Wattle Range Council · Web viewAppendix 2 contains the intended timetable for this project. Relevant dates are: Tenders Close Anticipated Commencement

<Enter Appropriate Logos>

Request For Tender

Library Management SystemSupply Installation and Support Services

<Enter Council Address Details>

<Enter Date>

RFT - <Enter Council Details> <Enter Date>

Table of Contents

1. INTRODUCTION..........................................................................................................1

2. LIBRARY NETWORK PROFILE..................................................................................1

2.1. Background.............................................................................................................1

2.2. Organisational Structure........................................................................................1

2.3. Administration.........................................................................................................1

3. GENERAL OBJECTIVES AND REQUIREMENTS......................................................2

3.1. Business Partnership.............................................................................................2

3.2. Objectives................................................................................................................2

3.3. Functional Requirements.......................................................................................2

4. TIMETABLE.................................................................................................................2

5. CONDITIONS OF TENDER.........................................................................................3

5.1. Interpretation...........................................................................................................3

5.2. Tender Documentation...........................................................................................3

5.3. Enquiries..................................................................................................................3

5.4. General Conditions.................................................................................................4

5.5. Penalty Clauses......................................................................................................5

5.6. Payment Terms.......................................................................................................6

5.7. Indemnity.................................................................................................................6

5.8. Public Liability Insurance.......................................................................................6

5.9. Conflict Of Interest..................................................................................................6

5.10. Amendments...........................................................................................................6

5.11. Lodgment Details....................................................................................................6

6. EVALUATION CRITERIA............................................................................................6

6.1. Application Software..............................................................................................7


6.2. Support....................................................................................................................7

6.3. Cost..........................................................................................................................7

6.4. Business Issue/Risk Profile...................................................................................8

6.5. Technical Compatibility..........................................................................................8

6.6. Citrix Presentation Server......................................................................................9

6.7. User Comfort...........................................................................................................9

7. FORMAT OF TENDER RESPONSES.........................................................................9

7.1. General Requirements............................................................................................9

7.2. Functional Requirements.......................................................................................9

7.3. Cost........................................................................................................................10

8. SUPPLIER PROFILE.................................................................................................10

8.1. Supplier Identity....................................................................................................10

8.2. Annual Report.......................................................................................................11

8.3. Litigation................................................................................................................11

9. MANAGEMENT OF THE PROJECT.........................................................................11

9.1. Account Management...........................................................................................11

9.2. Installation Management......................................................................................11

9.3. Project Timetable..................................................................................................13

9.4. System Support and Development......................................................................13

9.5. Company Contact..................................................................................................14

10. CONTRACTS/AGREEMENTS...................................................................................14

11. COMPUTING INFRASTRUCTURE............................................................................14

11.1. Current Environment............................................................................................14

11.2. Recommended Server Configuration..................................................................15

11.3. Changes to Desktop Environment.......................................................................15

11.4. Communication Network Environment...............................................................15/tt/file_convert/5e631b430f01171d902730d5/document.doc Page iii


12. HOSTING SERVICES – OPTIONAL.........................................................................16

13. REFERENCES...........................................................................................................17

14. COST DETAILS.........................................................................................................18

14.1. General...................................................................................................................18

14.2. Once Of Cost.........................................................................................................18

14.3. Recurrent Cost......................................................................................................18

APPENDIX 1 FUNCTIONAL SPECIFICATION...............................................................20

APPENDIX 2 LIBRARY MANAGEMENT SYSTEM REPLACEMENT PROJECT...........21

APPENDIX 3 CURRENT HARDWARE & SYSTEM SOFTWARE ENVIRONMENT........22

APPENDIX 4 VOLUMES – TRANSACTION DATA.........................................................27

APPENDIX 5 LIBRARY HOURS.....................................................................................33

APPENDIX 6 NETWORK LAN & WAN TOPOLOGIES....................................................34

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1. Introduction

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

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

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

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

2. Library Network Profile

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

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

operation of a shared Library Service.

