority records added.____ 3.77 Authority records deleted.____ 3.78 Authority records changed.____ 3.79 Breakdown of collection codes and call numbers by branch.____ 3.80 Items with no activity for a selected range of time.____ 3.81 Inventory results by user-defined categories.

Cataloging Statistics or counts____ 3.82 Bibliographic records added, by user-defined criteria..____ 3.83 Bibliographic records changed, by user-defined criteria. ____ 3.84 Bibliographic records deleted, by user-defined criteria.____ 3.85 MFHD Holdings records added, by user-defined criteria.____ 3.86 MFHD Holdings records changed, by user-defined criteria.

30


____ 3.87 MFHD Holdings records deleted, by user-defined criteria..____ 3.88 Items added, by user-defined criteria.____ 3.89 Items changed, by user-defined criteria.____ 3.90 Items deleted, by user-defined criteria..____ 3.91 Authority records added, by user-defined criteria..____ 3.92 Authority records changed, by user-defined criteria.____ 3.93 Authority records deleted, by user-defined criteria.____ 3.94 Count of bibliographic records in a database.____ 3.95 Count of holdings records in a database.____ 3.96 Count of items in a database.____ 3.97 Count of authority records in a database.

Hold Reports and statistics____ 1.1 Titles with multiple hold requests can be listed.____ 1.2 H!- Titles with hold requests that exceed a Library defined ratio of holds to

copies can be listed.____ 1.3 Statistical reports on holds are provided:_____ 1.3.1 Number of requests received_____ 1.3.2 Number of requests filled_____ 1.3.3 Number of requests placed

____ 1.4 Statistical reports on holds can be correlated to Branch.

31


4. User Interface

Look & Feel____ 4.1 H! The system provides continuity of menus, commands, and display structure

across functional components.____ 4.2 The system provides for ease of staff and patron movement and transference

among functional components.

Configuration____ 4.3 MBLN defines which fields and subfields will be indexed.____ 4.4 The system allows authorized users to modify indexing parameters without

incurring additional charges or without requiring vendor support.____ 4.5 MBLN can create an unlimited number of system codes.

Display & Functionality____ 4.6 H! Any existing record can be displayed while it is being edited elsewhere on the

system.____ 4.7 H! The system displays an appropriate ‘Record in Use’ message when a user

attempts to modify a record that is being modified, or that is open, elsewhere on the system.

____ 4.8 When the system displays a 'Record in Use' message, all other system activities remain functional.

____ 4.9 When a record is in use, the operator has the option to be notified when that record becomes available; and choosing this option allows the operator to continue to use all system options and sends a screen message to that operator when the record available for modification.

____ 4.10 H! The system can selectively mask and display any record(s) or data element(s) in the OPAC, based on any value found in the MARC, bibliographic, holdings, and/or item records.

____ 4.11 H! The system can selectively mask and display any record(s) or data element(s) in the OPAC, based on any value found in an associated Serials or Acquisitions record.

____ 4.12 H! System calendar changes take effect immediately without having to logout or otherwise reset the workstation.

____ 4.13 The system supports full-screen editing for all records.____ 4.14 The system automatically records the date and time of each created and modified

record.____ 4.15 Suppressed records or parts of records can be displayed in staff mode.____ 4.16 Suppressed records or parts of records can be distinguished from other records,

when in staff mode.____ 4.17 The system displays and prints the full ASCII character set and does not require

any special configuration or setup to display non-alphanumeric symbols.____ 4.18 The system displays the full ALA character set and does not require any special

configuration or setup to display non-alphanumeric symbols.____ 4.19 The full ALA character set can be printed on MS Windows compatible printers.____ 4.20 The system supports the full UNICODE character protocol.

32


____ 4.21 The system displays and prints the full Chinese Japanese and Korean character sets.

____ 4.22 The system provides a utility to create local Help Screens and to copy them from one library account to another.

____ 4.23 System calendars may be updated at any time, regardless of whether the system is being actively used.

____ 4.24 H! System calendars may be copied from one unit location to another. ____ 4.25 The system provides a "transaction in progress" visual indication for transactions

that exceed MBLN-defined response time, at MBLN-defined intervals, until the response is provided.

____ 4.26 H! The ILS can assist in capturing a public workstation so that it can only perform functions of the ILS or designated resources, and not do general internet surfing. If available, describe this functionality.

_____ 4.26.1 Links embedded in bibliographic records can still be followed in such captured stations.

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5. Bibliographic Data Import & Export

Import /Export ____ 5.1 Mandatory! Bibliographic records in MARC21 format may be imported into the

database.____ 5.2 Bibliographic records in MARC21 format may be exported from the database.____ 5.3 H!- Staff can download individual records and batches of records from

bibliographic utilities, by various methods, including:_____ 5.3.1 FTP_____ 5.3.2 Tape_____ 5.3.3 Record Transfer_____ 5.3.4 Other Methods And Media.

____ 5.4 H!- Staff can upload individual and batches of records to bibliographic utilities by various methods, including

_____ 5.4.1 FTP_____ 5.4.2 Tape_____ 5.4.3 Record Transfer_____ 5.4.4 Other Methods And Media.

____ 5.5 H!- Staff can load bibliographic and other records in various formats in the background, without disrupting service.

____ 5.6 Ability to identify records from acquisitions, on-order records, temporary, or CIP records for future upgrade to full MARC records.

____ 5.7 MBLN can define fields to strip when loading bibliographic records.____ 5.8 MBLN can define criteria for mapping data from one field to another within a

record when loading bibliographic records.____ 5.9 System uses codes and the date to record the type(s) of processing done on a

record, such as: Manual Review, PromptCat, Bib Notification, etc.____ 5.10 Processing codes are readily retrievable through the report writer and other tools.

De-duplicating and MARC Record Overlay ____ 5.11 Mandatory! During a record overlay all pre-existing links to other records in the

database are maintained. (Examples: order, claiming, receipt, invoicing, item, or MARC holding records).

____ 5.12 Imported bibliographic records that duplicate ones already in the database during a batch load are logged and reported.

____ 5.13 MBLN can define duplicate checking criteria.____ 5.14 System detects and alerts to duplicate individual bibliographic records when filed

as defined by network criteria.____ 5.15 Brief records can be overlaid with MARC records individually.____ 5.16 Brief records can be overlaid with MARC records in a batch process.____ 5.17 System generates report of records overlaid in a batch process.____ 5.18 System can store incoming records that would overlay from a batch load in a file

for review. ____ 5.19 Staff can undo the overlay of an individual record.____ 5.20 Staff can undo the overlay of a group of records in a batch process.

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____ 5.21 MBLN can define tags or subfields, both individually and in combination, for record overlay, including:

_____ 5.21.1 Bibliographic Utility control numbers_____ 5.21.2 LCCN_____ 5.21.3 Publisher number_____ 5.21.4 Encoding level_____ 5.21.5 Local numbers.

____ 5.22 Staff can select fields to retain when overlaying an individual existing bibliographic record.

____ 5.23 Staff can define fields to retain when batch overlaying existing bibliographic records.

____ 5.24 Different merging algorithms can be used for different record types and sources.____ 5.25 Merging algorithms determine whether incoming record overlays existing record

or existing record is preserved with incoming holdings only added.____ 5.26 MBLN is able to customize record merging algorithms for batch importing of

records._____ 5.26.1 Merging and overlay algorithms can be specific to each MARC format record type and to each

non-standard system record type (such as borrower, vendor, order, fund, etc.).

____ 5.27 When the system detects an incoming record that matches an existing database record, the library should be able to specify, on a batch-by-batch basis, how any merge/overlay takes place.

_____ 5.27.1 Merge data from both bibliographic records (for example, retain all unique key numbers, the most complete contents notes, and unique subject heading groups, e.g. MeSH and LC), and add or merge holdings information;

_____ 5.27.2 Completely overwrite the existing record - bibliographic and holdings - with the incoming record;_____ 5.27.3 Add the new holding to any existing holdings, but leave the bibliographic portion untouched;_____ 5.27.4 Overwrite only the bibliographic portion of the existing record, leaving the holdings information

untouched;_____ 5.27.5 Overwrite a single holding in the existing record, leaving the bibliographic portion and other

holdings untouched;_____ 5.27.6 Overwrite the bibliographic portion of the existing record, but merge incoming holdings with the

existing holdings;_____ 5.27.7 Merge incoming holdings with existing holdings but leave bibliographic portion untouched.

____ 5.28 The library should be able to specify, on a batch-by-batch basis, whether any overlay/merging is automatic or whether records identified as duplicates should be flagged for review and manual merging.

_____ 5.28.1 Review records must be retrievable by branch.

____ 5.29 The process that merges bibliographic/holdings records accurately manages both version and local (i.e. copy-specific) information, including notes, reproduction information, subject headings, added entries, call numbers, locations, and holdings.

____ 5.30 MBLN can block an automatic overlay based on information in the existing record (e.g. if the record is for instructor-owned material on reserve; or if staff have placed a block to an authority record).

____ 5.31 MBLN can define which fields and subfields will not be overwritten in the merge and overlay process.

____ 5.32 The before-images of merged or overlaid records should be available for comparison for a specified period of time. Automatic merges and overlays should be able to be rolled back in case of error.

35


Validation ____ 5.33 Updated Validation tables can be uploaded when MARC format standards are

updated.____ 5.34 System performs automatic validation of fields and tags during importing of

bibliographic records.____ 5.35 Upon validation failure the user has the option to load records and generate

reports.____ 5.36 Upon validation failure the user has the option to store records in separate file for

review.

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6. Cataloging

System and Screen Operations____ 6.1 The system has mouse support and a graphical user interface.____ 6.2 The user is able to program shortcut keys, function keys, and macros.____ 6.3 System supports multiple simultaneous work sessions on a cataloger’s

workstation, _____ 6.3.1 including: Authority File_____ 6.3.2 Work File_____ 6.3.3 Bibliographic Database_____ 6.3.4 Bibliographic Utility

____ 6.4 Users have the ability to download selected data to PC-based software.____ 6.5 System automatically assigns a unique record control number to every

bibliographic record.____ 6.6 System retains the date added and the most recent modification date for

Bibliographic Records;_____ 6.6.1 Holdings Records_____ 6.6.2 Item Records_____ 6.6.3 Authority Records.

____ 6.7 MBLN determines how date added and date modified are affected during batch loads and overlays.

____ 6.8 MBLN determines criteria for which functions change the date modified.____ 6.9 MBLN can batch delete MARC records with no holdings for x amount of time.____ 6.10 MBLN can create a file of deleted bibliographic records.____ 6.11 System provides on-screen help feature with context-sensitive help.____ 6.12 MBLN may create customized on-screen help.____ 6.13 A code identifying the operator that created and most recently edited a record is

recorded:_____ 6.13.1 In: Bibliographic Records,_____ 6.13.2 Holdings Records,_____ 6.13.3 Item Records,_____ 6.13.4 Authority Records.

Bibliographic Records____ 6.14 H!- System supports all MARC21 bibliographic formats available and all updates. ____ 6.15 MARC record lengths are only limited by the definitions of the standard. If limit

is lower, answer P and state limit: _____________ 6.16 MARC record fields have unlimited size. If not unlimited, answer P and state

limit: _____________ 6.17 System supports ACRL RBMS Checklist for Rare Book Records in Online

Systems.____ 6.18 Staff can create temporary records for ILL and other items.____ 6.19 Staff can automatically delete temporary records for ILL and other items

according to specified criteria.____ 6.20 System supports URLs (and in the future, URNs (names) and other URIs as

developed):

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_____ 6.20.1 Including: Full support for the MARC 856 field and future fields as defined in the MARC21 formats for electronic location and access information, including creation, import, editing, display, searching, and export.

_____ 6.20.2 Provide or support of a third-party URL-checker, providing initial verification of URLs input by staff and periodic verification and reporting of obsolete or invalid URLs.

_____ 6.20.3 The ILS recognizes URLs in bibliographic records and converts them into hypertext links._____ 6.20.4 Support launching from a URL to external online resources, initiating web browsers (at a

minimum Netscape and Internet Explorer) or other applications as appropriate.

____ 6.21 System is fully compatible with 2-digit and 4-digit LCCN prefixes.____ 6.22 System retains alphabetic LCCN prefixes in the LCCN index.____ 6.23 MBLN can define nonstandard (e.g., 8xx and 9xx) MARC fields.____ 6.24 MBLN can edit the table of valid MARC tags.

Record Creation and Editing____ 6.25 The MARC bibliographic record can be edited in full-screen and full-record

mode. ____ 6.26 MARC holdings records can be edited in full-screen and full-record mode. ____ 6.27 It is possible to cut and paste within a record and between open windows.____ 6.28 Default field and constant data values can be defined by library-specific templates

or user log-ons.____ 6.29 The Undo function in record editor can undo changes sequentially, most recent

changes first.____ 6.30 A Revert function in the record editor can return the record to the most recently

saved version with a single keystroke or mouse click.____ 6.31 Users can print an entire MARC record at one time, rather than printing screen by

screen.____ 6.32 The record editor provides automatic validation of fields and tags during

input/editing of bibliographic information, including:_____ 6.32.1 Fixed field entry_____ 6.32.2 Indicators_____ 6.32.3 Subfield codes.

____ 6.33 The system offers a spelling checker.____ 6.34 MBLN can add supplemental word lists for the spelling checker.____ 6.35 Staff can perform global changes on data in pre-defined groups of MARC

records, (e.g., change the 245 subfield “h” from “computer file” to “electronic resource” in a set of records in a batch.)

____ 6.36 The ILS can validate standardized numbers, e.g., ISBN.____ 6.37 Staff can add or delete MARC tags with assigned values on pre-defined groups of

MARC records.____ 6.38 H!- Staff can merge bibliographic records without losing holds and item

information.____ 6.39 System supplies bibliographic data-entry templates.____ 6.40 Staff can create bibliographic data-entry templates.____ 6.41 Staff can modify bibliographic data-entry templates.____ 6.42 Staff can mark fields in the templates as required fields.____ 6.43 Staff can copy a record as the basis of a new record, without duplicating the

original record control number.

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____ 6.44 The ILS can re-sequence fields after editing to the correct MARC record format order.

____ 6.45 H!- Bibliographic records with holdings attached cannot be deleted.

MARC Holdings____ 6.46 H!- System supports MARC21 Format for Holdings Data and all updates.____ 6.47 H!- System maintains holdings records as separate records not embedded in

bibliographic records.____ 6.48 System automatically generates a consolidated display of holdings in the OPAC

based on the ANSI Z39.44 Serial Holdings Display format.____ 6.49 MARC Holdings Records can be associated with any bibliographic record stored

in the system.____ 6.50 For MARC Holdings Records associated with serials, (a) predictive check-in

system automatically generates the MARC Holdings Record.____ 6.51 H!- A single bibliographic record may be associated with multiple holdings

records representing the holdings of multiple library units.____ 6.52 H!- When multiple holdings records share a single bibliographic record, multiple

call number schemes can be used.____ 6.53 A holdings record may be associated with more than one bibliographic record.

(e.g. for bound with titles).____ 6.54 H!- The ILS is capable of importing existing MFHD records from external

sources.____ 6.55 Staff can perform global changes on data in pre-defined groups of MFHD records.____ 6.56 Holdings records and parts of records can be suppressed from the OPAC if

desired.____ 6.57 Suppressed records or parts of records can be displayed in staff mode.____ 6.58 Suppressed records or parts of records can be distinguished from other records in

staff mode.____ 6.59 H!- Staff can create templates for entry of MFHD data.____ 6.60 Staff can mark fields in the Holdings entry templates as required fields.____ 6.61 Codes entered into MFHD records can be validated against MBLN defined

values.____ 6.62 System stores, accesses, correctly sorts and displays a variety of classification

schemes including: LC, DDC, Free-text.

Items____ 6.63 Item records contain the following data:_____ 6.63.1 Barcode_____ 6.63.2 Call number _____ 6.63.3 Library_____ 6.63.4 Branch_____ 6.63.5 Department_____ 6.63.6 Collection Code (shelf location)_____ 6.63.7 Last activity_____ 6.63.8 Cost_____ 6.63.9 Extra parts (e.g. book accompanying the cassette)_____ 6.63.10 Date added_____ 6.63.11 Last date used_____ 6.63.12 Inventory date_____ 6.63.13 Free text note field

39


_____ 6.63.14 Note field to display at check-in_____ 6.63.15 Number of times checked out_____ 1.1.1.1 Historic_____ 1.1.1.2 Year-to-date_____ 1.1.1.3 Month-to-date_____ 1.1.2 Current status_____ 1.1.3 Preservation status

____ 1.2 Authorized staff can delete items in a batch according to user-defined criteria.____ 1.3 A preview report can be run showing the records that would be included in a

batch delete.____ 1.4 A “Last Copy” report can be run that lists titles whose last copy was deleted.____ 1.5 The last copy report can be defined to show either last copy in MBLN or last copy

in a Member Library.____ 1.6 The user will be alerted during the manual deletion of an individual item record

that is the last copy in MBLN.____ 1.7 System blocks libraries from modifying and deleting other libraries’ items.____ 1.8 Batch changes can be made to field values in user-defined sets of item or holdings

records. (e.g. item status to missing)____ 1.9 A single item record can be linked to multiple bibliographic records (for bound-

withs, analytics, etc.).____ 1.10 H!- Item records can be moved from one bibliographic record to another.____ 1.11 Item records can be moved from one bibliographic record to another when the

item is charged out.____ 1.12 Mandatory!- Item or MFHD holdings records can have unique call numbers

distinct from the bibliographic record.____ 1.13 The call number field of the item or holdings record can default to a Library-

specified field of the bibliographic record.____ 1.14 System provides defaults for constant data based on library and user logon.____ 1.15 System provides a mechanism for tracking materials through various processing

states, such as pre-circulation processing, binding and end-processing, delivery to and return to non-owning units, and missing and lost stages.

____ 1.16 Item records and parts of records can be suppressed from the OPAC if desired.____ 1.17 Suppressed records or parts of records can display in staff mode.____ 1.18 Suppressed records or parts of records can be distinguished from other records in

staff mode.

