Automated Library System
| Agency: | Plano Independent School District |
|---|---|
| State: | Texas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Feb 12, 2024 |
| Due Date: | Feb 27, 2024 |
| Solicitation No: | 2024-04-022 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
|
Contact Information
|
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2024-04-022
Automated Library System
Issue Date: 2/11/2024
Questions Deadline: 2/20/2024 12:00 PM (CT)
Response Deadline: 2/27/2024 10:00 AM (CT)
Contact Information
Contact: Veronica Couzynse
Address: Plano Independent School District
6600 Alma Drive
Plano, TX 75023
Email: veronica.couzynse@pisd.edu
Page 1 of 33 pages
Deadline: 2/27/2024 10:00 AM (CT)
2024-04-022
Event Information
Number:
2024-04-022
Title:
Automated Library System
Type:
Request for Proposal
Issue Date:
2/11/2024
Question Deadline: 2/20/2024 12:00 PM (CT)
Response Deadline: 2/27/2024 10:00 AM (CT)
Notes:
The Plano ISD (“District”) is requesting proposals for a multi-site integrated library
automation system (ILS) designed to meet the needs of school districts serving
prekindergarten through 12th grade. This document describes the required services
and functionality of the solution, information that must be included in proposal
submissions, and evaluation criteria.
TERM:
The contract term is for an initial three (3) year term.
This contract, upon agreement of both the successful vendor and the Plano ISD, will
automatically renew in one (1) year increments until either party chooses not to
renew with a ninety (90) day written notice.
Billing Information
Address: 2700 West 15th St.
Att'n: Accounts Payable Dept.
Plano, TX 75075
Bid Attachments
Sample 1295 Form.pdf
Sample 1295 Form
W-9_(Rev._October_2018).pdf
W9
Terms_and_Conditions_2022.pdf
Terms and Conditions
CIQ.pdf
CIQ
Download
View Online
View Online
View Online
Bid Attributes
1 INTRODUCTION
There are several attributes associated with this proposal. Some are notes and require No Response, but most
have a required response. Please be sure to view and respond to all attributes on each page. If you do not read
and/or respond to all Bid Attributes that require a response, the system will not allow you to submit your electronic
bid response.
Page 2 of 33 pages
Deadline: 2/27/2024 10:00 AM (CT)
2024-04-022
2 Electronic Bid Submittal
Although we are legally required to accept paper bids, we strongly request that bidders submit this bid
electronically. Electronic bidding, as defined under the State of Texas Uniform Electronic Transactions Act, is an
acceptable method of receiving bids based on The State of Texas Education Code Sec. 44.0313 and Plano ISD
policy CH Legal. Please feel free to call us if you require any assistance with this submittal. Electronic bidding
eliminates errors, eliminates unnecessary work, and is friendlier to the environment. When filing this bid
electronically, please do not send us a paper copy, as the electronic version will prevail. Furthermore, no faxed or e-
mailed bids will be received. Your cooperation is appreciated. Please confirm that you have read and understand
this instruction. ~~ This is your electronic signature.
Yes, I affirm Yes, I Understand
(Required: Check only one)
3 Communications Statement
Contact between vendors and Plano ISD personnel during the RFP process or evaluation process is prohibited. All
communications shall go through the Purchasing Department during the competitive process. All questions received
and the corresponding answers will be distributed to all proposers. Verbal responses will not be provided. You may
click on the "Questions" tab to submit your question(s).
4 Evaluation Criteria
It is not the policy of Plano ISD to award bids on the basis of low price alone. To determine the award of this bid,
Plano ISD may consider the following, as provided in the Texas Education Code 44.031(b). 1) Price/discount; 2)
Consideration of location of vendor's principal place of business: 3) Reputation of the vendor; 4) Qualities of the
vendor's goods & services; 5) The extent to which the goods & services meet the District's needs; 6) The vendor's
past relationship with the District; 7) The long-term cost to the district to acquire the vendor's goods or services; 8)
The impact on the ability of the District to comply with laws and rules relating to historically underutilized businesses;
and 9) Any other relevant factor specifically listed in the request for bids or proposals.
Plano ISD will evaluate responsive proposals as follows:
Evaluation Criteria
Maximum Point Value
Purchase Price
Quality of vendor's goods or services
Extent to which the goods and services meet the district's needs
Reputation of Vendor
30 Points
25 Points
25 Points
20 Points
Total:
100 Points
Page 3 of 33 pages
Deadline: 2/27/2024 10:00 AM (CT)
2024-04-022
5 General Information
The District serves approximately 49,000 students, 6,600 employees, and 1,600 substitutes across 71 library sites.
We are looking for an integrated library automation system (ILS) to serve the needs of our district and school
community.
Based on our current library management system, capacity requirements at minimum are:
Number of campus
libraries
71 (includes a main branch used solely to facilitate
materials being cataloged/processed, house non-campus
patron accounts, and aid in patron account management)
Number of item records 978,221
Number of authority
records
343,842
Number of patron
records
62,636
Total number of student
users
49,000
Total number of staff
users
8,500
Total number of public
users
(parents, community)
unlimited
Total checkouts and
renewals between
January 1, 2023 -
February 1, 2024
809,863
Number of item records 978,221
Page 4 of 33 pages
Deadline: 2/27/2024 10:00 AM (CT)
2024-04-022
6 Scope of Work - Reports
The solution should have a reporting module that contains a variety of canned reports representing all
modules in the ILS, including but not limited to cataloging (activity and maintenance related reports);
collection analysis; circulation, borrowers; financial transactions; counts and statistics; staff user activity; and
database-wide, record-level, and item-level data.
Reports may be run for a campus, district (aggregate), or select campuses at once.
Reports may be printed and downloaded in PDF, CSV, and Excel formats.
Reports may be set to run automatically on a schedule and sent to specified email addresses.
Overdue/fine notices should be available in both a list format (for internal use) and a notice format (one page
per patron for distribution to patrons/parents).
Overdue/fine notices may be produced by homeroom, grade level, class period, or school.
Overdue/fine notices can be automatically emailed in notification form to borrowers and parent/guardians on
a scheduled basis with a district specified message.
Patron barcodes with student names may be printed in scannable format, whether singly, for all students in a
homeroom, or for all students in a grade level.
Staff should be able to run a report of all financial transactions within a specified time period, type of
transaction (payment or fee waiving), patron, reason for transaction, amount, library at which the transaction
occurred, user conducting the transaction. The report should be available for individual campuses as well as
the entire district.
The system must be able to run circulation counts for each campus, the district, and all campuses at once for
specified time frames, the option to compare data within the same specified timeframe of the previous year,
and with the ability to include a breakdown by collection type.
7 Reporting Specifications
Please read the Reporting Specifications. Will you meet all the specifications?
YES No
(Required: Check only one)
8 Reporting Specifications - Deviations
If you indicated you cannot meet all the reporting specifications, please indicate any deviations you may have. If
none, please indicate with NA.
(Required: Maximum 1000 characters allowed)
Page 5 of 33 pages
Deadline: 2/27/2024 10:00 AM (CT)
2024-04-022
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See Also
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Bid Due: 11/01/2024
Solicitation Details eResponse Instructions Subscribe Print PDF Type: Request For Proposals (RFP) Status:
City of Austin
Bid Due: 5/21/2024