2.2. Organisational StructureDescribe the orgainisational structure of the Library Service or Library Network provide details such as

Population details the library serves. Details of any committees that manage the Library Service of Network and their brod terms of

reference Staff numbers employed at each library service

2.3. AdministrationDescribe the Administration arrangements for the Library service or Library Network include the following types of information

Identify who the host Council is (for a Library Network) or which site provides the main library service

Identify who is responsible for the financial administration of the Library Network or the Library Service

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Identify who is providing Library System Administration Services. Identify the responsibilities for the System Administrator

3. General Objectives and Requirements

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

3.2. ObjectivesThe overall objectives relevant to the new library management system are as follows:

A system which best meets both the current and anticipated future library management needs of the <Enter the Library Name or Network Name>;

Offers the <Enter the Library Name or Network Name> the flexibility to

implement individual policies and operating procedures;

Enables improvements in service delivery and customer access through the use of internet-based technologies for information provision and remote access to library services;

Provides a system open to connection with other systems and data sources which complies with industry standards;

Provides a flexible and simple-to-use system for library staff and customers.

3.3. Functional Requirements As a minimum, replace or replicate all modules and functions currently used

in the current LMS. These are detailed in the Functional Specification (Appendix 1);

Implement application software that satisfies all mandatory requirements identified in the Functional Specification;

Fulfill the requirement to deliver internet-based access to catalogue information, circulation functions and customer processes;

Provide Web Online Public Access Catalogue (OPAC) services.

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

Tenders Close <Enter time and Date>

Anticipated Commencement Date of contract <Enter Date>/tt/file_convert/5e631b430f01171d902730d5/document.doc Page 2


< Modify this paragraph if for a single council> The full timetable identifies the need for approval from each participating Council. The contract will not commence until all member Councils have adopted the budget.

5. Conditions of Tender5.1. InterpretationThroughout this Request for Tender document, unless otherwise stated:

‘The Councils’ means the Councils of:

<Name the Council or Councils involved>

The ‘Network’ means the <Enter Network Name> Library Network Note this dot point can be deleted if for a single Library Service.

‘LMS’ means the Library Management System being the proprietary library application software, related third-party software (required to support the operation of some functions) and database management software.

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

5.2. Tender DocumentationThe successful Respondent will be bound by:

This Request for Tender specification and their response;

Records of interviews and discussions;

All documentation and correspondence that relates to this Request for Tender.

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

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

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

5.3. EnquiriesAll enquiries in relation to this Request for Tender are to be referred to the Project Manager:



<Enter Project Managers Name and contact details>

Phone:(08) Fax: (08) Mobile:Email:

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

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

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

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

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



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

Amend or supplement this Request for Tender at any time prior to the Proposal closing time;

Extend the Proposal closing time;

Invite a Respondent to clarify any aspect of its Proposal after the Proposal closing time;

Abandon this Procurement process whether before or after the receipt of Proposals;

Discontinue negotiations at any time with any Respondent;

Change the scope of the requirements or vary the nature of the requirements at any time subject to first giving each Respondent the opportunity to respond to the changes;

Make enquiries of any person, company or organisation to ascertain information in relation to the Respondent and its Proposal;

Accept or reject any tender, including the lowest price tender.

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

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

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

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

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

Late delivery of software or support which would result in the delayed implementation of all or part of the tendered system;

Failure of the tendered system to provide contracted functions;

Unavailable software or support;

Prolonged unsatisfactory performance by the software or people resources forming part of the tendered system.

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



5.6. Payment TermsPayment terms will be structured to reflect contract deliverables.

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

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

5.9. Conflict Of InterestPlease identify any potential conflict that may arise out of the awarding of this Request for Tender.

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

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

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

and placed in the Tender box located at:

<Enter Councils Address where Tender is to be lodged>

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

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

6. Evaluation CriteriaThe following criteria will be used to determine the preferred supplier.

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



6.1. Application Software

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

Meets the requirements detailed in the Functional Specification (Appendix 1);

Operates successfully in a public library environment;

Supports the independence of the Council’s library policies;

Meets standards compliance (e.g. MARC21, Z39.50, etc.);

Is functionally integrated;

Is easy to use for staff and public;

Will be enhanced progressively and in accordance with a practical product development plan.