Labels____ 1.19 H!- Spine and/or pocket labels can be printed individually for a displayed

holdings or item record.____ 1.20 Spine and/or pocket labels can be printed individually for a displayed

bibliographic record.____ 1.21 H!- A set of spine and/or pocket labels can be saved for batch printing.____ 1.22 The set of labels can be sorted by user-defined criteria.____ 1.23 Templates for label formatting can be defined by each Library.____ 1.24 The user can create or modify label formats.____ 1.25 Multiple files of labels with user-defined names can be created for batch printing.____ 1.26 Formats for printing on standard commercial labels are provided with the ILS.____ 1.27 Formats for printing on label stock can be defined by MBLN.

40


Searching and Display in cataloging____ 1.28 ILS has the full searching capability of the OPAC, including the ability to

combine any search terms in a single search or limit command.____ 1.29 Cataloging module searching can retrieve records by: shelf location;_____ 1.29.1 Item status;_____ 1.29.2 Owning unit;_____ 1.29.3 Item or holdings record call number.

____ 1.30 Searches in process may be aborted at any time.____ 1.31 System integrates the display of uniform titles with all titles under an author

search.____ 1.32 LCCN searches can be made using the alphabetic prefix.____ 1.33 LCCN searches made without the alphabetic prefix can retrieve records that

match the LCCN number but have the prefix.____ 1.34 MBLN can define criteria that will mask matching bibliographic records from

view in the public catalog. _____ 1.34.1 Masking can: suppress entire record from display;_____ 1.34.2 Suppress all sub-records from display as well, (for example, all holdings records, copy records,

etc.) _____ 1.34.3 Suppress only records related to the holdings in one unit._____ 1.34.4 Suppress specific fields or elements of a record from public display.

____ 1.35 A record suppressed from public display is not added to the search result or set count for public users, but is retrieved, counted, and displayed to staff.

____ 1.36 Staff can re-execute a search in another functional component (such as Acquisitions or OPAC) without re-keying.

Indexing____ 1.37 H!- Newly created records can be dynamically indexed. ____ 1.38 H!- Newly edited records can be dynamically indexed.____ 1.39 Newly created records can be batch indexed. ____ 1.40 Newly edited records can be batch indexed.____ 1.41 Mandatory! MBLN can define indexes.____ 1.42 H!- MBLN can define which tags are indexed in each index, including the 008.____ 1.43 H!- Different subfields in a field (e.g., 700 a and t) can be indexed in separate

indexes.____ 1.44 H!- MBLN may include all bibliographic fields in a keyword index.____ 1.45 System supports the following standard number indexes and is capable of

searching and retrieving accurate results: OCLC control number_____ 1.45.1 H!- ISBN _____ 1.45.2 H!- ISSN _____ 1.45.3 SuDoc Number_____ 1.45.4 Barcode Number _____ 1.45.5 Publisher Number _____ 1.45.6 Database Control number.

____ 1.46 System recognizes and correctly indexes MARC non-filing indicators.____ 1.47 H!- MBLN can rebuild an index while other users are still performing searches

on that index.

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2. Authority Control____ 2.1 Mandatory!- System includes an online interactive authority control function.____ 2.2 H!- - System supports full MARC21 Format for Authority Data and all updates.____ 2.3 Authority control module includes control for: Personal names_____ 2.3.1 Corporate names_____ 2.3.2 Meeting/Conference names_____ 2.3.3 Uniform titles including author/title records_____ 2.3.4 Series_____ 2.3.5 Geographic subject headings_____ 2.3.6 Topical subject headings_____ 2.3.7 Form/genre subject headings

____ 2.4 System can support multiple subject heading schemes, e.g., LCSH, MeSH, and LC Children's.

____ 2.5 System identifies and reports headings that are not authority controlled.____ 2.6 System does not require creation of an authority record for every heading used in

the bibliographic record in an authorized field.____ 2.7 Staff can create new authority records.____ 2.8 System accepts tapeload of authority records from utilities or vendors.____ 2.9 H!- System accepts FTP of authority records from utilities or vendors.____ 2.10 H!- System accepts online import of individual authority records from utilities or

vendors.____ 2.11 Duplicate authority records can be identified based on MBLN specified criteria.____ 2.12 Staff can select fields to retain when overlaying an existing authority record. ____ 2.13 Staff can merge two or more authority records based on selected criteria and

reconnect authority records to related bibliographic records.____ 2.14 Authority records can be automatically deleted if they meet specified criteria.____ 2.15 Staff can edit all fields in the MARC authority record. ____ 2.16 Authority files can be searched: word-by word through browse lists;_____ 2.16.1 by keywords;_____ 2.16.2 by control numbers.

____ 2.17 System returns a browseable list when an exact match is not in the index.____ 2.18 Staff can edit or delete more than one authority record at a time.____ 2.19 Lists of recently added authority records can be generated.____ 2.20 Lists of updated authority records can be generated.____ 2.21 H!- Authorized fields can be verified before MARC records are loaded into the

database.____ 2.22 H!- Authorized fields can be verified during data entry of individual bibliographic

records.____ 2.23 H!- Authorized fields can be verified during editing of individual bibliographic

records.____ 2.24 System can detect and report blind cross-references.____ 2.25 Blind cross-references are suppressed in the OPAC.____ 2.26 Scope notes can be displayed in the OPAC, based on selected criteria.____ 2.27 Reference fields in Authority records generate references in the OPAC.____ 2.28 System reports “referred from” (see reference) heading conflicts.

42


____ 2.29 Authority records and parts of authority records can be suppressed from the OPAC.

____ 2.30 Suppressed records or parts of records can be seen and distinguished from other records in staff searching mode.

Global change____ 2.31 H!- System supports global authority changes to bibliographic records based on:_____ 2.31.1 Headings_____ 2.31.2 Heading strings _____ 2.31.3 Subdivisions

____ 2.32 Global changes can run in batch mode or in real-time. ____ 2.33 System generates a list of the changes that will occur during a global search and

replace command reports prior to execution of the command.____ 2.34 System generates a post-global change report.

43


3. Acquisitions____ 3.1 Mandatory! The Integrated Library System includes a materials acquisitions

component that can maintain distinct budget, fund, order, and supplier account files for each MBLN member library.

____ 3.2 H!- ILS provides for an unlimited number of all types of acquisition records, without an added cost.

____ 3.3 H!- Users may move from Acquisitions to other functions without signing off of acquisitions.

____ 3.4 The ILS can process the acquisition of all types of materials.____ 3.5 Reminders can be set to alert staff of a needed action at some future set date.____ 3.6 New Acquisitions records appear dynamically in the bibliographic database.____ 3.7 Changes to records appear dynamically in Acquisitions and Serials modules.____ 3.8 Record deletions can be undone by command.____ 3.9 More than one person can view acquisitions records at the same time.____ 3.10 Users can print a complete record even if it is longer than one screen.____ 3.11 Users can select portions of a record to print.____ 3.12 System can check all mathematical operations.

Screens and Record editing____ 3.13 Undo: User can undo the last change on an editing screen____ 3.14 Undo History: User can select from a list of recent actions to undo.____ 3.15 Undo Commands: User can undo the last command (e.g. accept check-in) ____ 3.16 All acquisitions records have unlimited size note fields. If limited, answer P and

specify limit: ____________

Bibliographic Information____ 3.17 H!- Acquisitions functions link to and use the data from the bibliographic

database.____ 3.18 An order record may be moved from one bibliographic record to another.____ 3.19 An acquisitions receipt record may be moved from one bibliographic record to

another.

Security____ 3.20 Mandatory! Users registered with one Library can be denied the ability to change

fund records created for another member library of MBLN.____ 3.21 H!- It is impossible for users registered with one library to view fund records

created by another library.____ 3.22 H!- It is impossible for users registered with one library to enter or modify

receipt records created by another library.____ 3.23 Access to fund information is permissible by log-on.____ 3.24 Access to receive functions is permissible by log-on.____ 3.25 Permission denials can be overridden by staff with an authorized password.

Supplier Records and Processes____ 3.26 H!- Supplier records are shared by the Acquisitions and Serials modules.

44


____ 3.27 Supplier Account files are library specific. Only a library may create, modify, and delete supplier records belonging to itself.

____ 3.28 Library may enter an unlimited number of supplier records. If limited, answer P and state limit: __________

Fund Records and Processes____ 3.29 H! Fund records are library specific. ____ 3.30 H!- Multiple fiscal years may be active simultaneously.____ 3.31 H!- Fund records are shared by the Acquisitions and Serials modules.____ 3.32 Fund files may have an unlimited number of records. If limited, answer P and

state limit: ______________ 3.33 The fund system displays, for each fund: Allocated amount;____ 3.34 The fund system displays, for each fund: Encumbered amount;____ 3.35 The fund system displays, for each fund: Received amount (i.e. encumbrance

cleared, payment not yet authorized);____ 3.36 The fund system displays, for each fund: Expended amount;____ 3.37 H! The fund system displays, for each fund: Available Balance amount;____ 3.38 The fund system displays, for each fund: Over-encumbered amount.____ 3.39 Fund journal entries for off-system expenses may be recorded and included in

fund calculations.____ 3.40 Fund journal entries for mid-year allocations may be entered.____ 3.41 Disencumber or reverse an amount that has been encumbered.____ 3.42 Amounts encumbered for items are disencumbered automatically when

expenditures are recorded against the item.____ 3.43 Command to transfer funds from one specified account to another while

maintaining an audit trail.____ 3.44 The cost of an item may be split between multiple funds.____ 3.45 Fund entry templates may be created, modified and deleted.____ 3.46 Each library may define its own set of fund templates.____ 3.47 Retain fund history on line for a customer-defined period.____ 3.48 Ability to define fiscal years differently for different funds.____ 3.49 A Fund can be temporarily frozen to prevent any further orders being placed

against it.____ 3.50 A Fund can be permanently closed as of a specified date to prevent any future

orders being placed against it.

Order Compilation____ 3.51 H!-Orders can be compiled by selecting titles from the bibliographic database.____ 3.52 H!- Orders for titles not in the bibliographic database can be entered by

authorized acquisitions staff._____ 3.52.1 Such entry can be done without logging out of the order creation process._____ 3.52.2 Such entry can be done on a form that requires enough information to place an order._____ 3.52.3 Such “acquisition” title records are uniquely flagged so that catalogers can upgrade them._____ 3.52.4 Such “acquisition” title records are uniquely flagged so that they can be matched against a

bibliographic utility and automatically upgraded.

____ 3.53 H!- Acquisitions module searches can be done with the same functionality as searches in the public catalog.

____ 3.54 Acquisitions module searches can be done via: item barcode,

45


_____ 3.54.1 database control number_____ 3.54.2 title_____ 3.54.3 author_____ 3.54.4 ISBN_____ 3.54.5 ISSN_____ 3.54.6 fund name and number_____ 3.54.7 purchase order number_____ 3.54.8 supplier_____ 3.54.9 supplier assigned number.

____ 3.55 Search keys may be combined.

Price and Cost Information____ 3.56 Order summary records show total order cost after discounts and charges.____ 3.57 Order line item records show list prices.____ 3.58 Order line item records show actual prices.____ 3.59 Order line item records show discounts used.____ 3.60 Order line item records show shipping charges.____ 3.61 Order line item records show processing charges.____ 3.62 Invoice line item records show actual prices.____ 3.63 Invoice line item records show discounts used.____ 3.64 Invoice line item records show shipping charges.____ 3.65 Invoice line item records show processing charges.____ 3.66 From Acquisitions, the user can see prices entered in the MARC record.____ 3.67 From Acquisitions, the user can see prices entered in any MBLN item record.____ 3.68 H!- From Acquisitions, the user can see prices entered in previous orders for an

item.____ 3.69 Prices can be entered in foreign currencies.____ 3.70 Foreign currencies are translated into dollars using a table of values.____ 3.71 Foreign currencies are translated into dollars using current values loaded from the

Internet. If yes, indicate source.____ 3.72 Dollar values of outstanding orders placed in foreign currencies can be updated

from current tables with a single command.

Order Record Entry____ 3.73 Order line-items may have an unlimited-length, free text field. If limited, answer

“P” and specify limit: ________________ 3.74 Fields may have pre-entered default values.____ 3.75 Size of title fields for all types of orders is unlimited: If limited, answer “P” and

specify limit: ________________ 3.76 Size of author fields for all types of orders is unlimited: If limited, answer “P” and

specify limit: ________________ 3.77 Order templates may be created for different types of materials.

Order Destinations, Quantities and Funding ____ 3.78 H!-For each order line item MBLN can indicate many destination departments.____ 3.79 H!-For each destination department MBLN can indicate quantity ordered.____ 3.80 H!-For each destination department MBLN can indicate fund charged.____ 3.81 H!-For each destination department MBLN can indicate multiple funds charged.____ 3.82 Charges for one copy of a title ordered may be allocated to more than one fund.

46


Order Functions____ 3.83 H!- The OPAC shows items on order, indicating an on order status.____ 3.84 The OPAC can mask display of items on order for a branch if that branch has

active items.____ 3.85 The OPAC can show items that are received, indicating an in process status.____ 3.86 Ability to fully integrate the OCLC PromptCat service into the acquisition process____ 3.87 Order records can be purged by date, supplier, title, status, etc.____ 3.88 View the complete order record on-line, including payment history.____ 3.89 Ability to use codes which expand to phrases on the electronic or paper purchase

orders. Example: media type.____ 3.90 H!- Support for renewal of specified on going orders with the same purchase

order number each renewal period.____ 3.91 Support for renewal of specified on going orders with new purchase order

numbers each renewal period.____ 3.92 One part of a bibliographic entity can be ordered, e.g. vol. 2 of a set.____ 3.93 Multiple parts of a bibliographic entity can be ordered, e.g. vols. 3,6 & 9 of a set.____ 3.94 H!- An unlimited number of order records can be linked to a single bibliographic

record. If no, answer P and specify limit: ____________

Duplicate Checking____ 3.95 System alerts operator that library has copies of a title in the bibliographic

database.____ 3.96 System alerts operator that library has copies of a title on previously released

purchase orders.____ 3.97 System alerts operator that library has copies of a title on un-released purchase

orders.____ 3.98 System alerts operator that library has copies of a title on active selection lists.

Purchase Orders____ 3.99 H!- Each library has its own purchase order numbering scheme.____ 3.100 H!- System checks for duplicate PO numbers by Library.____ 3.101 Operator may enter a purchase order number.____ 3.102 System can suggest the next Library-unique PO number to use.____ 3.103 Purchase Order numbers can include both alphabetic and numeric characters.____ 3.104 Purchase order records can be retrieved by: Purchase Order number, _____ 3.104.1 format, _____ 3.104.2 supplier name, _____ 3.104.3 receipt status,_____ 3.104.4 fund,_____ 3.104.5 invoice number, _____ 3.104.6 payment status,_____ 3.104.7 publisher, _____ 3.104.8 requestor, _____ 3.104.9 order date,_____ 3.104.10 type of order,_____ 3.104.11 valid search terms for any title on the purchase order.

____ 3.105 Purchase order line item displays can be sorted by: author, _____ 3.105.1 title, _____ 3.105.2 format, _____ 3.105.3 publisher,

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_____ 3.105.4 requestor, _____ 3.105.5 unit,_____ 3.105.6 receipt status.

____ 3.106 H!- Each Library can customize the format of printed purchase orders.____ 3.107 Purchase order batches can be sorted by supplier before printing.____ 3.108 Authorized staff can correct an incorrect purchase order after release on the

system.____ 3.109 Staff can reprint a purchase order.____ 3.110 Various types of purchase orders can be placed, including: Firm orders_____ 3.110.1 Pre-paid orders_____ 3.110.2 Standing orders_____ 3.110.3 Deposit orders_____ 3.110.4 Approval orders_____ 3.110.5 Subscription orders

Standing Orders____ 3.111 H!- Titles that are on standing order can be tracked.____ 3.112 H!- Multiple copies of standing orders can be tracked by department destination.____ 3.113 Standing order records can indicate staggered order cycles (e.g. every other year)____ 3.114 System predicts probable arrival date of next edition.____ 3.115 Claims can be generated for review and release.____ 3.116 Encumbrances for standing orders are calculated at the beginning of the fiscal

year for the entire fiscal year.____ 3.117 Encumbrances for the remainder of the fiscal year are calculated when new

standing orders are entered.____ 3.118 Receipt of standing orders records an expenditure against a fund.____ 3.119 H!- Receipt also disencumbers amounts.____ 3.120 Orders for works-in-part can be placed. (i.e. a series of publications that have a

defined end-point)____ 3.121 Works-in-part can be encumbered on the system.

Deposit Orders____ 3.122 H!- Amount supplier has on deposit is tracked and adjusted as expenditures are

made.____ 3.123 Expenditures are recorded when a deposit order is placed.____ 3.124 Staff is alerted when deposit needs to be replenished, according to library-set

parameters.____ 3.125 Orders made to deposit vendors are not encumbered unless there are insufficient

funds on deposit.

Approval Orders____ 3.126 Order information for approval plan materials can be entered.____ 3.127 Order information for approval plan materials can be loaded from supplier

electronic files. Describe how and with which suppliers.____ 3.128 Receipt/Expenditure of approval plan items can be done without an order on the

system.

Cancellations____ 3.129 H!- Operator can cancel a PO line item and all associated destinations and

quantities in one step.

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____ 3.130 Operator can cancel orders for particular copies.____ 3.131 Operator can cancel the unreceived remainder of an order.____ 3.132 User can generate a display of orders before x date with unfilled titles.____ 3.133 H!- Canceling an order automatically updates all appropriate fields, records, and

indexes, including order, and fund records.____ 3.134 H!- Canceling an order automatically disencumbers from the appropriate fund.____ 3.135 Cancellations can be flagged as library-generated or supplier-generated.____ 3.136 Supplier-generated cancellations do not produce cancellation notices.____ 3.137 Library-generated cancellations may produce cancellation notices.____ 3.138 Cancellation notices electronically sent by suppliers are automatically posted to

the system. If yes, list with which suppliers this currently works.

Claims____ 3.139 Claim reports can be created for unfilled orders older than a certain date.____ 3.140 Claim reports can be created for specific suppliers____ 3.141 Claim reports can be created for specific Libraries.____ 3.142 Claim notices to specific suppliers can be created for specific Libraries.____ 3.143 Each Library can customize claim notices.____ 3.144 Claim notices can be sent electronically to suppliers.

