The Ohio Public Library Information Network (OPLIN) requests bids from vendors for
making genealogy resources—specifically Ancestry, HeritageQuest, Fold3, a nd
African-American Heritage— accessible to all 251 public library systems in Ohio, the
State Library of Ohio, and 11 million Ohio residents. This is a renewal of subscription
databases currently in use. OPLIN will manage all aspects of delivering the
information to the libraries and the public. The vendor will interact only with OPLIN
This contract will become effective on July 1, 2020, or the date of the signature by the
State of Ohio on this contract, whichever is later. This contract shall remain in effect
until the end of the budget biennium (June 30, 2021) or until terminated as provided
in this contract. The final contract should include a two-year extension, if both parties
agree to terms.
Please submit quotes by the deadline of 8:00 a.m. (EDT) on Friday, June 5, 2020 to
Don Yarman, OPLIN Director, at firstname.lastname@example.org.
OPLIN may reject any quotes and/or responses that are received after the deadline
provided above. OPLIN may also extend the deadline at the OPLIN’s discretion.
PROPOSAL EVALUATION AND SERVICE ELEMENTS
The initial basis for evaluating proposals will be the ability to meet the relevant
Economic Measures. If a proposal is deemed to qualify based on the relevant
Economic Measures then it will be evaluated based on Mandatory, Primary, and
Secondary Service Elements.
● Price is advantageous to the collective prices being offered to individual Ohio
● Price is deemed advantageous relative to perceived need.
Mandatory Service Elements
The following requirements are mandatory for all services proposed in response to this
request. Responses that do not meet these requirements will not be considered.
● Product must be a web-based service provided by online publisher,
value-added reseller or third-party vendor.
● Authentication access available via IP addresses.
● Agrees to notify, cooperate and collaborate with OPLIN and/or other
appropriate parties in the event of an information security or data privacy
incident, including a security breach.
● It is important that vendor maintain user confidentiality and privacy. The vendor
shall not sell statistical information without permission. The vendor can only
release statistical information to the State and/or specific member libraries.
● License accommodates pro rata refunds to libraries or regional systems who
are current subscribers.
Primary Service Elements
The degree to which each proposer’s database(s) appropriately meet these
elements if relevant to the nature of the proposer’s database(s) will be considered
during the selection process.
Content & Topic Areas
● Content in the areas of genealogy including Census, church, court,
military and immigration records from the United States and other
countries; local and family history books, obituaries; and genealogical
● User-friendly interface.
● Search function is streamlined enabling quick navigation and reduced
search times. Results are returned in ranked order.
● Browser, platform, and resolution independent; no additional software
download, including browser plugins required to access content.
● Complies with W3C Web Content Accessibility Guidelines as found at
● Formatted for most mobile devices in common use. This may include a
mobile application, responsive design, and/or web app.
Note: systems dependent on using Adobe Flash may be unable to comply with
the last four bullet points, unless care is taken in writing the code.
● Authentication access as described under mandatory service
● Statewide remote access available via EZproxy.
● Ability to meet delivery deadlines.
Secondary Service Elements
The following secondary service elements will also be considered during the selection
process if relevant to the nature of the proposer’s database(s).
● Provides help desk / user support in a timely manner.
● High percentage of system availability; quick response time outlined in a
sample Service Level Agreement (SLA)
● Complete statistics reporting compatible with latest ICOLC (International
Coalition of Library Consortia) Guidelines including capability of reporting at
the institutional / library level as well as regional and statewide.
● Provides training, including at least 4 onsite trainings in Ohio and user-support
materials online at no extra cost.
● Allows for library branding of web site and/or interface.
● Vendor provides digital and printed copies of marketing materials directly to
each participating library. Additional materials are available for download via
● Capability of providing MARC records if requested.
Final decisions will be made based on:
● Ability to successfully meet the Economic Measures criteria.
● Input of the OPLIN Content Advisory Committee relative to Service Elements.
● Product and service demonstrations and trials if needed.
● Determination that one or more vendor proposals constitute viable selections
and can be practically accommodated into the budget and funding