6.2. Support

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

Local support services;

Project Management;

Implementation training;

Data conversion from the current 5 LMS;

Help desk support;

Ongoing training;

User documentation;

Software upgrade processes.

6.3. Cost

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

6.4. Business Issue/Risk Profile



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

Continue to be supported;

Be progressively enhanced for a period of at least 5 years.

Therefore, the evaluation will take into consideration the:

Financial stability of the company;

Quality of information provided in your response to this tender.

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

6.5. Technical Compatibility

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

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

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

Current Server Hardware

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

Current Desktop Configuration

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

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

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



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

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

6.7. User Comfort

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

The ability of the Respondent to clearly demonstrate that the product will meet the business needs of <Enter the Library Name or Network Name>;

An active user group, which meets regularly to influence product direction.

7. Format Of Tender Responses

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

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

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

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

SUPPLIERRESPONSECODE

DESCRIPTION

FC Fully Compliant; part of the standard LMS.

SF Similar Feature; the outcome may be achieved in a different way than outlined in the Functional Specification. Explanatory comment is required.

PD Planned Development; will be available as part of the standard LMS by <Enter a Date you expect the New LMS up and Running by>.

SD Specific Development; required to meet any mandatory requirements identified in the Functional Specification.

FD Future Development; will not be available as part of the standard LMS by



<Enter a Date you expect the New LMS up and Running by> . Please advise expected release date.

NA Not Available; no immediate or future plans to include as part of the standard LMS.

OF Optional Feature; available at an additional cost. Please advise any costs.

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

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

RATING CODE DESCRIPTIONM Mandatory – Functionality is extremely important and will be critical in the

evaluation process.

HD Highly Desirable – Functionality is very important and will play a major role in the evaluation process.

D Desirable – Functionality is ‘nice to have’ …. but not critical.

7.3. CostComplete the Cost Schedule (Section 14)

Note:

Respondents are encouraged to suggest ways in which their solution will offer <Enter the Library Name or Network Name> a better or more cost-effective outcome than requested or implied by this Request for Tender.

Supporting material can be included and cross-referenced if it assists your response.

8. Supplier Profile8.1. Supplier Identity

The Respondent must provide evidence that clearly demonstrates its financial capability, viability and stability. The evidence submitted should include, but not be limited to:

Balance Sheets;

Profit and Loss Statements;

Statement of cash flows;

Notes to the accounts including Auditors and Directors statement;



Chart of corporate group structure including parent, associated and subsidiary organisations; and

Details of any substantial changes to the financial situation of the company since the last audited accounts.

In addition, the Respondent must provide sufficient information to clearly identify all suppliers who will be involved or associated with the supply, delivery and commissioning of software and support services.

The level of detail provided should enable <Enter the Library Name or Network Name> to determine the:

Number of employees in South Australia and other states;

Length of time operational in South Australia;

Financial viability of the Company.

8.2. Annual ReportProvide a copy of your company’s last published annual report.

8.3. LitigationA Respondent should ensure that its Proposal includes details of all litigation in which a Respondent has been involved in the last five (5) years.

9. Management Of The ProjectDescribe how you intend to implement the proposed Library Management System with emphasis on the following:

9.1. Account ManagementLINK is seeking to establish a long-term relationship with an Account Manager who will facilitate and manage the business relationship between the two parties.

Describe how your company will ensure that a consistent approach to account management is facilitated and maintained.

Describe the process for seeking customer feedback and utilising this information to facilitate continuous product and service quality improvement.