Selection Lists____ 3.145 H!-Selectors can transmit information on order requests to acquisitions staff by

compiling selection lists.____ 3.146 H!-Selectors can compile selection lists by choosing records from the

bibliographic database.____ 3.147 Selectors can add information for titles not in the bibliographic database to the

list.____ 3.148 The Selector can specify a destination unit on the list.____ 3.149 A Selector can indicate multiple destinations for a title.____ 3.150 A Selector can indicate quantities for each destination listed.____ 3.151 Libraries can require that selection lists items be marked as approved before

releasing to Acquisitions staff.____ 3.152 H!-Purchase orders can be created automatically from selection lists by

authorized staff.____ 3.153 Authorized staff can designate suppliers for particular items on a list.____ 3.154 A “Create PO” function will transfer items from a selection list to a Purchase

Order for each supplier designated.____ 3.155 Acquisitions staff can designate that items on the list be assigned to a particular

Purchase Order.____ 3.156 A list of items with the status of missing can be created using criteria such as date

made missing, Department, Publication date, etc.____ 3.157 A selection list can be created by marking items on this missing item list.

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Receipt & Invoice Functions____ 3.158 Supports receipt of items in all material formats.____ 3.159 H!- Holds trigger a rush alert to the operator when an item is being received.____ 3.160 H!- Receipt of partial shipments of an order may be logged.____ 3.161 H!-Operator can determine which destinations to receive partial shipments

against.____ 3.162 H!- Receipt of partial shipments of a multi-volume set may be logged.____ 3.163 H!- ISBN searches for order records can be done by scanning the ISBN barcode

imprinted on books.____ 3.164 H!- The Invoice approval function can allocate pro-rated charges to all associated

funds. (e.g. shipping or processing)____ 3.165 Items can be received and added to an invoice in a single step. ____ 3.166 Items can be received in one step, but added to an invoice in a separate step.____ 3.167 Receipt record supports free text notes of unlimited length. If no, specify limit:

________________ 3.168 Invoices may be created for items that were not originally ordered on the system.____ 3.169 Credit memos can be recorded with fund updating.____ 3.170 Ability to record receipt of all outstanding items on an order.____ 3.171 Ability to undo a receipt at any time until an invoice is finally processed.____ 3.172 H!- Ability to display the record on which an item is received when it is paid on a

different record (for example: memberships; subscriptions)____ 3.173 Ability to receive all types of supplementary materials (and specifically): _____ 3.173.1 special issues, _____ 3.173.2 supplements, _____ 3.173.3 pocket parts, _____ 3.173.4 loose-leaf parts, _____ 3.173.5 replacement issues, _____ 3.173.6 indexes, _____ 3.173.7 accompanying material.

____ 3.174 Note fields can be edited after receipt of material.____ 3.175 An unlimited number of receipt / check-in records can be linked to a single

bibliographic record. If no, specify limit: ________________ 3.176 Ability to automatically alert the operator if a fund used to pay is different than

the fund encumbered.____ 3.177 Invoice summary records show total cost.____ 3.178 Invoice summary records show shipping/handling charges.____ 3.179 Invoice summary records show processing charges.____ 3.180 Process and record the following types of payments:_____ 3.180.1 Prepayment; _____ 3.180.2 Partial payment; _____ 3.180.3 Credits; _____ 3.180.4 Deposit accounts; _____ 1.4.1 Memberships; _____ 1.4.2 Approval plans; _____ 1.4.3 Blanket orders for an entire publisher’s output; _____ 1.4.4 Leasing arrangements.

____ 1.5 H!- Support for a payment without a physical item to be received (for example, a subscription to an Internet database)

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Year-break Functions____ 1.6 Ability to roll over funds and encumbrances at the end of the fiscal year.____ 1.7 Optionally roll over fund allocations at beginning of fiscal year.____ 1.8 Ability to add new allocations at the beginning of the fiscal year.____ 1.9 Ability to retain or cancel orders at the end of a fiscal year.____ 1.10 Purge completed orders before a specified date.____ 1.11 Cancel outstanding orders before a specified date____ 1.12 System provides a workform to assist in allocating amounts to funds at the start of

the year. (e.g. form shows total-to-allocate, fund allocations from last year, and available balance or over-allocation. Balance changes as fund amounts are adjusted, or funds are added or closed.)

Electronic Data Interchange____ 1.13 H!- Orders may be transmitted electronically to jobbers.____ 1.14 H!- Orders may be transmitted electronically to book publishers.____ 1.15 Purchase orders may be sent via e-mail.____ 1.16 H! Supports BISAC protocols for electronic ordering.____ 1.17 Supports SISAC protocols for electronic ordering.____ 1.18 H!- Supports EDIFACT.____ 1.19 Support for XML based protocols for supplier interfaces.____ 1.20 Will continue to support EDIFACT as XML protocols are developed and

standardized.____ 1.21 EDI protocols can be defined for multiple suppliers.____ 1.22 Acquisition records may be downloaded from new title announcement services.____ 1.23 Ability for supplier to send updates for the MBLN bibliographic database when

an item is ordered electronically through the supplier database.____ 1.24 Ability for supplier to send updates for order and fund records when an item is

ordered electronically through the supplier database.____ 1.25 Order confirmations can be posted automatically to the acquisitions files.____ 1.26 Claims can be sent electronically____ 1.27 Library cancellation notices can be sent electronically.____ 1.28 FTP can be used to send electronic files to suppliers____ 1.29 FTP can be used to receive electronic files from suppliers____ 1.30 Electronic invoices can be posted to acquisitions files to update funds.____ 1.31 Ability to interface with all client-accessible modules of suppliers' on-line

systems. Detail which systems.____ 1.32 EDI links can be made to multiple suppliers.

Reports ____ 1.33 Ability to generate claims, orders, cancellations, and other supplier

correspondence in paper format.____ 1.34 H!-Reports can be exported in standard formats for use with other software

packages:____ 1.35 H!-Financial Reports can be exported directly to PeopleSoft.____ 1.36 Reports can be exported in MS Excel format____ 1.37 Reports can be exported in MS Word format____ 1.38 Reports can be exported in MS Access format

51


____ 1.39 Reports can be exported in delimited ASCII format____ 1.40 Canned Acquisitions reports are available._____ 1.40.1 These include: Supplier fulfillment rate,_____ 1.40.2 Supplier fulfillment promptness, _____ 1.40.3 Average supplier discount,_____ 1.40.4 Fund balances,_____ 1.40.5 Average price of materials per fund,_____ 1.40.6 H! Purchase orders by status._____ 1.40.7 Items ordered by status and unit. _____ 1.40.8 Statistical information on acquisitions activity._____ 1.40.9 H!- Alert for standing orders and serials when subscription is about to expire, for items not on

automatic renewal.

____ 1.41 Orders may be printed from a batch queue.____ 1.42 Orders may be printed so that supplier addresses align with a standard window

envelope.____ 1.43 Customized reports on acquisitions files may be designed using a report writing

tool.____ 1.44 Customized reports on acquisitions files may be designed using SQL.____ 1.45 Customized reports on acquisitions files may be designed using MS Access.

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2. Serials Control____ 2.1 Mandatory! The ILS includes a serials control component that can maintain

distinct serials check-in files for each MBLN member library._____ 1.1.1 Serials order files are distinct for each member library._____ 1.1.1 Serials supplier account files are distinct for each member library._____ 1.1.2 Serials fund files are distinct for each member library.

____ 2.2 H!- Provides for an unlimited number of all types of serials records, without an added cost.

____ 2.3 H!- Ability to move from serials to other functions without signing off. ____ 2.4 Circulation functions can be accessible from the serials screen.____ 2.5 Set Reminders: Alert staff of a needed action at some future set date.____ 2.6 New Serials records appear dynamically in the bibliographic database.____ 2.7 Specific serials records can be viewed at more than one station at the same time.____ 2.8 Ability to print a complete record even if it is longer than one screen.____ 2.9 Ability to select what one wants to print within the record.____ 2.10 Produce spine labels that include customer specified data elements from item

records

Integration with other components____ 2.11 H!-Serial Acquisitions is integrated into Acquisitions.____ 2.12 Serials fund structure is integrated with acquisitions.____ 2.13 Serials order structure is integrated with acquisitions.____ 2.14 Serials report structure is integrated with acquisitions.

Screens and Record editing____ 2.15 Undo: User can undo the last change on an editing screen____ 2.16 Undo History: User can select from a list of recent actions to undo.____ 2.17 Undo Commands: User can undo the last command (e.g. accept check-in) ____ 2.18 Deleted records can be reinstated.____ 2.19 All serials records have unlimited size note fields. If limited, answer P and state

limit: __________

Serial Bibliographic & Holdings Information____ 2.20 H!- Serials uses MARC21 Format for Holdings Data (MFHD) records.____ 2.21 H!- Serials functions link to and use the data from the bibliographic database.____ 2.22 Publication patterns can be stored and associated with order records.____ 2.23 Summary holdings statements can be entered free-text into holdings records____ 2.24 Summary holdings statements in holdings records can be created by the system

from check-in records.____ 2.25 Information on previous and subsequent titles can be displayed.____ 2.26 Ability to move a serial order record to another bibliographic record.____ 2.27 Ability to move a serial check-in record to another bibliographic record.____ 2.28 Specific serial bibliographic records can be masked from view in the public

catalog.____ 2.29 Specific serial holdings records can be masked from view in the public catalog.

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____ 2.30 A set of default public notations can be defined for serials holding records (e.g. “Latest issue does not circulate”.)

____ 2.31 The default notations can form part of a validated selection list.____ 2.32 Bibliographic records can be imported from OCLC’s Serials Union List Offline

Products (SULOP).____ 2.33 Local Data Records can be imported from OCLC’s Serials Union List Offline

Products (SULOP).____ 2.34 Serial bibliographic records can be imported from RLIN.____ 2.35 H!-Serials module searches can be done with the same functionality as searches in

the public catalog.

Security____ 2.36 H! Users registered with one Library can be denied the ability to change fund

records created for another member library of MBLN.____ 2.37 H!- Users registered with one Library can be denied the ability to view fund

records created for another member library of MBLN..____ 2.38 H!- Users registered with one library may not enter or modify check-in records

created by another library.____ 2.39 H!- Users registered with one Branch may not enter or modify check-in records

created by another Branch.____ 2.40 Access to fund information is permissible by log-on.____ 2.41 Access to check-in functions is permissible by log-on.____ 2.42 Access to order record edit functions is permissible by log-on.____ 2.43 Permission denials can be overridden by staff with an authorized password.

Supplier Records and Processes____ 2.44 H!- Supplier records are shared by the Acquisitions and Serials modules.____ 2.45 Supplier Account files are library specific. Only a library may create, modify, and

delete supplier records belonging to itself.____ 2.46 Library may enter an unlimited number of supplier records. If limited, answer P

and state limit: __________

Fund Records and Processes____ 2.47 H!- The funds defined for Acquisitions are also used for Serials.____ 2.48 H!- Fund records are library specific. ____ 2.49 H!- Multiple fiscal years may be active simultaneously.____ 2.50 H!- Fund records are shared by the Acquisitions and Serials modules.____ 2.51 Fund files may have an unlimited number of records. If limited, answer P and

state limit: ______________ 2.52 H!- The fund system displays, for each fund: Allocated amount;____ 2.53 H!- The fund system displays, for each fund: Encumbered amount;____ 2.54 The fund system displays, for each fund: Received amount (i.e. encumbrance

cleared, payment not yet authorized);____ 2.55 H!- The fund system displays, for each fund: Expended amount;____ 2.56 H!- The fund system displays, for each fund: Available Balance amount;____ 2.57 The fund system displays, for each fund: Over-encumbered amount.

54


____ 2.58 Fund journal entries for off-system expenses may be recorded and included in fund calculations.

____ 2.59 Fund journal entries for mid-year allocations may be entered.____ 2.60 Command to transfer funds from one specified account to another while

maintaining an audit trail.____ 2.61 The cost of an item may be split between multiple funds.____ 2.62 Fund entry templates may be created, modified and deleted.____ 2.63 Each library may define its own set of fund templates.____ 2.64 Retain fund history on line for a customer-defined period.____ 2.65 Ability to define fiscal years differently for different funds.____ 2.66 A Fund can be temporarily frozen to prevent any further orders being placed

against it.____ 2.67 A Fund can be permanently closed as of a specified date to prevent any future

orders being placed against it.____ 2.68 H!- Annual subscription costs can be estimated.____ 2.69 Annual subscription costs can be encumbered against appropriate funds.____ 2.70 Comprehensive serial invoices can be related to specific subscription orders for

the purposes of expenditure allocation and disencumbering.

Serial Order Record____ 2.71 Serial order records do not appear in the public catalog.____ 2.72 Each subscription record can contain the following data elements: Supplier_____ 2.72.1 Supplier Account number_____ 2.72.2 Supplier title number_____ 2.72.3 Supplier Subscription ID number (i.e. a number referring to a particular order, generally for a

particular location)_____ 2.72.4 Term_____ 2.72.5 Price_____ 2.72.6 Processing charge_____ 2.72.7 Shipping charge_____ 2.72.8 Misc. charge_____ 2.72.9 Number of copies_____ 2.72.10 Destination location_____ 2.72.11 Order date._____ 2.72.12 Commencement date._____ 2.72.13 Fund charged._____ 2.72.14 Invoice number._____ 2.72.15 Invoice date._____ 2.72.16 Note field of unlimited size. If limited, answer P and state limit: _______________ 2.72.17 Country of origin._____ 2.72.18 Discount.

____ 2.73 Serials order records can be retrieved by searching on: ISSN;_____ 2.73.1 item barcode_____ 2.73.2 database control number_____ 2.73.3 title_____ 2.73.4 author_____ 2.73.5 fund name and number_____ 2.73.6 purchase order number_____ 2.73.7 supplier_____ 2.73.8 supplier title number._____ 2.73.9 supplier subscription ID number.

55


____ 2.74 Search keys may be combined.

Ordering____ 2.75 H!- Serial orders are placed using the acquisitions fund system.____ 2.76 Orders can be compiled by selecting titles from the bibliographic database.____ 2.77 Purchase alerts can be created for issues that become missing, damaged or lost.____ 2.78 Memberships that include subscriptions can be tracked.____ 2.79 Serials exchange programs between libraries are supported.____ 2.80 Orders for parts can be made, including: pocket parts, special issues, loose-leaf,

and irregular items.____ 2.81 Multi-year subscriptions may be placed.____ 2.82 H!- Brief bibliographic records can be created to use in placing orders for titles

not yet in the bibliographic database.____ 2.83 Such entry can be done without logging out of the serials order creation process.____ 2.84 Such entry can be done on a form that requires enough information to place an

order.____ 2.85 Such “acquisition” serial title records are uniquely flagged so that catalogers can

upgrade them.____ 2.86 Such “acquisition” serial title records are uniquely flagged so that they can be

matched against a bibliographic utility and automatically upgraded.____ 2.87 These brief order records can be electronically transmitted to suppliers as well as

orders based on full MARC records.

Price and Cost Information____ 2.88 Order summary records show total order cost after discounts and charges.____ 2.89 Order line item records show list prices.____ 2.90 Order line item records show actual prices.____ 2.91 Order line item records show discounts used.____ 2.92 Order line item records show estimated shipping charges.____ 2.93 Order line item records show estimated processing charges.____ 2.94 Invoice line item records show actual prices.____ 2.95 Invoice line item records show discounts used.____ 2.96 Invoice line item records show shipping charges.____ 2.97 Invoice line item records show processing charges.____ 2.98 From Serials, the user can see prices entered in any MBLN item record.____ 2.99 Prices can be entered in foreign currencies.____ 2.100 Foreign currencies can be translated into dollars using a table of values.____ 2.101 Foreign currencies can be translated into dollars using current values loaded from

the internet. If yes, indicate source.____ 2.102 Dollar values of outstanding orders placed in foreign currencies can be updated

from current tables with a single command.____ 2.103 Translations can be made from dollar amounts into specified foreign currencies.

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Order Record Entry____ 2.104 Support unlimited-length, free text field in the order summary record.____ 2.105 Support unlimited-length, free text field in the order line-item record.____ 2.106 Support for pre-entered default fields or constant data fields.____ 2.107 Size of title fields for all types of orders is unlimited: If no, specify limit:

________________ 2.108 Size of author fields for all types of orders is unlimited: If no, specify limit:

________________ 2.109 Ability to create multiple order templates for different types of materials.____ 2.110 Ability to create and edit templates for creating orders.

Order Destinations, Quantities and Funding ____ 2.111 H!-Support ordering multiple copies for different locations.____ 2.112 H!-For each order line item MBLN can indicate many destination departments.____ 2.113 H!-For each destination department MBLN can indicate quantity ordered.____ 2.114 H!-For each destination department MBLN can indicate fund charged.____ 2.115 H!-For each destination department MBLN can indicate multiple funds charged.____ 2.116 Charges for one copy of a title ordered may be allocated to more than one fund.

Order Functions____ 2.117 View the complete order record on-line, including payment history.____ 2.118 Ability to use codes which expand to phrases on the electronic or paper purchase

orders. Example: media type.____ 2.119 H!- Support for renewal of specified on going orders with the same purchase

order number each renewal period.____ 2.120 Support for renewal of specified on going orders with new purchase order

numbers each renewal period.____ 2.121 H!- An unlimited number of order records can be linked to a single bibliographic

record. If limited, answer P and specify limit: ________________ 2.122 H!- An unlimited number of check-in records can be linked to a single

bibliographic record. If limited, answer P and specify limit: ________________ 2.123 Serials uses the same Purchase Order Numbering system as Acquisitions. ____ 2.124 If a user attempts to enter a PO number on a serials PO that has already been used

on another PO, the user will be alerted.____ 2.125 System can suggest the next Library-unique PO number to use.____ 2.126 Purchase Order numbers can include both alphabetic and numeric characters.____ 2.127 H!- Each Library can customize the format of printed serial purchase orders.____ 2.128 Authorized staff can correct an incorrect purchase order after release on the

system.____ 2.129 Staff can reprint a purchase order.

Standing Subscription Orders____ 2.130 System maintains a list of titles that are under subscription.____ 2.131 H!- Multiple copies of standing orders can be tracked by department destination.____ 2.132 Staggered order cycles (e.g. every other year) can be placed and tracked.____ 2.133 Encumbrances for subscriptions are calculated at the beginning of the fiscal year

for the entire fiscal year.

57


____ 2.134 Encumbrances for the remainder of the fiscal year are calculated when new subscription orders are entered.

Reminder Orders____ 2.135 Reminders can be set to order continuation titles that are not specifically on

standing order.____ 2.136 Lists of reminders due in an upcoming period can be printed.____ 2.137 Reminders due in an upcoming period can be automatically placed on a selection

list.____ 2.138 Staggered cycles can be set for reminders.

Deposit Orders____ 2.139 H!- Amount supplier has on deposit is tracked and adjusted as expenditures are

made.____ 2.140 Expenditures are recorded when a deposit order is placed.____ 2.141 Staff is alerted when deposit needs to be replenished, according to library-set

parameters.____ 2.142 Orders made to deposit suppliers are not encumbered unless there are insufficient

funds on deposit.

Prediction____ 2.143 H!- The Serial Function predicts when issues will arrive.____ 2.144 The Serial Function predicts when issues will arrive, using patterns in the MFHD

record.____ 2.145 Issue prediction can account for staggered serial orders.____ 2.146 Prediction patterns can be created and edited.____ 2.147 Patterns may be re-used for titles with similar patterns.____ 2.148 Prediction patterns can be imported.____ 2.149 Prediction patterns can be exported.____ 2.150 H!- Publication patterns can be imported from MFHD databases using Z39.50.

Check-in____ 2.151 Scanning the SICI barcode on the back of a periodical pulls up a check-in screen

related to the appropriate title.____ 2.152 The item record’s public note field can be edited during serial check-in.____ 2.153 A list of issues and locations is presented when a title is called up for check-in.____ 2.154 Issues can be selected from this list by marking (e.g. with a check-off box).____ 2.155 Issues can be selected from this list by line number.____ 2.156 Ability to override the predicted issue when checking in, if the received issue is

not the expected issue but it conforms to the predicting pattern.____ 2.157 A Library can check in issues for sub-units, i.e. branches and departments.____ 2.158 Routing information is provided when an issue is checked in at a location

different from its destination.____ 2.159 Branches and departments may check in their own issues.____ 2.160 H!- Units can be prevented from checking in the issues predicted for other units.____ 2.161 Unexpected special issues may be checked in.

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____ 2.162 Ability to enter the issue designation overriding the prediction mechanisms entirely without disturbing the next issue prediction if the received issue does not conform to the predicting pattern, for example, a special supplement.

____ 2.163 Regular special issues can be accommodated in the issue prediction scheme.____ 2.164 Pocket-parts and loose-leaf pages may be checked in.____ 2.165 Receipt of other types of supplementary materials can be recorded.____ 2.166 Titles which do not have a predictable pattern of enumeration or chronology may

be checked in.____ 2.167 Serials holdings information is updated in real time upon check-in.____ 2.168 Posting of holdings information for new check-ins to the OPAC can be delayed or

given a special status for an MBLN defined amount of time.____ 2.169 A duplicate alert is given when an operator checks in an extra copy of the same

issue for the same location.____ 2.170 The numbering system for issues or volumes can be customized.

Professional Subscriptions____ 2.171 H!- The serials module may place and track orders for individual staff-members

or library offices.____ 2.172 Information on who the issue should be routed to is displayed at check-in.____ 2.173 H!- A routing slip with this information can be printed at check-in.

Discards____ 2.174 Authorized staff may designate by department that a certain holdings range is

slated for discard.____ 2.175 Items on holdings records slated for discard are automatically deleted.____ 2.176 Holdings statements on MFHD records are automatically updated for OPAC

display after deletion.____ 2.177 Charged items are not automatically deleted, but no longer appear in the OPAC.____ 2.178 Charged items on holdings records slated for discard are routed to the appropriate

staff upon check-in.____ 2.179 Serials holdings records are updated when serial items are marked lost or are

deleted.

Claiming____ 2.180 Claims can be done by Library for all Branches and Departments.____ 2.181 H!- The ILS can automatically identify issues that need to be claimed.____ 2.182 Staff can review claims before release.____ 2.183 Claims may be added manually for issues the ILS fails to identify.____ 2.184 Codes that expand into sentences or messages on claims can be defined.____ 2.185 Claim notices should include number of copies and destination location.____ 2.186 Claims can be blocked on specified titles.____ 2.187 Claims can be blocked on specified orders.____ 2.188 Claims can be blocked on specified issues.____ 2.189 A Library can define what the claim interval is.____ 2.190 An operator can input a different interval to produce a specific claim.____ 2.191 H!- Claiming intervals may vary, based on library-selected parameters._____ 2.191.1 Parameters include: item type,_____ 2.191.2 Material format,

59


_____ 2.191.3 Supplier,_____ 2.191.4 Issue frequency.

____ 2.192 The claim history of an issue can be reviewed.____ 2.193 Electronic claims may be submitted to suppliers.____ 2.194 Follow-up claims may be generated.____ 2.195 Claim reports can be created for missed issues older than a certain date.____ 2.196 Claim reports can be created for specific suppliers____ 2.197 Claim reports can be created for specific Libraries.____ 2.198 Claim notices to specific suppliers can be created for specific Libraries.____ 2.199 Each Library can customize claim notices.____ 2.200 Claims generated by staff with one level of privilege can be reviewed by staff

with a higher level before release to the supplier.

Cancellations____ 2.201 Authorized staff can cancel serial orders for particular titles.____ 2.202 Orders for particular destinations can be cancelled even if other destinations

within a Library still receive it.____ 2.203 H!- Canceling an order automatically updates all appropriate fields, records, and

indexes, including order, and fund records.____ 2.204 H!- Canceling an order automatically disencumbers from the appropriate fund.____ 2.205 Cancellations can be flagged as library-generated or supplier-generated.____ 2.206 Supplier-generated cancellations do not produce cancellation notices.____ 2.207 Library-generated cancellations may produce cancellation notices.____ 2.208 Cancellation notices electronically sent by suppliers are automatically posted to

the system. If yes, list with which suppliers this currently works.

Reports____ 2.209 Serial reports can be downloaded to MS Excel.____ 2.210 Reports of gaps in issue receipt can be produced.____ 2.211 Gaps for a selected title may be displayed.____ 2.212 A comprehensive list of gaps for a specific unit can be printed.____ 2.213 Ability to create mending and/or bindery tickets.____ 2.214 Circulation Statistics by serial title can be listed.____ 2.215 Missing serial issues report (i.e. received but subsequently marked missing).____ 2.216 Subscription renewal alert report.____ 2.217 Subscription expiration alert report.____ 2.218 List subscriptions handled by a certain supplier.____ 2.219 List subscriptions classified in a specified subject area.____ 2.220 List subscriptions by material format.____ 2.221 List subscriptions by unit.____ 2.222 List subscriptions ordered by fund.

Electronic Data Interchange____ 2.223 Interfaces with serial vendor systems:____ 2.224 Interfaces with EBSCO;____ 2.225 Interfaces with Faxon;____ 2.226 Interfaces with Swets & Blackwell;

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____ 2.227 Interfaces with Buzzy Basch;____ 2.228 Interfaces with others: Note which.____ 2.229 Ability to order serials electronically.____ 2.230 Can upload holdings information to electronic periodical databases such as Gale

Infotrac. Result is that searches done on that database indicate whether the library owns a print copy of the periodical. List vendors that are supported.

Bindery Tracking____ 2.231 The ILS provides a status for items sent to a bindery.____ 2.232 Bindery status should appear in OPAC.____ 2.233 H!- The system should create a binding ticket in printed and/or in electronic form

for each unit to be bound.____ 2.234 The binding ticket includes the binding title.____ 2.235 H!- The system should be able to produce spine labels that include specific data

elements from item records and that accommodate local options.____ 2.236 The system should be able to produce cards and pocket labels that include specific

data elements from item records.____ 2.237 An expected return date is available for producing bindery claims.____ 2.238 Serials that are regularly bound can be noted in the ILS.____ 2.239 Reports on which serial sets are complete and ready for binding can be produced.____ 2.240 Binding readiness can be determined by: number of issues received;_____ 2.240.1 receipt of index;_____ 2.240.2 receipt of table-of-contents_____ 2.240.3 library-specified intervals

____ 2.241 Barcodes associated with unbound issues of a serial are automatically incorporated into an item record for the bound volume at the time of binding.

____ 2.242 Issue-level barcodes should remain operational, but point to the new bound volume item record.

____ 2.243 Compressed holdings are updated when items are bound.____ 2.244 Cost of binding a volume is recorded.____ 2.245 Total costs of bindery operations can be tabulated.____ 2.246 Bindery costs can be tracked to specific funds in the Fund Accounting system.____ 2.247 Counts of items sent to the bindery are tracked.

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3. Public Catalog

Menus and User Interface____ 3.1 H!- The OPAC presents a consistent search interface whether accessed in-house,

from a remote location, or by staff.____ 3.2 The welcome screen can default to a menu of choices.____ 3.3 A patron does not have to sign-on to conduct a search of the library catalog.____ 3.4 The OPAC provides a gateway to other electronic resources.____ 3.5 The OPAC allows for inclusion of a map of the library and location of materials.____ 3.6 The MARC21 Format for Community Information is supported by the ILS.____ 3.7 All search, printing and patron self-service functions are available regardless of

whether the OPAC is accessed in-house, from a remote location, or by staff.____ 3.8 All public screens automatically time out to the welcome screen after a period of

inactivity.____ 3.9 Cached data is cleared when screens time-out.____ 3.10 Each Branch can define the time-out period.____ 3.11 Each Library can set the screen that appears after timeout.____ 3.12 H!- Screen reading software or devices work with the OPAC.

Web Interface____ 3.13 H!- Remote access to the OPAC can be done using standard web browsers.____ 3.14 H!- In-house access to the OPAC can be done using standard web browsers.____ 3.15 H!- The web browser’s Back button is fully functional throughout the OPAC.____ 3.16 The web browser’s Forward button is fully functional throughout the OPAC.____ 3.17 The web browser’s Stop button is fully functional throughout the OPAC.____ 3.18 The web browser’s Reload button is fully functional throughout the OPAC.____ 3.19 The web browser’s Print capability is fully functional throughout the OPAC.

Library Customization____ 3.20 Initial screen displays (welcome screens) can be customized by Library.____ 3.21 Initial screen displays (welcome screens) can be based on individual workstation

location.____ 3.22 ILS includes default templates for all OPAC displays.____ 3.23 All OPAC screen displays can be modified by MBLN.____ 3.24 When not in use, workstations default to a screen saver.____ 3.25 Screen saver can be customized on a Department-by-Department basis.

Help Screens and Services____ 3.26 H!- Context-sensitive help screens place the patron in the correct help screen or

message for the situation. ____ 3.27 H!- Users can get out of help and back to the search screen with one command.____ 3.28 Unsuccessful search result screens allow the user to see search hints or help.____ 3.29 Help screen text can be modified by MBLN.____ 3.30 Help screens can appear in a pop-up window.____ 3.31 Default help screens are provided by the vendor upon delivery.

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Language Support____ 3.32 Foreign language translations are provided for: menus_____ 3.32.1 help screens_____ 3.32.2 location information_____ 3.32.3 status information_____ 3.32.4 other user-oriented displays.

____ 3.33 H!- Languages provided with the system include: Spanish_____ 3.33.1 Portuguese_____ 3.33.2 French_____ 3.33.3 Russian_____ 3.33.4 Chinese_____ 3.33.5 Vietnamese_____ 3.33.6 Others: Please list others that are provided. RFP committee may award additional points for others

of interest to the Metro-Boston community.

____ 3.34 MBLN can modify menus to support multiple languages.

Searching____ 3.35 Mandatory!-Users can do OPAC searches using Boolean operators AND, OR,

and NOT.____ 3.36 H!- Users can do OPAC searches using Boolean operators Adjacent, _____ 3.36.1 H!-Near, and _____ 3.36.2 H!-With.

____ 3.37 System supports Boolean searching within a single indexed field.____ 3.38 A basic search screen is available for general queries.____ 3.39 An advanced search screen is available to form more complex queries.____ 3.40 H!- Search screens can be customized by MBLN____ 3.41 Multi-index searches are executed automatically when a user enters search values

for more than one index.____ 3.42 Users may conduct searches by:_____ 3.42.1 author_____ 3.42.2 title_____ 3.42.3 Uniform title_____ 3.42.4 ISBN_____ 3.42.5 ISSN_____ 3.42.6 H!- Call number in the item record_____ 3.42.7 LC call number in the MARC record_____ 3.42.8 LC call number in the holdings (MFHD) record_____ 3.42.9 Dewey call number in the MARC record_____ 3.42.10 Dewey call number in the holdings (MFHD) record_____ 3.42.11 Local scheme call numbers._____ 3.42.12 Keyword_____ 3.42.13 Keyword phrase_____ 3.42.14 Subject heading

____ 3.43 H!- Personal name searching is order-insensitive.____ 3.44 Searches are case-insensitive.____ 3.45 Searches can be punctuation insensitive.____ 3.46 MBLN can define search types for any indexed field.____ 3.47 MBLN may define the default Boolean operators for a type of search. (e.g. the

search “United States” could be defined as “United AND States” in one type of search, but as “United ADJ States” in another).

____ 3.48 Users may specify a specific field of the bibliographic record to search.

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____ 3.49 Natural language searching is supported. If so, please describe how this is implemented, especially in terms of word relevancy.

____ 3.50 Keyword searches can work across all indexed fields of the bibliographic record.____ 3.51 All words in the bibliographic record can be indexed for keyword searching.____ 3.52 All locally added fields of the MARC record can be indexed and keyword

searched.____ 3.53 Truncation or wildcard characters can be used to expand searches_____ 3.53.1 H!- Automatic right truncation in all word-by-word searches._____ 3.53.2 H!- Automatic right truncation in all keyword searches._____ 3.53.3 Wildcard characters within words._____ 3.53.4 Left Truncation.

____ 3.54 Defined indexes can be searched in word-by-word mode.____ 3.55 Word-by-word searches result in a browse list of index entries that appear before

and after the retrieved term.____ 3.56 Unsuccessful Word-by-word searches result in a browse list of index entries that

would appear before and after the search term.____ 3.57 A user has several options to navigate the search screen and activate commands,

including: pointer selection,_____ 3.57.1 Shortcut keys,_____ 3.57.2 Function keys,_____ 3.57.3 Menus_____ 3.57.4 Voice activation.

____ 3.58 A “search in progress” message appears if the search exceeds a specified number of seconds.

____ 3.59 MBLN can specify the amount of time before the “search in progress” message appears.

____ 3.60 MBLN can specify the text of the “search in progress” message.____ 3.61 A warning message can appear when search results will include a large number of

records.____ 3.62 The user can interrupt a search when the message appears.____ 3.63 The user can abort a search at any time.

Word Lists____ 3.64 Lists of “Stop-words” that do not get indexed are provided with the ILS.____ 3.65 H!- MBLN can add or delete words from the stop-word lists.____ 3.66 Different stop-word lists can be defined for different indexes.____ 3.67 A synonym list can be defined and modified by MBLN.____ 3.68 Different synonym lists can be defined for different indexes.____ 3.69 Reference aids to searching include: dictionary_____ 3.69.1 spell-checking_____ 3.69.2 thesaurus.

____ 3.70 System supports voice-activated searching of the OPAC.

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Scoping & Limiting Searches____ 3.71 H!- MBLN can define “scoping sets” – i.e. a search that limits results to a

particular pre-defined set of libraries or branches or departments.____ 3.72 H!- Searches at a particular branch may default to retrieve results only from that

branch.____ 3.73 Searches at a particular library may default to retrieve results only from that

library.____ 3.74 A scope can be defined to retrieve results only from a particular department.____ 3.75 H!- Users may select from a list of defined scopes.____ 3.76 H!- MBLN can define a hierarchy of locations for each branch, e.g., within

branch, within nearby branches, within library system, entire system.____ 3.77 MBLN can use hierarchies to define a “closest available” search. The search

would show results for available items within the closest hierarchy that has available items.

____ 3.78 H!- Searches can be limited by a variety of factors, including: Material format or media,

_____ 3.78.1 H!- Year of publication,_____ 3.78.2 A range of years,_____ 3.78.3 H!- Language,_____ 3.78.4 Department,_____ 3.78.5 H!- Branch,_____ 3.78.6 Library,_____ 3.78.7 H!- Availability status.

Searching Multiple Databases____ 3.79 Mandatory! Other Z39.50 compatible catalogs can be searched from the OPAC.____ 3.80 H!- Multiple Z39.50 catalogs can be searched simultaneously. ____ 3.81 H!- Users can select the set of catalogs to search.____ 3.82 Results from simultaneous catalog searches are merged into a single de-duplicated

list.____ 3.83 Searches can be made from different types of databases, such as a catalog and a

periodical index. ____ 3.84 Results from such searches indicate the resource type obtained, e.g. article, book,

video recording, etc.____ 3.85 The User has the ability to abort a multiple database search at any time.

Results Displays ____ 3.86 H!- MBLN may set a default number of entries to be displayed in a search results

list.____ 3.87 Users may set the number of entries to be displayed in a search results list.____ 3.88 A Bibliographic record can be masked from public display when it has no

holdings or outstanding orders.____ 3.89 System supports a "step back to previous screen" capability in all results displays.____ 3.90 Searches that result in one hit retrieve a record display screen instead of a hit-list

screen.____ 3.91 Search terms can be highlighted in results displays.____ 3.92 Search terms or limits may be refined on any search results hit list.____ 3.93 Search terms or limits may be refined on any record display screen.

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____ 3.94 Search results can be e-mailed.____ 3.95 Search results can be printed.____ 3.96 Search results can be saved to disk.____ 3.97 Search results can be saved on the system for later retrieval by the patron .____ 3.98 A search history feature keeps a record of a patron's previous searches, which can

be displayed and re-executed at any time during the current session.____ 3.99 Search sets on the history can be combined with Boolean operators to produce a

new search.____ 3.100 The user can jump ahead a number of entries in a hit list display, such as "Jump to

entry 20" or "Display entry 20" in a list of search results.____ 3.101 H!- Searches may be associated with a particular Branch for the purposes of

highlighting and holdings display order.____ 3.102 In-house searches automatically associate with the branch the workstation is

located in.____ 3.103 Remote searches can be associated with a branch of the user’s choice.

Authority Hit List Display____ 3.104 Word-by word searches on indexes under Authority Control show results in a

listing of authority headings matching the search.____ 3.105 H!- Search terms that are “see” references, automatically execute under the

proper term.____ 3.106 The user sees a note showing the referred search term and the originally input

term.____ 3.107 “See Also” references are shown on the authority hit list for every retrieved

heading that has them.____ 3.108 Selecting a see also reference automatically executes a search on that term.____ 3.109 Automatically executed searches from authority references use the same limits as

specified in the original search.____ 3.110 H!- The number of bibliographic records that match each heading is shown.____ 3.111 Masked records do not contribute to this match total.____ 3.112 H!- Headings are highlighted if they point to titles with holdings owned by the

associated branch. (as defined in point ____ 3.101)____ 3.113 The user can browse through headings that come before or after headings

retrieved in the search.____ 3.114 H!- MBLN can customize the layout of authority hit list screens.____ 3.115 MBLN can determine which parts of authority records appear on authority hit list

screens.____ 3.116 MBLN can change the wording of authority references (ex.: see also, could be

changed to “search also under”)____ 3.117 Users can see the full authority record for any heading on an Authority Hit List.____ 3.118 Navigation aids allow users to go directly to a new search entry screen.____ 3.119 Navigation aids allow users to go directly to the previously completed search

entry screen for revision.

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Title Hit List Display____ 3.120 Title hit lists are displayed when a keyword search retrieves more than one title.____ 3.121 Title hit lists are displayed when a heading linked to more than one title is

selected from an authority hit list.____ 3.122 The default order of title hit lists can be determined by MBLN.____ 3.123 The user can re-order the hit list according to a set of criteria.____ 3.124 Sort options include: Author_____ 3.124.1 Title_____ 3.124.2 H!- Material format_____ 3.124.3 Oldest first_____ 3.124.4 H!- Newest first_____ 3.124.5 by most occurrences of desired words first_____ 3.124.6 fewest pages first_____ 3.124.7 illustrated first_____ 3.124.8 by other sort options. Please specify.

____ 3.125 H!- An icon indicating the format of the material can be shown next to each title.____ 3.126 A “what the icons mean” help screen is available.____ 3.127 MBLN can change the icons associated with a material format.____ 3.128 H!- Titles are highlighted if they link to holdings at the associated branch.____ 3.129 H!- Holdings information from the associated branch can display with the title hit

list.____ 3.130 Such holdings information includes Location description, Call number, and

availability status.____ 3.131 Users can request a title from the title hit list screen.____ 3.132 H!- MBLN can customize the layout of title hit list screens.____ 3.133 H!- MBLN can determine which parts of bibliographic records appear on title hit

list screens.____ 3.134 MBLN can determine which parts of MFHD holdings records appear on title hit

list screens.____ 3.135 MBLN can determine which parts of item records appear on title hit list screens.____ 3.136 Navigation aids allow users to go directly to a new search entry screen.____ 3.137 Navigation aids allow users to go directly to the previously completed search


Holdings Display____ 3.138 H!- -System displays holdings from MFHD record. ____ 3.139 A holdings display is shown when a title is selected from a title hit list.____ 3.140 H!- A holdings display is shown when a search is satisfied with just one title.____ 3.141 Brief bibliographic information is shown with a holdings display.____ 3.142 H!- MBLN can determine which bibliographic fields appear on the holdings

display.____ 3.143 H!- MBLN can determine which fields from MFHD holdings records appear on

the holdings display.____ 3.144 MBLN can customize the placement of fields and other elements on the holdings

display.____ 3.145 The holdings/item information includes: Location description;_____ 3.145.1 Collection description (e.g. Fiction, Juvenile, etc.)_____ 3.145.2 Call number

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_____ 3.145.3 Availability status

____ 3.146 H!- Locations are shown as textual descriptions rather than as codes.____ 3.147 H!- Holdings from an associated branch appear first in any list of holdings.____ 3.148 H!- Holdings from an associated department appear first in any list of holdings.____ 3.149 The display order of remaining holdings can be set from a list defined for each

branch.____ 3.150 Selecting a call number from a holdings display screen shows the user a

browseable list of holdings shelved before and after that number.____ 3.151 Holdings displays can be limited to show only the holdings at the associated

branch.____ 3.152 If such a limit is in effect, the user may select a “show all holdings” function.____ 3.153 Navigation aids allow users to go directly to a new search entry screen.____ 3.154 Navigation aids allow users to go directly to the previously completed search

entry screen for revision.____ 3.155 Holdings displays are compact enough so that a record with ten holdings can fit

on three screens, including navigation aids and brief bibliographic information. Provide screen prints of a title with at least ten holdings attached.

Full Record Display____ 3.156 Extended bibliographic information can be selected from a holdings display.____ 3.157 The full bibliographic record can be displayed in a MARC tag format.____ 3.158 H!- The full bibliographic record can be displayed in a format where data

elements are textually described.____ 3.159 MBLN can change the textual field descriptions.____ 3.160 H!- MBLN can select which fields display in the full record.____ 3.161 H!- MBLN can customize the layout of full record displays.____ 3.162 Full record displays can also include holdings lists____ 3.163 Navigation aids allow users to go directly to a new search entry screen.____ 3.164 Navigation aids allow users to go directly to the previously completed search


Links from bibliographic records____ 3.165 Links within bibliographic records can retrieve other records:_____ 3.165.1 H!- with the same: subject headings;_____ 3.165.2 author;_____ 3.165.3 series headings.

____ 3.166 H!- Links within bibliographic records can retrieve internet web pages.____ 3.167 H!- Links within bibliographic records can retrieve OLE objects.____ 3.168 Links within bibliographic records can retrieve graphic images.____ 3.169 Links within bibliographic records can retrieve and play audio files.____ 3.170 Links within bibliographic records can retrieve tables of contents.____ 3.171 Links within bibliographic records can retrieve book indexes.____ 3.172 Links within bibliographic records can access electronic books.____ 3.173 H!- Links within bibliographic records can access netLibrary editions.

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Bibliographies and Mark Lists____ 3.174 H!- Users can mark records on search results lists for later action:_____ 3.174.1 Including: placing holds on the marked items_____ 3.174.2 H!- E-mailing them._____ 3.174.3 H!- Printing them._____ 3.174.4 Saving them on disk._____ 3.174.5 Saving them on the system for later retrieval by the patron .

____ 3.175 Lists that can be marked include: Title Hit Lists;_____ 3.175.1 Authority Hit Lists_____ 3.175.2 Holdings record displays_____ 3.175.3 Full record displays

____ 3.176 Formatted bibliographies can be created from search results or mark lists.____ 3.177 Formats for bibliographies include: APA_____ 3.177.1 MLA_____ 3.177.2 others. Please specify.

____ 3.178 Stored Bibliographies can stay current by linking to live catalog records. ____ 3.179 Users have the ability to use their barcode to store and retrieve saved

bibliographies.____ 3.180 Users can store mark lists or formatted bibliographies under a user account for

retrieval at a later date.____ 3.181 MBLN can limit the amount of storage available to user accounts.____ 3.182 MBLN can purge the storage contents of user accounts that have not been used in

an operator-defined amount of time.

Holds____ 3.183 Mandatory! In-house patrons may place holds on titles retrieved on the OPAC.____ 3.184 Mandatory! Remote patrons may place holds on titles retrieved on the OPAC.____ 3.185 H!- The patron may designate a preferred pickup location for holds.____ 3.186 H!- Patrons may enter a "not needed after" date, after which holds expire from

the system.____ 3.187 Patrons can be warned if they place multiple holds on the same title.____ 3.188 Patrons can be blocked from placing multiple holds on the same title.____ 3.189 Patrons may view a list of titles they have placed on hold.____ 3.190 H!- Patrons may cancel holds from their hold list.____ 3.191 A patron may postpone holds, i.e. indicate that they should not be trapped until a

future specified date.____ 3.192 Patrons get a confirmation message when a hold is successfully placed.____ 3.193 If a hold cannot be placed, patrons get a message.____ 3.194 The hold failure message lists the specific reason the hold could not be placed

(e.g. “All holdings non-circulating” or “Patron overdues exceed limit”.)

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4. Children’s Catalog____ 4.1 H!- The Children’s Catalog uses large graphical icons to guide users.____ 4.2 Children’s catalog interface has large visual icons for navigation.____ 4.3 System has an icon-based OPAC for children.____ 4.4 H!- The Children’s Catalog comes with default definitions, icons and links

sufficient to be fully functional as a catalog upon installation.____ 4.5 All displays of the Children’s Catalog can be modified.____ 4.6 Icons can be added or changed by MBLN.____ 4.7 The children’s catalog will read screens to users, e.g. when a user does a mouse

rollover of a section of text or icon.____ 4.8 System includes aids to successful searching including a children’s dictionary_____ 4.8.1 Spelling-checker_____ 4.8.2 Children’s thesaurus.

____ 4.9 The Children’s Catalog can suggest alternate words or spellings after searches that result in no hits.

____ 4.10 Custom, pre-set searches can be designed to retrieve the best results for standard topics such as science projects, crafts, or specific holidays.

____ 4.11 Library-customized searches will retrieve current results from the live catalog.____ 4.12 Search results will display full item information, including location and

availability.____ 4.13 Search results can be: printed on a local or system printer;_____ 4.13.1 sent to an e-mail address._____ 4.13.2 saved to a disk_____ 4.13.3 saved on the system with the patron’s record.

____ 4.14 Patrons can place holds on titles or items in the Children’s Catalog.____ 4.15 Hypertext links can be launched directly from the Children’s Catalog.____ 4.16 Specialized bibliographies can be created (e.g. Suggested Summer Reading.)____ 4.17 H!- These bibliographies are assigned appropriate icons that, when selected,

display results automatically.____ 4.18 H!- Bibliographies retrieve live catalog results.____ 4.19 H!- Announcements and activity listings such as story time hours can be posted

on a bulletin board feature of the Children’s Catalog.____ 4.20 The children’s catalog bulletin board is accessible through the OPAC.____ 4.21 The children’s catalog is accessible through any workstation.____ 4.22 H!- The children’s catalog software is developed and maintained by the ILS

vendor, without third-party involvement.____ 4.23 The Children’s Catalog supports multi-lingual menus;_____ 4.23.1 help screens_____ 4.23.2 location information_____ 4.23.3 status information_____ 4.23.4 other user-oriented displays.

____ 4.24 The Children’s Catalog can support multi-lingual displays in all of the languages supported by the regular OPAC.

____ 4.25 Patrons can place holds from the Children’s Catalog.____ 4.26 Users can get to the standard OPAC from a link in the Children’s Catalog.

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5. Holds____ 5.1 Mandatory! Holds may be placed so that a patron can be notified that a desired

title is available and being held for pickup.____ 5.2 H!- Holds can be transferred from one bibliographic record to another.____ 5.3 Holds can be placed on items not yet received. ____ 5.4 Staff can view all holds placed on a particular title.____ 5.5 Staff can view all holds on a particular title that were placed at a particular

branch.____ 5.6 H!- Unfilled holds may be edited by authorized staff. ____ 5.7 The order of precedence of holds can be changed by authorized staff.____ 5.8 Network Transfers can be filled from a lender string instead of one designated

location.____ 5.9 The interval that a lender string waits for a particular supplier to fill the request

can be defined by MBLN.____ 5.10 The lender string can be specified by staff entering the request.____ 5.11 The lender string can be determined automatically by the system.____ 5.12 Load balancing is considered when the system calculates lender strings.____ 5.13 Unfilled Hold records expire after a patron-designated not needed after date.____ 5.14 Trapped holds may be canceled. ____ 5.15 When a trapped hold is canceled, staff is alerted of any other holds that should be

filled by the trapped item.____ 5.16 The number of holds placed by a single patron can be capped.____ 5.17 Staff can override this maximum cap.

Types of Holds____ 5.18 H!- Holds can be placed on specific copies of a title. (Item Hold)____ 5.19 Holds can be placed that will only trap titles located at a specified Branch____ 5.20 H!- Holds can be placed that will only trap titles located at a specified Library.____ 5.21 H!- Holds can be placed that will trap any particular title MBLN-wide. (Network

Transfer)____ 5.22 Specific volumes attached to a bibliographic record can be placed on hold.____ 5.23 Fill order can be set the when requesting a group of items. (Fill vol. 1 first, then

Vol. 2).____ 5.24 Edition Hold: retrieves first available item from a set of titles representing

different editions of a work.____ 5.25 Group hold: place holds for one patron in one step for a selection of titles checked

off on a list.____ 5.26 Sequential group hold: Prioritize the list and only process subsequent holds as

prior ones are filled.____ 5.27 Multiple copies of a specific title can be placed on hold in a single step, e.g. for a

book discussion group.____ 5.28 H!- All of the above hold types designated by you as “A – Available” can be

done in public self-service (e.g. OPAC) modes as well as staff modes. If “No” , indicate which can only be done using staff functions.

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Fill Protection____ 5.29 H!- Types of materials can be defined so as to not fill holds.____ 5.30 H!- Items with particular statuses can be defined so as to not fill holds (e.g.

missing)____ 5.31 All items at a particular Branch can be defined so as to not fill holds.____ 5.32 All items at a particular Branch can be defined so as to not fill holds during a

defined time period (school breaks, etc.)____ 5.33 All items at a particular Department can be defined so as to not fill holds.____ 5.34 Individual items can be defined so as to not fill holds.____ 5.35 Individual items can be denied so as to only fill holds placed at the same Library.

Filling Holds____ 5.36 H!- A pick list of on-shelf items with outstanding holds can be printed.____ 5.37 A real-time pick list can be printed at any time, without prior batch processing.____ 5.38 Item statuses can be changed (e.g. to missing or damaged) from an on-screen pick

list.____ 5.39 The system should alert if a trapped item is being checked out by a borrower that

did not place the hold.____ 5.40 H!- The operator has the option to override the alert and check the item out,

reverting the hold request to unfilled status at the start of the list.____ 5.41 The operator has the option to override the alert and check the item out, canceling

the hold request (i.e. substituting patrons).____ 5.42 Holds placed by local patrons can be filled before those placed at other Libraries.____ 5.43 A list of hold items on the pick-up shelf can be displayed or printed.____ 5.44 A list of hold items on the pick-up shelf that are past a defined pick-up period can

be displayed or printed.____ 5.45 If a patron checks out a copy of a title that he has on hold, the hold is counted as

filled and deleted.____ 5.46 If an item on a pick list cannot be found to fill a hold request, the request will

remain at the head of the hold list.____ 5.47 If the status of an item on a pick list is changed (e.g. made missing or damaged)

the hold request will remain at the head of the hold list.____ 5.48 A patron notice can be sent if a hold is not filled by a specified date.

Trapping Holds____ 5.49 When an item on hold is discharged at a location different from its pickup

location, there is an audible and visible signal;_____ 5.49.1 The request status is updated;_____ 5.49.2 The screen indicates which location the item should be routed to;_____ 5.49.3 A routing slip showing destination location can be printed;_____ 5.49.4 This routing slip can be custom designed by MBLN._____ 5.49.5 A hold list inquiry will show the unit the item was trapped at, and its destination.

____ 5.50 When an item on hold is discharged at its pickup location, there is an audible and visible signal;

_____ 5.50.1 The item is given a status of trapped for hold;_____ 5.50.2 The request status is updated;_____ 5.50.3 The requesting patron’s name and contact info. is displayed on screen._____ 5.50.4 The requesting patron’s name and contact info. is printed on a pick up slip that stays with the item._____ 5.50.5 The requesting patron’s name and address info. can be printed on a mailing label.

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_____ 5.50.6 Any pre-defined patron notification process is begun. (e.g. email notification, batch notice printing, etc.)

____ 5.51 A preferred method of notification can be set in the patron record.____ 5.52 H!- Patrons can be notified of trapped holds by e-mail____ 5.53 Patrons can be notified of trapped holds by automatic telephone notification____ 5.54 Patrons can be notified of trapped holds by postcard____ 5.55 Patrons can be notified of trapped holds by standard 3-part mailer.____ 5.56 Patrons can be notified of canceled holds by e-mail____ 5.57 Patrons can be notified of canceled holds by standard 3-part mailer____ 5.58 Patrons can be notified of canceled holds by postcard____ 5.59 H!- Current notifications regarding holds can display when a patron record is on

screen.

Recall____ 5.60 H!- Staff may recall charged items.____ 5.61 A note stating reason for recall can be entered.____ 5.62 Recall’s generate a notice to patrons requesting return of the item.____ 5.63 Reports of recalls that have not had a response can be generated.

Staff Holds____ 5.64 Items that require attention or modification can be placed on staff hold.____ 5.65 When trapped, staff holds are routed to an appropriate department.____ 5.66 Routing instructions, including “Attention of X” are produced.

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6. Inter-Library Loan

Standards____ 6.1 Support all existing ILL standards including:_____ 6.1.1 ANSI/NISO Z39.63-1989_____ 6.1.2 Interlibrary Loan Data Elements_____ 6.1.3 H!- ISO Interlibrary Loan Protocols 10160_____ 6.1.4 H!- ISO Interlibrary Loan Protocols 10161.

____ 6.2 Comply with developing standards as approved: _____ 6.2.1 including : Z39.63-199x_____ 6.2.2 Interlibrary Loan Data Elements (revision of ANSI/NISO Z39.63-1989).

____ 6.3 H!- ILS will support the NISO Circulation Interchange Protocol (NCIP). Vendor is currently developing and testing functionality to implement NCIP.

____ 6.4 Vendor has made a strategic commitment to support NCIP. Development work will begin as soon as NCIP is adopted as NISO Standard Z39.83

Public Interface____ 6.5 The Inter-library loan user interface is fully integrated within the OPAC, not as a

separate module.____ 6.6 Patrons can place an ILL request from within the OPAC.____ 6.7 The ILL component can capture the following patron data from the circulation

system:_____ 6.7.1 name_____ 6.7.2 ID number_____ 6.7.3 street address_____ 6.7.4 e-mail address_____ 6.7.5 telephone number_____ 6.7.6 billing information.

____ 6.8 Patron-supplied information is cached by the system for use when multiple requests are placed.

____ 6.9 Cached information will time-out, on a library defined basis.____ 6.10 The ILL system captures all of the following data from a local or remote

catalog/database using NISO standard Z39.63, Interlibrary Loan Data Elements: _____ 6.10.1 bibliographic/citation information_____ 6.10.2 location_____ 6.10.3 call number_____ 6.10.4 circulation status.

____ 6.11 A date is assigned to each ILL request.____ 6.12 A unique record number is assigned to each ILL request.____ 6.13 A unique barcode number which is associated with the unique ILL record number

is assigned to each ILL request .

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Document Delivery____ 6.14 Users can request online the delivery of documents, _____ 6.14.1 including those from: local catalogs_____ 6.14.2 local databases_____ 6.14.3 remote catalogs_____ 6.14.4 remote databases_____ 6.14.5 commercial document delivery products.

Patron Self-Service____ 6.15 The patron is reminded to sign off after placing requests.____ 6.16 H!-The patron may view the status requests.____ 6.17 The patron may cancel requests.____ 6.18 Access to patron information for ILL requires a library card number.____ 6.19 Access to patron information for ILL requires a Personal Identification Number or

password.____ 6.20 Patron PIN or password is masked whenever entered or displayed.

Patron Service____ 6.21 A default method of notification can be set in the patron record, including: mail,

e-mail or phone.____ 6.22 A patron may set the method of notification for a specific ILL request.____ 6.23 The patron can specify delivery location____ 6.24 The patron can specify mode of delivery appropriate to the item, e.g. e-mail, fax,

or paper.____ 6.25 Online confirmation that a request has been placed can be sent to patrons.____ 6.26 Patrons of MBLN defined types can be blocked from placing ILL requests.____ 6.27 Patrons are validated against the system in advance of entering a request.____ 6.28 H!- Staff may override patron blocks to place ILL requests in staff mode;_____ 6.28.1 in OPAC mode.

____ 6.29 Unmediated requests may be transmitted directly to an MBLN defined set of libraries and document suppliers.

____ 6.30 Ability to set all user validation and request-blocking levels on a library-by-library basis. Done in circ.?

Staff Interface____ 6.31 ILL staff can selectively send bibliographic data to acquisitions to be considered

for purchase.____ 6.32 Titles found in other Z39.50 databases can be added to Acquisitions selection

lists.

Interoperability____ 6.33 The ILL component utilizes circulation features and functions to lend materials to

other libraries.____ 6.34 The ILL component is fully interoperable with OCLC so that staff can transmit

borrowing and lending requests seamlessly.____ 6.35 The ILL component is fully interoperable with RLIN so that staff can transmit

borrowing and lending requests seamlessly.

Searching____ 6.36 ILL requests can be searched by the following information:

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_____ 6.36.1 Patron name_____ 6.36.2 Patron ID_____ 6.36.3 Request date_____ 6.36.4 Lender_____ 6.36.5 author_____ 6.36.6 title_____ 6.36.7 record/transaction number assigned by system_____ 6.36.8 ISSN_____ 6.36.9 ISBN.

____ 6.37 Multiple catalogs and databases can be searched simultaneously to determine ownership before forwarding a request to specific lenders/suppliers.

Functions____ 6.38 Staff may initiate ILL/document delivery requests on behalf of users.____ 6.39 Staff may designate at least five potential lenders/suppliers when forwarding a

request.____ 6.40 Multiple customized strings of potential lenders may be developed.____ 6.41 A transaction history can be viewed as a request is updated by each

lender/supplier.____ 6.42 The ILL system can automatically load-level requests going out to lenders.____ 6.43 The ILL system shows status values that track requests, for example, pending,

shipped, etc.____ 6.44 System supports notification of patrons by staff about status of requests (e.g.,

receipt of materials, unfilled requests) including_____ 6.44.1 printed notices created by the system_____ 6.44.2 printed notices created by staff;_____ 6.44.3 online notices created by the system_____ 6.44.4 online notices created by staff_____ 6.44.5 e-mail notices created by the system_____ 6.44.6 e-mail notices created by the staff.

____ 6.45 H!-A searchable archive of completed requests is maintained (for statistical and copyright compliance purposes.)

____ 6.46 Patron information is not kept with the historical ILL request archive.____ 6.47 The request archive can be purged using criteria defined by staff.

Copyright Compliance____ 6.48 H!- The ILL system displays a copyright disclaimer/agreement before a user

transmits requests for copies of documents.____ 6.49 The copyright disclaimer/agreement provides for the entry of an electronic

signature.____ 6.50 The system maintains copyright compliance records.____ 6.51 The system automatically alerts staff when a title has reached an MBLN-defined

quota of requests per year.____ 6.52 The ILL system interfaces with Copyright Clearance Center’s (CCC) web page

(http://www.copyright.com/) for requesting copyright permission.____ 6.53 The system integrates CCC information (titles and fees) with copyright

compliance records.

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http://www.copyright.com/


Reports____ 6.54 System tracks fill rate for each Lender/supplier.____ 6.55 System tracks turnaround time for each Lender/supplier.____ 6.56 System automatically tracks and reports statistics for each unit:_____ 6.56.1 the number of requests received_____ 6.56.2 number of requests generated_____ 6.56.3 number of items received_____ 6.56.4 number of requests canceled_____ 6.56.5 number of requests filled_____ 6.56.6 number of requests unfilled_____ 6.56.7 number of serials requested_____ 6.56.8 number of monographs requested_____ 6.56.9 amount paid for loans_____ 6.56.10 amount paid for non-returnables.

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7. Patron Information Service

OPAC Services for Patrons____ 7.1 Patrons may access appropriate parts of the patron record, including holds placed;_____ 7.1.1 status of holds;_____ 7.1.2 materials checked out;_____ 7.1.3 due dates of materials checked out;_____ 7.1.4 Address information;_____ 7.1.5 Information on fines and other charges.

____ 7.2 H!- Renewals can be done by the patron from the list of materials checked out.____ 7.3 H!- Access to patron information in the OPAC requires a library card number.____ 7.4 H!- Access to patron information in the OPAC requires a Personal Identification

Number or password.____ 7.5 H!- Patron PIN or password is masked whenever entered or displayed.____ 7.6 Certain blocks on the patron record can prevent particular self-service activities,_____ 7.6.1 Including: Placing of holds;_____ 7.6.2 Placing of ILL or Purchase requests;_____ 7.6.3 Renewal of items.

____ 7.7 Patrons may register for a library card using an online form.____ 7.8 Patrons may designate a pick-up point to get their card.____ 7.9 Such registrations are not activated for borrowing until validated at an MBLN

point of service.____ 7.10 Patrons may transmit record update information to authorized staff using an

online form.____ 7.11 Patrons have a method for requesting titles they do not find in the catalog.____ 7.12 This request can be forwarded to a designated staff e-mail account.____ 7.13 Each Branch can designate a destination account.____ 7.14 Requests can be compiled on a Selection List (See section ____ 3.145 in

Acquisitions) for review by staff.

Roadmap to Resources____ 7.15 The ILS provides a method for organizing the presentation of electronic and other

information resources to the patron so that they are made aware of the resources and can navigate to them in a few steps.

____ 7.16 The ILS can authenticate patrons against the patron database for the purpose of gaining access to electronic databases.

____ 7.17 Searches executed on the OPAC can be automatically re-executed on other MBLN databases linked to on an OPAC screen.

____ 7.18 Searches executed on the OPAC can be automatically re-executed on other library catalogs linked to on an OPAC screen.

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Printing Services____ 7.19 Patrons are warned of the size of print jobs in ILS functions, with the option to

discontinue.____ 7.20 Patrons are warned of the size of print jobs in other functions, with the option to

discontinue.____ 7.21 A message can be displayed that confirms successful printing and indicates where

print jobs will appear.____ 7.22 The ILS has printer fee accounting built in. (Answer “P” if the ILS can work with

3rd-party printer fee accounting systems.)____ 7.23 H!- Printer fee accounting can automatically add charges to the patron record.____ 7.24 Printing charges can be assessed and rates set for each Library.

User Portals____ 7.25 System supports ‘User Portals’ that allow users to customize their interface to the

OPAC ____ 7.26 Patrons can save favorite searches to re-execute at a later time.____ 7.27 Patrons can change their preference for method of notification for reserve

requests.____ 7.28 Patrons can change their preference for method of notification for overdue notices

and bills. ____ 7.29 No staff assistance or staff assigned password is required for first time use of the

‘User Portal.”____ 7.30 A ‘User Portal’ is linked to a patron record and allows the user to send update

messages to staff concerning personal information such as address, phone number and e-mail address.

____ 7.31 The patron can update the times of year when specific addresses in his record are valid.

____ 7.32 Individual libraries can include local information and links on the ‘User Portal’ specific to registered users of a library.

____ 7.33 The patron can select a preferred list of electronic resources to place on his portal page.

____ 7.34 Marked lists or bibliographies compiled by the user in the OPAC can be saved for re-access on the user portal.

____ 7.35 Data on the user-portal or on a patron’s account can be beamed to a patron’s Personal Digital Assistant (PDA).

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8. Circulation Control

Patron records____ 8.1 Mandatory! A single patron database can be shared among all MBLN member

libraries.____ 8.2 A single patron database will work with multiple bibliographic databases.____ 8.3 H!- Patron types can be used, alone or in a matrix, to set a variety of parameters.

These include:_____ 8.3.1 loan period _____ 8.3.2 fines,_____ 8.3.3 no fine status.

____ 8.4 H!- Patron types can be designated and defined by MBLN.____ 8.5 H!- Patron Record Data Elements include Full legal name;_____ 8.5.1 Suffix (e.g. “Junior”, etc.)_____ 8.5.2 H!- Current legal address_____ 8.5.3 Seasonal address, with date parameters showing when it applies._____ 8.5.4 Campus address_____ 8.5.5 Parent’s address_____ 8.5.6 H!- Apartment numbers_____ 8.5.7 Zip code_____ 8.5.8 H!- Telephone number_____ 8.5.9 Secondary phone number_____ 8.5.10 Facsimile number_____ 8.5.11 H!- E-mail address_____ 8.5.12 Secondary e-mail address_____ 8.5.13 H!- Notes field._____ 8.5.14 Hidden notes field (i.e. displays only upon staff command)_____ 8.5.15 Patron notes fields are at least 500 characters in length. If not, answer P and state limit:

_______________ 8.5.16 H!- Patron notes fields are fully editable (i.e. without re-entering the entire field)._____ 8.5.17 H!- Patron type._____ 8.5.18 Permissions codes: (e.g. parental permission to borrow videos)_____ 8.5.19 ID or Barcode number as shown on the library card._____ 8.5.20 Student ID number_____ 8.5.21 Unique patron ID #_____ 8.5.22 Expiration date._____ 8.5.23 Graduation date._____ 8.5.24 Date last card was given a status of LOST_____ 8.5.25 Residence location code with an unlimited number of possible values. If not, state limit:

_______________ 8.5.26 Statistical tracking codes with an unlimited number of possible values. If not, state limit:

_______________ 8.5.27 All barcode numbers previously used by the patron_____ 8.5.28 Company name_____ 8.5.29 Company phone_____ 8.5.30 Financially responsible authority_____ 8.5.31 Electronic signature_____ 8.5.32 Personal Identification Number_____ 8.5.33 Digital image of patron.

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Retrieving Patron Records____ 8.6 The patron record can be retrieved using several options:_____ 8.6.1 H!- These include: Patron name,_____ 8.6.2 Corporate name,_____ 8.6.3 Database control number_____ 8.6.4 Barcode number_____ 8.6.5 Address_____ 8.6.6 Telephone

____ 8.7 Search terms may be combined in one search argument.____ 8.8 MBLN can index any field of the patron record.____ 8.9 Keyword searching can be used to retrieve a patron record.____ 8.10 H!- Screen display of the patron record can be customized by Library____ 8.11 Customization can affect which fields display.____ 8.12 Customization can affect order and placement of fields.____ 8.13 Different displays can be defined by different Library’s.

Record Entry and Changes____ 8.14 Mandatory! Patron ID (barcode) numbers can be changed while maintaining

links to loan and patron account records. ____ 8.15 H!- Full screen patron record editing is available.____ 8.16 Duplicate record possibilities are listed when a new patron record is filed.

Duplicate criteria are:_____ 8.16.1 H!- Name_____ 8.16.2 H!- Address_____ 8.16.3 Telephone_____ 8.16.4 Unique ID

____ 8.17 Changes to the patron record are updated in real time.____ 8.18 H!- Status changes affecting the patron record are updated in real time.____ 8.19 Default values and constant data fields are supported.____ 8.20 The ILS recognizes and reads barcodes commonly recognized in library

automation systems._____ 8.20.1 Mandatory! CODEABAR barcodes can be recognized and read._____ 8.20.2 Winnebago barcodes can be recognized and read.

____ 8.21 H!- Error checking is done when CODEBAR patron barcodes are read.____ 8.22 H!- Error checking is done when CODEBAR item barcodes are read.____ 8.23 Error checking is done when Winnebago item barcodes are read.____ 8.24 H!- Error checking for all item barcode types works even when the system is set

to recognize more than one type.____ 8.25 Deletion of individual patron records is allowed by authorized staff.____ 8.26 Record validation checks (address, etc.) can be set to occur in a Library defined

time period.____ 8.27 Standard comments can be selected for attachment to the patron record, such as

"address verification needed," "parent signature needed," "check phone number," etc.

____ 8.28 Comments list can be added to and modified by MBLN. ____ 8.29 A patron record may be edited and updated at a library other than the patron's

"home" library.

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____ 8.30 Provide the ability to create a new patron record by duplicating an existing record and changing relevant values.

____ 8.31 H!- Patron data-entry templates with default data elements can be defined by Branch.

Batch Processing of Patron Records____ 8.32 New patron records may be added via batch loads of data from other institutional

files (such as public school enrollment records).____ 8.33 Such batch loads can be de-duplicated using unique numerical data in each

record.____ 8.34 Patron records may be batch deleted or archived if they have no outstanding

charges or loans. Can use several criteria such as:_____ 8.34.1 last activity date of patron, _____ 8.34.2 expiration date,_____ 8.34.3 patron's privilege category_____ 8.34.4 graduation date_____ 8.34.5 criteria can be used in combination._____ 8.34.6 The Boolean NOT operator can be used to exclude criteria in a combined set.

____ 8.35 Zip-code splits can be parsed and updated.____ 8.36 Patron type can be batch altered according to selected criteria.____ 8.37 Ability to modify data (statistical categories, loan parameters, ZIP codes, etc) on

predefined groups of patron records.

Patron Services ____ 8.38 H!- Information about patron fines, overdues, holds, fees, or other messages are

displayed before presenting an item checkout prompt.____ 8.39 The need for patron record updates are cued after a date specified in the patron

record.____ 8.40 Authorized staff may view all items charged out to a patron, regardless of item

status.____ 8.41 The essential elements of title and item data included in this view can be

customized by MBLN.____ 8.42 H!- View the list of items on hold for a patron.____ 8.43 Hold list shows a count of how many people have prior reserves for the title.____ 8.44 Outstanding hold records may be edited at a command from the patron hold list.____ 8.45 Outstanding holds can be canceled at a command from the patron hold list. ____ 8.46 Items charged out to a patron can be viewed with a single click or command from

any patron service function such as checkout or renewal._____ 8.46.1 Information shown includes Owning Location_____ 8.46.2 Charging Location_____ 8.46.3 Item barcode_____ 8.46.4 Title_____ 8.46.5 Due date_____ 8.46.6 Number of times renewed already

____ 8.47 Patron records disappear from the screen to prevent viewing and editing after an MBLN defined period of inactivity.

____ 8.48 Specialized receipt printers will work with circulation workstations.____ 8.49 Printouts of patron information can be done with a single click or command._____ 8.49.1 These include: receipts for payment of fines, listing barcode and title._____ 8.49.2 H!- Receipts for payment for lost material, including barcode and title.

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_____ 8.49.3 Lists of items charged to a patron._____ 8.49.4 List of items on hold

Blocks____ 8.50 H!- Audio/visual cues alert operators of blocks, charges, or other alerts on patron

records.____ 8.51 H!- Overrides for blocks can be done by authorized staff.____ 8.52 Screen messages regarding blocks can be customized by MBLN.____ 8.53 Blocks can be manually set by staff using a pre-defined list of reasons.____ 8.54 Blocks can be manually set by staff for a reason entered in a free-text block note.

Checkout____ 8.55 H!- System does not accept an item barcode when a patron barcode is called for.____ 8.56 H!- System does not accept a patron barcode when an item barcode is called for.____ 8.57 This patron/item barcode differentiation works even when the system is set to

recognize several item barcodes.____ 8.58 The patron record can be accessed for modification from Checkout with one click

or command.____ 8.59 Mandatory! Items may be charged out at any unit, regardless of where they are

owned.____ 8.60 A station in charging mode will timeout if there is no activity for a specified

period of time.____ 8.61 Items already charged out may be charged to another patron without first

checking them in.____ 8.62 Such items will be cleared from the record of the former patron without accruing

fines.____ 8.63 Items in transit may be charged to a patron after being automatically routed in if

the charging location was the destination location. ____ 8.64 H!- "On-the-fly" records may be created at checkout. ____ 8.65 H!- Alert notes appear at checkout for items with special parts or pieces,

including description of what the pieces are.____ 8.66 Check-in notes may be added or modified at check-out.____ 8.67 Items can be given a status of damaged at check-out.____ 8.68 System automatically changes to checkout if patron barcode is entered at Check-

in prompt.____ 8.69 System files current patron and starts a new patron session if operator enters a

patron barcode while another patron record is active.____ 8.70 In-house use of items can be tracked for statistical purposes.____ 8.71 A Deposit Collection can be temporarily assigned from one Unit for circulation at

another.____ 8.72 Notices are sent when a deposit collection’s loan period is exceeded.

Loan Periods & due dates____ 8.73 The ILS calculates loan periods based on a variety of criteria_____ 8.73.1 Lending location_____ 8.73.2 Owning location_____ 8.73.3 Patron type_____ 8.73.4 Item record Material type_____ 8.73.5 Item record specified value

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_____ 8.73.6 H!- Combination of location, patron type and item type.

____ 8.74 Different loan period definitions can be maintained by different libraries.____ 8.75 H!- MBLN policy determines when owning library's vs. lending library's loan

period is used.____ 8.76 Staff can set a specific due date and/or time.____ 8.77 Operator can access an online calendar to aid in setting a new due date.____ 8.78 Branches can define a fixed due date that may not be exceeded (e.g. end of

semester)____ 8.79 A calendar of closed dates can be entered.____ 8.80 Fine free dates can be noted on this calendar.____ 8.81 Each Branch may define its own calendar.____ 8.82 A branch calendar may be copied for use by another branch.____ 8.83 Due dates are not set for closed dates such as holidays.____ 8.84 Date due slips showing item, title and due date can be printed on receipt printers.

Check-in____ 8.85 A bulk check-in mode allows a series of items to be scanned in without triggering

overdue alerts or referencing the patron record.____ 8.86 A service check-in mode accesses the patron record and allows for fine payment

and other patron service functions.____ 8.87 A book drop check-in mode sets the return date to the previous open day.____ 8.88 H!- Hold alerts always appear in any check-in mode when an item can fill a hold

request.____ 8.89 H!- Alert notes appear at check-in for items with special parts or pieces,

including description of what the pieces are.____ 8.90 Check-in notes may be added or modified at check-in.____ 8.91 Items can be given a status of damaged at check-in.____ 8.92 Check-in screen shows a list of recent check-in items which are actionable:_____ 8.92.1 Only X number of items can be “remembered.” Supply your ILS’ value for X: _____________ 8.92.2 Recent check-ins may be renewed instead._____ 8.92.3 Staff can view which patron had the recent check-in out.

____ 8.93 Printed receipts of materials checked in may be given to patrons.____ 8.94 Check-ins can be back-dated so that fines will be calculated as of a prior date.____ 8.95 Barcodes with no attached records trigger an alert at check-in.____ 8.96 The user is informed when checking in an item that was not properly charged out.____ 8.97 Ability to check in other library's materials and route automatically to owning

agency

Renewal____ 8.98 H!- Renewals can be done by scanning an item barcode.____ 8.99 H!- Items can be individually selected for renewal from a list of charged items

and renewed with one command.____ 8.100 H!- All items on a patron’s record can be renewed using a “renew all” command.____ 8.101 All items charged from a particular library may be renewed with a “renew all

from this Library” command.____ 8.102 New due date for renewals is calculated as current date plus appropriate loan

period.

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____ 8.103 Overdue items may be renewed.____ 8.104 H!- Many overdue items may be renewed with one override, i.e. renewing 12

overdue items does not require 12 overrides.____ 8.105 Overdue fine amounts are automatically calculated and displayed during renewal. ____ 8.106 Renewals may be optionally blocked by several conditions_____ 8.106.1 There is an outstanding hold that could be filled by the item._____ 8.106.2 The item has already been renewed the maximum allowed number of times._____ 8.106.3 The patron is blocked from charging materials._____ 8.106.4 Loan period exceeds expiration date of patron privileges.

____ 8.107 The system can display information about the item being renewed._____ 8.107.1 Original charge date_____ 8.107.2 Pre-renewal due date_____ 8.107.3 Owning unit’s name_____ 8.107.4 Barcode number_____ 8.107.5 Title_____ 8.107.6 Number of times already renewed.

____ 8.108 Blocks may be overridden during renewal.____ 8.109 Each library may define limits to the number of renewals permitted based on

patron type and material type.

Fines and Fees____ 8.110 H!- Fine rates are defined by a matrix of patron type and item type.____ 8.111 Different fine rate definitions can be maintained by different libraries.____ 8.112 H!- Default item prices may be defined by item type.____ 8.113 H!- Different item price defaults can be maintained by different libraries.____ 8.114 Fines are calculated and assessed to a patron record when overdue items are

returned.____ 8.115 MBLN can define whether fines are calculated according to the charging library’s

rules or the owning library’s rules.____ 8.116 Fines are calculated according to the rules set by the library that originally

charged the item.____ 8.117 Each library may set a threshold fine amount above which circulation functions

are blocked unless overridden by authorized staff.____ 8.118 Each library may set a threshold billed amount above which circulation functions

are blocked unless overridden by authorized staff.____ 8.119 Bill amounts for long overdue material are added to a patron record at the time a

bill notice is calculated.____ 8.120 Marking an item lost can add a billing charge to the patron record.____ 8.121 The operator has the option of recording an immediate payment, or of adding the

charge to the outstanding balances on the patron record.____ 8.122 An additional processing fee can be added to lost item charges.____ 8.123 The patron record displays the processing fee distinctly from the bill amount.____ 8.124 Each library can define its own processing fees.____ 8.125 Processing fees can be defined by material type.____ 8.126 Ability to delete ‘lost’ and ‘claim return’ items from the database without

destroying relevant data in patron record.____ 8.127 Automatically add a locally defined message to a patron record when a ‘lost’ or

‘claim return’ item has been deleted from the database.

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____ 8.128 Rental books can be coded so that the system will prompt for payment at checkout or check-in.

Payment____ 8.129 H!- Staff can view a list of all monetary charges assessed to a patron____ 8.130 Payments may be made for specific items on this list.____ 8.131 Payments may be made against the total amount owed. If partial, the oldest

charges are paid first.____ 8.132 Payments can be made against the total amount ff fines owed.____ 8.133 Fees can be waived by authorized users.____ 8.134 Fees can be partially waived by authorized users.____ 8.135 Total fees waived is recorded on a patron record.____ 8.136 Payments received over a defined period can be totaled and reconciled against a

cash drawer or register.____ 8.137 Payments are applied to the patron record in real time.____ 8.138 Ability to calculate an estimate of fines for overdue items that have not been

returned.____ 8.139 Ability to delete item records with outstanding fine/fees and retain those

transactions on the patron's record.____ 8.140 Fines assessed on items checked out at one branch may be collected at another. ____ 8.141 Monies collected for other Libraries are tracked for periodic reconciliation.____ 8.142 Fine and fee transactions can be linked to the operator conducting the transaction.

Other Charges____ 8.143 H!- Other charges that count for block thresholds may be assessed to the patron

record._____ 8.143.1 These include inappropriate book drop return;_____ 8.143.2 Manually add charges_____ 8.143.3 Bad check return

____ 8.144 Service charges that may not count for block thresholds may be assessed to a patron record.

_____ 8.144.1 These may include: Printing_____ 8.144.2 Photocopying_____ 8.144.3 Database searching

____ 8.145 Patrons may add a positive credit balance to their record for future application to all charges.

Collection Agency Support____ 8.146 A Library can refer patrons with overdues exceeding certain criteria to a

collection agency, using a system report.____ 8.147 Libraries can each define their own criteria for sending to a collection agency.____ 8.148 Patron type can be used to determine whether to refer to a collection agency.____ 8.149 Staff can tell by looking at a record that it has been referred to a collection

agency.____ 8.150 If a referred patron clears his record at the library, the system passes the

information along to the collection agency.

Item Statuses and Codes____ 8.151 The terms used in status messages are all modifiable by MBLN.

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____ 8.152 H!- All status changes take effect in real time.____ 8.153 The date and time of status changes is kept in the patron record.____ 8.154 The date and time of status changes is kept in the item record.____ 8.155 Item records show a last activity date that tracks when something was last

physically done with the item._____ 8.155.1 Status changes that affect last activity include checkout;_____ 8.155.2 Check-in;_____ 8.155.3 Renewal;_____ 8.155.4 Route;_____ 8.155.5 Route in;

____ 8.156 MBLN may define which status changes update last activity date.____ 8.157 Claims returned status may be given to charged items. They remain on a patron

record but do not cause blocks or fees.____ 8.158 Claims returned items are cleared from a patron record if they are checked out or

in.____ 8.159 Claims “never checked out” status may be given to charged items. They remain

on a patron record but do not cause blocks or fees.____ 8.160 Claims “never checked out” items are cleared from a patron record if they are

checked out or in.____ 8.161 A record of the number of claims returned or claims never taken is kept for each

patron.____ 8.162 H!- “Lost in Transit” status is automatically set after an item has been in transit

for a pre-determined number of days.____ 8.163 Ability to limit the number of items within an item type that can be checked out to

a patron at any given time____ 8.164 Ability to automatically change a specific item type or status after a predefined

period has elapsed.____ 8.165 Particular item statuses or codes can be set in bulk by selecting a status and then

scanning a series of barcodes._____ 8.165.1 Statuses that can be changed in bulk include: missing_____ 8.165.2 Damaged_____ 8.165.3 Owning location_____ 8.165.4 Holding location_____ 8.165.5 Item type

Backup Circulation____ 8.166 H!- Ability to conduct standard automated circulation functions including

checkout and check-in when the central system is down.____ 8.167 H!- Ability for any branch to conduct standard automated circulation functions

including checkout and check-in when telecommunications access to the central system is lost.

____ 8.168 H!- A standard staff workstation can conduct on-line circulation, backup circulation, and also upload backup circulation transactions.

____ 8.169 H!- The backup circulation system accepts scanner input.____ 8.170 H!- More than one workstation at a branch can record and upload data.____ 8.171 Switching to backup circulation is automatic when main system goes off-line.____ 8.172 Uploading of backup transactions is accomplished over the TCP/IP network

without any additional software.

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____ 8.173 Uploading and processing of transactions is accomplished with a single utility.____ 8.174 H!- A report of backup transactions may be printed for error correction purposes.____ 8.175 Multiple branches may simultaneously upload backup files when the online

system becomes available.____ 8.176 H!- Batch uploads of backup data do not trigger holds.

Inventory____ 8.177 An inventory function allows staff to record that particular books were present at

a particular date.____ 8.178 An inventory report can be printed for a specific collection or range of call

numbers.____ 8.179 Inventory reports can be printed in item call number order.____ 8.180 Inventory reports can be printed in a user-defined order.____ 8.181 Inventory reports contain: barcode number_____ 8.181.1 Scannable barcode symbol_____ 8.181.2 item call number_____ 8.181.3 author_____ 8.181.4 title _____ 8.181.5 item status _____ 8.181.6 last date circulated/used.

____ 8.182 Inventory and circulation functions can operate concurrently while the system is publicly available.

____ 8.183 On-screen inventory check-off lists can be used to record inventory status.____ 8.184 Wireless handheld barcode scanners/recorders can be used to record inventory for

uploading to the system.____ 8.185 Reports of items missing in inventory can be created.____ 8.186 Markable lists of items missing in inventory can be displayed on screen for

selection and re-ordering.____ 8.187 Reports of mis-shelved items can be created.

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9. Closed-Stack retrieval____ 9.1 This function will immediately notify staff that a patron wishes to obtain material

located in a closed stack area of the library.____ 9.2 Patrons may place a pick-up request from the OPAC.____ 9.3 Patrons may place a closed-stack pick-up request remotely while indicating a

pick-up location.____ 9.4 Only items within defined collections may have a pick-up request placed against

them.____ 9.5 These collections can be defined separately from those defined as allowing

standard holds.____ 9.6 Requests will be immediately printed out at a workstation designated to serve the

part of the collection holding the item.____ 9.7 The ILS can determine which workstation to print to from the holdings or item

record call number.____ 9.8 The ILS can determine which workstation to print to from a location code in the

holdings or item record.____ 9.9 The patron can enter free-text information indicating Call #, Author and Title that

will generate a pick slip (e.g. for titles in our microfiche catalog that have not yet been entered on the ILS database).

____ 9.10 The Patron can check the status of requested items.____ 9.11 Staff can check the status of requests for a particular item.____ 9.12 Pick-up slips can be customized by Library.____ 9.13 Pick-up slips can be printed at offsite storage facilities.____ 9.14 The request status shows that an item is coming from a remote storage facility.____ 9.15 An estimated time of arrival can be shown for items coming from remote storage

facilities.____ 9.16 Staff at the pick locations can record that an item is found and on its way to the

patron’s location.____ 9.17 Delivered items can be charged to a patron’s record.____ 9.18 Loan periods can be set to the end of the current day.____ 9.19 The Pick-up information can include a note indicating that patron’s seat number

so that materials can be delivered directly.____ 9.20 Items can be placed on hold for patrons to use during subsequent days..

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10. Availability Booking____ 10.1 Materials Availability Booking_____ 10.1.1 Materials Booking uses the bibliographic and item databases to hold booking items._____ 10.1.2 Items may be designated as available for materials booking._____ 10.1.3 Users may be designated as eligible to book materials._____ 10.1.4 Materials Booking items can be masked from catalog searches done by non-booking eligible

patrons or log-on sessions._____ 10.1.5 The system proposed must check to see if the item has a booking record and a calendar before

creating a booking record._____ 10.1.6 Booking records including at least the following data elements:_____ 10.1.6.1 user ID_____ 10.1.6.2 item number_____ 10.1.6.3 Destination library_____ 10.1.6.4 date created_____ 10.1.6.5 time needed to ship_____ 10.1.6.6 time needed to return item_____ 10.1.6.7 H!- date needed_____ 10.1.6.8 Time needed_____ 10.1.6.9 return date or time_____ 10.1.6.10 number of pieces_____ 10.1.7 H!- Items may be booked up to 18 months in advance._____ 10.1.8 H!- Users can submit booking requests online._____ 10.1.9 Operator is alerted if a proposed booking conflicts with a booking already on the calendar._____ 10.1.10 H!- Each Library can define its own availability booking calendar._____ 10.1.11 H!- Availability booking calendars are different from library operations calendars._____ 10.1.12 H!- Travel time to and from the user is included in booking so that an item cannot be booked

during travel time._____ 10.1.13 A safety period can be set after bookings, so that no booking for an item can be done within this

safety period._____ 10.1.14 Availability booking works in time periods of days for use with materials sent to remote locations

(such as videos)._____ 10.1.15 Availability booking works in time periods of minutes for use with materials used in house. (such

as projectors)._____ 10.1.16 Confirmation letter can be sent to the user._____ 10.1.17 H!- Confirmations can be sent to e-mail addresses._____ 10.1.18 Staff is alerted when the ship date or time arrives._____ 10.1.19 Charging a booked item to a user updates the status of the booking record._____ 10.1.20 Checking-in a booked item from a user updates the status of the booking record_____ 10.1.21 Fines may be assessed for overdue booked items._____ 10.1.22 H!- Booking overdue fine rates can be defined separately from circulation fine rates._____ 10.1.23 Booking overdue fine rates can be defined for different material types._____ 10.1.24 Booking records may be retrieved for display by booking date._____ 10.1.25 Items booked for a particular date can be displayed by one click or command from the calendar

screen._____ 10.1.26 Booking records may be retrieved for display by item._____ 10.1.27 Booking records may be retrieved for display by user._____ 10.1.28 The calendar may be displayed for an entire year or any part of it._____ 10.1.29 The calendar display can start at any month and display the number of months specified by the

operator._____ 10.1.30 A variety of Availability Booking reports can be printed, including:_____ 10.1.30.1 A list of items to be shipped on a given day._____ 10.1.30.2 H!- Mailing labels for items to be shipped._____ 10.1.30.3 A list of booked items due to be returned._____ 10.1.30.4 A list of users with bookings during a specified time period._____ 10.1.31 A variety of canned statistical reports are available, including:_____ 10.1.31.1 Number of total current bookings

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_____ 10.1.31.2 Number of bookings in a defined time period._____ 10.1.31.3 Bookings by material type._____ 10.1.31.4 Bookings by patron/user type._____ 10.1.31.5 Unfilled booking requests._____ 10.1.32 Information is available on the booking activity of particular items, including:_____ 10.1.32.1 Current bookings_____ 10.1.32.2 Bookings over a defined time period_____ 10.1.32.3 Unfilled booking requests.

____ 10.2 Workstation Availability Booking_____ 10.2.1 Public workstations can be booked for a specified time._____ 10.2.2 The first available station from a group may be booked._____ 10.2.3 The patron sees a warning when the time period is about to expire._____ 10.2.4 A stronger warning is displayed when the expiration time is met._____ 10.2.5 Different availability periods can be set for different workstations within a department._____ 10.2.6 Each Library can set up its own availability periods for workstations._____ 10.2.7 Patrons can sign up for workstations from a self-service station or via remote access.

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11. Course Reserves____ 11.1 The reserves function must use records in the main bibliographic file: the reserves

function must NOT require creation of a separate bibliographic file or database. ____ 11.2 The reserve system should serve as a processing system for reserve as well as a

public catalog for course reserves. ____ 11.3 The system should allow for the creation of both permanent and course reserves. ____ 11.4 The system should support online communications with faculty and between

library departments for soliciting and receiving information regarding reserve requests.

____ 11.5 Faculty may select records from all available online databases and submit them electronically as part of a reserves reading list.

____ 11.6 The record for a reserve course includes the following fields: _____ 11.6.1 academic term _____ 11.6.2 school or department _____ 11.6.3 course number _____ 11.6.4 course title _____ 11.6.5 course instructor(s) _____ 11.6.6 teaching fellow/course contact _____ 11.6.7 expected enrollment _____ 11.6.8 final enrollment _____ 11.6.9 previous enrollment _____ 11.6.10 expiration date/ end date _____ 11.6.11 full text field for notes specific to course _____ 11.6.12 number of bibliographic requests to be processed for the course _____ 11.6.13 last academic term course supported _____ 11.6.14 last date record modified

____ 11.7 Instructor records are in a related file, so that entry information does not have to be repeated for each course.

____ 11.8 The system must record and allow for the input, update, and display of the following information for each item requested for reserve:

_____ 11.8.1 course number(s) _____ 11.8.2 course title(s) _____ 11.8.3 date requested _____ 11.8.4 date placed on reserve or date designated unfillable _____ 11.8.5 reason request can't be filled _____ 11.8.6 reserve expiration date _____ 11.8.7 term for which item is being processed _____ 11.8.8 number of reserve circulations _____ 11.8.9 record of submission and return of item if a personal copy _____ 11.8.10 processing status (e.g. on reserve, on order, unavailable for reserve, etc.) _____ 11.8.11 date processing status last modified

____ 11.9 Staff may designate an item as a reserve item by establishing a link from the item record to the course record.

____ 11.10 The system must allow an item to be placed on reserve for more than one course____ 11.11 For items on pending reserve which are charged out, a recall notice should be

automatically prepared X days prior to the date the item goes on reserve. ____ 11.12 The system should allow for the maintenance and storage of historical records of

the bibliographic items a course uses so that an entire course's reserve list can be reactivated without the re-input of records.

____ 11.13 The system should be able to print "retrieval slips" upon request by users.

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E. Proposal Submission: Information & Conditions

RequestThe City of Boston acting through the Boston Public Library (“BPL” and/or “Awarding Authority”) and acting by the Official, requests proposals for providing an integrated library system for the Boston Public Library and the Metro-Boston Library Network.

20. AddendaIf issued, any supplemental instructions, amendments, or changes in the RFP, or attached documents shall, in the form of a written addendum to this Request, be sent (no later than five business days prior to the time set for the opening of the proposals) by certified mail, return receipt requested, to all firms on record as having received an RFP at the address listed thereon.

Failure of any proposer to respond to any such addenda shall not relieve such proposer from any obligation under the proposal as submitted. At the time of the opening of proposals, each proposer shall be conclusively presumed to have received and understood all RFP documents, including all addenda, and the failure of any proposer to examine any form, instrument, or other document which is part of the RFP shall in no way relieve such proposer from any obligation arising under law from the submission of a proposal. Failure of any proposer to respond to any addenda may also result in the rejection of the entire proposal.

21. Questions and Changes to ProposalAll questions as to the interpretation of the RFP, Specifications, Evaluation Criteria, and all other contract documents shall be submitted in writing to the Official’s designee, as specified in Section 1, General Notice To Proposers. Written answers to such questions shall be sent to each person on record as having received an RFP and all documents incorporated by reference therein.

The Official or his designee shall unconditionally accept a proposal without alteration or correction, except as provided in this paragraph. A proposer may correct, modify, or withdraw a proposal by written notice received by the Official or his designee prior to the time and date set for the opening of proposals. After the opening of proposals, a proposer may not change the price or any other provision of the proposal in a manner prejudicial to the interests of the City or fair competition. The Official or his designee shall waive minor informalities or allow the proposer to correct them. Minor informalities are minor deviations, insignificant mistakes, and matters of form rather than substance of the proposal that can be waived or corrected without prejudice to other proposers, potential proposers, or the governmental body. If a mistake and the intended proposal are clearly evident on the face of the proposal documents, the Official or his designee may correct the mistake to reflect the intended correct proposal and so notify the proposer in writing, and the proposer may not withdraw the proposal. Other than to make such a correction, the Official or his designee will not correct or change a proposal. A proposer may withdraw a proposal if a mistake is clearly evident on the face of the proposal document(s) but the intended correct proposal is not similarly evident.

22. Proposal DepositEach non-price proposal must be accompanied by a certified check made payable to the City of Boston in the amount of $500.

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23. Responsibility of Proposer to be InformedBefore submitting any proposals, proposers shall fully inform themselves in regards to all conditions pertaining to the RFP, and all required terms and conditions for carrying out the contract. By filing proposals, the proposers do thereby represent that they have so informed themselves. Any estimates, plans, or other information relating to the goods, services, labor, materials, or work required by the contract documents are to be considered for the purpose of evaluating the several proposals. Neither the City of Boston, nor its officers, agents, or employees shall be responsible for the accuracy of, or bound by, such estimates, plans or information.

24. Required Content and Format of ProposalThe Official or his designee and the Evaluation Committee shall rely on the sources of information described herein to evaluate each proposer's ability to comply with the scope of services set forth in this RFP, and to select the proposal that is most advantageous to the City.

See Section 2 above for specific details on what must be included with each proposal.

25. PricesAll costs are to be stated as "not to exceed" amounts. No additional charges for sales taxes, transportation, etc., will be allowed beyond levels specifically stated in the Proposer's proposal.

26. Proposal Acceptance & EvaluationThe most advantageous proposal shall be determined from responsible and responsive proposals by taking into consideration the price and the evaluation criteria contained herein. Evaluating the proposals and determining the most advantageous proposal is a four-step process that includes the following: 1. Application of minimum criteria, 2. Application of comparative criteria, 3. Assigning a composite rating, 4. Selecting the most advantageous proposal.

26.1 Screening Proposals for Responsiveness and Responsibility After opening the technical (non-price) proposals, the Official or his designee will examine each proposal

to determine whether it is responsive and meets all of the proposal submission requirements. Any proposal which fails to include all of the forms, information or documentation specified in the proposal submission requirements is non-responsive and will be rejected.

A responsible proposal is one that demonstrates the capability, integrity, and reliability of the Proposer to perform under the contract to be awarded. Minimum Evaluation Criteria reflect standards or attributes that are essential to satisfactory performance of the contract to be entered into pursuant to this RFP and will be used to identify responsive and responsible proposals. An Evaluation Committee will evaluate each proposal to determine whether it meets the minimum evaluation criteria. If a proposal fails to satisfy any of the standards set forth as minimum criteria, it will automatically be eliminated from further consideration. Only those proposals for which an authorized representative of the Proposer has unconditionally checked "Yes" for each of the requirements set forth in Section 14, entitled "Minimum Evaluation Criteria" will be accepted for further evaluation.

In determining the responsiveness of a proposal, the Official or his designee may waive minor informalities (deviations, mistakes) or allow the Proposer to correct them, per Section 21.

26.2 Evaluation of Proposals Using Comparative Evaluation CriteriaAn Evaluation Committee will apply comparative criteria in deciding which proposal to select from among

those that meet the minimum evaluation criteria, according to the non-price criteria set forth in this RFP and make recommendations to the Official.

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Four rating categories will be used to evaluate each proposal that meets the minimum criteria. The rating categories are "Highly Advantageous", "Advantageous", "Not Advantageous" and "Unacceptable". The record of the proposal evaluations will show the rating assigned for each evaluation criterion and the reasons for each rating. The evaluators will prepare written evaluations for each such proposal in accordance with the Comparative Evaluation Criteria detailed in Section 3.2 of this RFP. Ratings for each criterion will be assigned on the basis of documentation provided by the Proposer in response to information requested in Section 2.3 above.

26.3 Assigning Composite RatingsAfter proposals have been assigned ratings on the basis of each evaluation criterion, evaluators will assign

composite ratings to the proposals. The written explanation accompanying each composite rating will state the reasons for each composite rating.

26.4 Final DecisionThe Official, who is not part of the Evaluation Committee, will then open price proposals. The Official

shall determine the most advantageous proposal from a responsible and responsive proposer taking into consideration Evaluation Committee recommendations and price.

The Official or his designee shall award the contract by written notice to the selected proposer within the time for acceptance specified in the Advertisement (90 days). The parties may extend the time for acceptance by mutual agreement.

A register of proposals, with the name of each proposer and the number of modifications to the proposal, if any, will be available for public inspection following the opening of proposals. However, the content of the proposals shall remain confidential and will not be made available to competing proposers. Proposers wishing to review the contents of competing proposals may do so only after a contract has been awarded.

26.5 Proposer QualificationsIt is the purpose and intention of the City not to award the contract to any proposer who does not furnish

evidence, when requested, satisfactory to the Official or his designee that it has the ability and experience to perform the pertinent class of work.

27. Acceptance of ProposalThe proposals will be firm for 90 calendar days after the date set for the opening of technical proposals. The submission of a proposal shall constitute agreement on the part of the proposer that, if the proposer is given or mailed a notice of acceptance within 60 days (or such other time specified in the Advertisement) of the date set for the opening of technical proposals, the proposer will, within 30 calendar days (Saturdays, Sundays, and legal holidays included) of receipt of such notice or within such additional time as the Official or his designee may authorize in writing, deliver to the Official’s designee a contract properly executed together with the required security for performance. The Awarding Authority, the Chief Information Officer of the City of Boston, shall award the contract and have the authority to exercise options and/or award.

A maximum of 30 days will be allowed from the RFP being awarded to the signing of the contract before the City has the option to go to the Proposer of second choice.

The City accepts no financial responsibility for costs incurred by any proposer in responding to this RFP. All responses and materials related to this RFP will become the property of the Office of Budget Management, and precautions will be taken to ensure the confidentiality of the material. The successful proposal will become public information after selection.

28. Rejection of ProposalsThe Official or his designee may cancel the RFP, or may reject in whole or in part any and all proposals, if he determines that cancellation or rejection serves the best interests of the City.

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F. Contract Terms & Conditions

29. Definition of TermsThe following terms or pronouns used in their stead, wherever they appear in these Contract documents shall be construed as follows:

29.1 "City" shall mean the City of Boston, County of Suffolk or any of their agencies.29.2 The "Agreement" shall include as applicable, all Advertisements/Public Notices,

Requests For Proposals ("RFP's"), Proposal(s) submitted by the Contractor, City's standard Contract forms, letter to the Mayor of Boston concerning the award of the Contract, and all amendments thereto, as defined in Part (5.2) below.

29.3 "Contractor" shall mean the individual, partnership, corporation or other entity to whom this contract is awarded.

29.4 "Official" shall mean the officer acting on behalf of the City in the execution of the Contract, or his/her authorized designee.

29.5 “Awarding Authority” shall mean the Chief Information Officer (CIO) of the City of Boston.

30. Scope, Entirety, and Precedence of Documents30.1 This section of the RFP specifies the contractual terms and conditions by which the City

will procure services from the contractor. Such services shall conform to the documents listed below, hereinafter referred to collectively as "Contract Documents."

1. City's RFP and any Exhibits, Attachments, or Amendments thereto2. Proposer's Proposal3. Implementation Plan upon approval by both parties

30.2 This agreement, including documents (1) through (3) above, represents the entire and integrated agreement between the parties hereto and supersedes all prior and contemporaneous negotiations, representations, understandings, and agreements, whether written or oral, with respect to the subject matter hereof. This agreement may be amended only by written amendments signed by both parties.

30.3 In the event of a conflict relative to the procurement process, or contractual matters, the Contract Documents set forth above in Section (30), all incorporated herein by reference as if set forth herein in their entirety, shall be used to resolve such conflict. The precedence of each document is set forth below, with the first having highest precedence:

1. City's RFP, and any Exhibits, Attachments or Amendments thereto2. Proposer's Proposal3. Implementation Plan, upon approval by both parties

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30.4 Term of AgreementThe term of this Agreement shall be determined by the Implementation Plan.

31. Changes to the Contract Documents31.1 The City may require changes in the scope of services to be performed or provided by the

Contractor. All such changes, which are mutually agreed upon by and between the parties, shall be incorporated in written amendments to the contract, which may also be in the form of letter agreements. All such amendments or supplemental agreements shall state any increase or decrease in the amount of compensation due the Contractor for any change in the scope of services and/or schedule.

31.2 All alterations or additions, material or otherwise, to the terms and conditions of this Contract must be in writing, be signed by the Official and the Contractor, and be filed with the City Auditor.

31.3 Any waiver, expressed or implied, by the City or the Official of any rights, terms, or conditions of this Contract shall not operate to waive such rights, terms, or conditions or any other rights, terms or conditions, beyond the specific instance of waiver.

31.4 Unless all the terms and conditions for the delivery or provision of services by the Contractor to the City specified by this Contract are expressly set forth in a writing, incorporated herein by reference, such provision of services shall require written approval of, or direction by the Official, prior to the incurrence of any liability by the City.

32. NoticeAny notice required to be given by the terms of this Agreement shall be deemed to have been given when the same is sent by certified mail, postage prepaid, or courier service addressed to the respective parties as supplied by each.

33. HeadingsPart F contains headings only for convenience. Said headings do not form part, and shall not be used in construction, of this section.

34. Relationship With The CityThe Contractor is retained solely for the purposes, and to the extent, set forth in this Contract. The Contractor's relationship to the City during the term of this Contract shall be that of an Independent Contractor. The Contractor shall have no capacity to involve the City in any contract, nor to incur any liability on the part of the City. The Contractor, its agents or employees shall not be considered as having the status or pension rights of a City employee, provided that the Contractor shall be considered an employee for the purposes of Massachusetts General Laws Chapter 268A (the Conflict of Interest Law). The City shall not be liable for any personal injury to, or death of, the Contractor, its agents, or employees.

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35. AssignmentNeither this Agreement, nor any portion thereof, may be assigned, by either party, without the written consent of the other party. Any attempt to assign any performance of this Agreement, without the written consent of the other party, shall be null and void, and shall constitute a breach of this Agreement.

36. Performance36.1 The Contractor shall assign only competent personnel to perform services pursuant to this

Agreement. The City retains the right to request the removal of the Contractor's personnel from the project by giving written notice to the Contractor, and the Contractor agrees to remove personnel judged by the City to be incompetent to perform services under this Agreement.

36.2 All work papers, reports, questionnaires, and other written material prepared or collected by the Contractor in the course of completing the work to be performed under this contract shall at all times be the exclusive property of the City. The Contractor shall not use such materials for any purposes other than the purpose of this Contract, without prior written consent of the Official.

36.3 The Contractor agrees that none of its officers or employees shall use or reveal any data or statistical information for any purpose other than the purpose for which it was obtained. This section shall, in part, specifically prohibit the use of such information for purposes of publicity.

37. TimeIt is understood and agreed that all specified times or periods of performance are of the essence with respect to this contract.

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38. Compensation38.1 The Contractor will submit invoices in installments to the City, itemizing services and

expenses, following each acceptance phase of the project, as specifically defined in the Payment Schedule of the Implementation Plan.

38.2 Thereupon the City shall pay to the Contractor such amount, less sums retained under the provisions of these General Conditions.

38.3 The City shall pay in full and complete compensation for services performed under this Contract, in an amount not to exceed the amount shown on the face of this Contract, which Contractor agrees is sufficient compensation for its full and complete performance in accordance with the Contract Documents.

38.4 Compensation for this Agreement is dependent on the availability of funding, which is subject to available City appropriation. The City may terminate this Agreement if no funds are available, or decrease the amount certified by the City Auditor as available funds, provided the City gives the Contractor written notice of such action as soon as reasonably possible. The City shall reimburse the Contractor for all services provided or committed to prior to the date of termination, at the prices and rates as provided for in the Contract Documents. The Contractor may retain all payments received from the City through the effective date of termination. When the City Auditor's certification of available funds is less than the face amount of the Contract, the City shall not be liable for any claims or requests for payment by the Contractor that would cause total claims or payments under this Contract to exceed the amount so certified.

39. Remedies39.1 If either party fails to perform in accordance with the Contract Documents, the aggrieved

party may terminate this Agreement, by providing written notice to the other no earlier than thirty (30) days prior to actual termination, if written notice has been provided to the other party specifying the problem, and a reasonable opportunity provided to resolve the problem, not exceeding an aggregate period to which both parties mutually agree.

39.2 In addition to the basis for termination outlined in Part (56.1) of this Agreement, the City may terminate the this Agreement if:

(a) The Contractor should be adjudged bankrupt or should make a general assignment for the benefit of its creditors, or if a receiver should be appointed on account of its insolvency; or,

(b) No funds are appropriated by the City, as described in Section (38.4).

(c) As specified in the Standard Contract, Form CM-11, Article 8.

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39.3 In the event that, due to causes beyond the control and without the fault or negligence of either party, either party fails to meet any of its obligations under this Agreement, such failure shall not constitute a default in performance, and that party shall be granted an extension of time to make other arrangements, additions, or revised payment as shall be reasonable under the circumstances, provided that the other party is notified in writing within fifteen (15) days of the occurrence of such failure.

40. Compliance With Laws and Public Policy40.1 This Contract is made subject to all laws of the Commonwealth of Massachusetts.

40.2 The Contractor shall provide, at its sole expense, all necessary licenses, permits, or other authorizations required by the City, the Commonwealth of Massachusetts, or any other governmental agency with proper jurisdiction.

40.3 The Contractor agrees, and shall require any sub-contractor, not to discriminate in connection with the performance of work under the Contract against any employee or applicant for employment because of sex, race, religious creed, national origin, age, or disability.

40.4 The Contractor's attention is called to Massachusetts General Laws Chapter 268A (the Conflict of Interest Law). The Contractor and its representatives shall not act in collusion with any City officer, agent, employee, or other party, nor shall the Contractor make gifts to any public employee or official in any way connected with this Contract, or any other matter in which the City has a direct and substantial interest.

40.5 The Contractor and its representatives warrant and represent that they have not paid, and agree not to pay, any bonus, commission, fee or gratuity to any employee, official or member of the City or to any other person for the purpose of obtaining the contract.

40.6 The Contractor shall keep itself fully informed of and at all times comply with, all City state and federal laws, rules, regulations, ordinances and codes that in any manner affect the work herein specified, and shall protect and indemnify the City, its officers, agents and employees against any claim or liability arising from or based on the violations of such ordinances, regulations, or laws, caused by the negligent actions of the Contractor, its agents, or employees.

41. Release of the City on Final PaymentAcceptance by the Contractor of payment from the City for final services under this Contract shall be deemed to release, forever, the City from all claims and liabilities, except those of which the Contractor notifies the Official in writing within six (6) months after such payment.

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42. Assumption of Loss and Liability42.1 The Contractor shall indemnify, defend, and hold harmless the City, its agents, and

employees, from and against any and all claims, demands, suits, actions, proceedings, judgments, losses, damages, injuries, penalties, costs, expenses (including attorney's fees) and liabilities, of, by, or with respect to third parties, that arise from the Contractor's negligence. The City will also be held harmless for any injuries to the Contractor’s employees that occur on the City’s premises. Notwithstanding any provision to the contrary, the foregoing indemnity provisions shall remain in full force and effect throughout the entire warranty period and maintenance periods (if any).

42.2 Limitation of LiabilityIn no event shall the Contractor or the City be liable for special, indirect, or consequential damages of any

nature.

42.3 InsuranceWithout limiting the Contractor's indemnification of the City, the Contractor will provide and maintain, at its own expense during the terms of this Agreement, the following insurance program covering its operation hereunder. Such insurance will be provided by insurer(s) licensed to do business in the Commonwealth of Massachusetts. Certificates evidencing that such insurance is in full force and effect shall be delivered to the City prior to the final execution of this Agreement, and renewal certificates will be provided annually. Failure to maintain such insurance in full force and effect throughout the terms shall constitute a material breach of this Agreement and grounds for immediate termination.

Such insurance shall be primary to, and not contributing with, any other insurance maintained by the City, shall name the City as an additional insured and shall include:

A certificate of “errors and omissions” liability insurance with a minimum limit of $1 million/ $1 million or shall furnish other satisfactory evidence of financial ability to reimburse the City for any loss incurred by the City due to acts, errors or omissions in providing insurance or related services to the City.

43. InvalidityThe validity, in whole or in part, of any provision of the Contract Documents shall not void or affect the validity of any other such provision.

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G. Standard City of Boston Document Forms.

44. Performance Bond: Form CM-05

45. Contractor Certification: Form CM-09

46. Certificate of Authority: Form CM-06

47. Non-Collusion Certificate: Form CB-07

48. Standard Contract: Form CM 10 and 11

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E. Proposal Submission:.doc.doc.doc

Education

Transcript of E. Proposal Submission:.doc.doc.doc