9.2. Installation ManagementProject Management and Planning is critical to the overall success of the project.

Describe how your company will ensure the smooth transition from the current Library Service <if more than one library service then enter the number of Library Services to be converted> to the new environment, with emphasis on:Project Management Project Methodology;



Expected format and frequency of project meetings;

Project Scheduling;

Resource Management

Project Issues and Risk Management

Identification of all tasks to be performed by LINK;

Pre-installation Identification of all tasks to be performed by LINK;

Indication of the timing and preferred location for training;

Installation and configuration of Hardware, Software and LMS;

Testing of the new environment against existing LINK data in preparation for data migration, where testing will take place and what resources will be required;

Mechanisms used to ensure data integrity during the capture, conversion and loading of data;

The degree of co-operation and assistance expected from the existing suppliers.

Installation

Indication of the time it will take to migrate data from the existing 5 systems to the new environment;

Issues likely to be encountered during data migration;

Support and co-operation required from LINK staff and the staff of each library;

Experience, skills and expertise of your staff assigned to the project;

Indication of planned ‘downtime’ or interruption to normal business activities;

Access to training facilities, including hardware requirements;

Provision for specialist training in key modules (i.e. Cataloguing, Acquisitions, Serials, Circulation, OPAC, Report Writing, System Administration).

Post-installation

Mechanism for achieving system acceptance and hence identifying clear demarcation between Installation and Post-installation support arrangements;

Availability of 24 x 7 support, if required.



9.3. Project TimetableProvide a detailed Project Timetable that includes key milestones. It is expected that <Enter the Library Name or Network Name> will be live on the new LMS by <Enter expected Go-Live Date>.

9.4. System Support and DevelopmentProvide details of ongoing support and software maintenance/development with an emphasis on:

Application Software Support

Application software support is required Monday to Friday 9am to 5pm excluding weekends and public holidays;

Access to help desk facilities and on-site support;

Process for managing problem resolution, including escalation processes and expected response and resolution times.

Software Maintenance / Development

Existing policy re customer-specific enhancements to the LMS, including:

o Mechanisms for customers to make suggestions for enhancements to the product;

o Mechanisms to ensure that South Australian / Australian suggestions receive fair and equitable consideration;

o Availability of customer-specific enhancements / developments to other users;

o Basis for cost contribution / recovery.

The methodology used to assure quality control of application and related software developments;

The frequency of application software upgrades and the expected impact on other software (e.g. operating system, database management software etc);

System parameters maintained by the supplier;

Note: Whilst it is accepted that some system parameters will be controlled by the supplier, <Enter the Library Name or Network Name> expect the majority of parameters to be user maintained.

Proposed future enhancements and marketing strategy for the next 3 - 5 years;

Evidence that you meet published deadlines.

Software Releases



It is expected that software upgrades will utilise modern computing techniques, which facilitate automatic upgrade processes, thus minimising <Enter the Library Name or Network Name> staff involvement.

Describe:

The cycle and frequency of application software upgrades, including third-party software;

Availability of the Respondents staff to assist/guide <Enter the Library Name or Network Name> staff in the upgrade process;

The effort required by <Enter the Library Name or Network Name> staff to upgrade the software;

The impact on the existing operating environment – i.e. expected ‘downtime’ during upgrade process;

Note: It is expected that upgrades will be installed and tested in a ‘Training’ environment to minimise the impact on ‘live’ data and business processes.

9.5. Company ContactSupply the name and contact details of the person responsible for this Request for Tender and any subsequent negotiations.

10. Contracts/AgreementsProvide a copy of your standard contract / agreement for:

Licensing of application software.

Licensing of any third-party software needed to meet all of the requirements detailed in the Functional Specification.

Maintenance of application software.

Support services associated with:

o Project management;

o Installation and training;

o Data conversion;

o Software modifications;

o Ongoing support.

11. Computing Infrastructure11.1. Current Environment



Appendix 3 contains a complete inventory of all current hardware and software for the current LMS.

The supply of hardware, system software, backup software and database management software does NOT form part of this tender. However, your response to this Section provides the opportunity for you to advise <Enter the Library Name or Network Name> on your preferred operating environment.

It is expected that the preferred system will operate within the existing <Enter the Library Name or Network Name> environment without the need for major change.

11.2. Recommended Server Configuration

Provide a detailed configuration of the Server hardware, system software and database management software that you would recommend to support the current <Enter the Library Name or Network Name> data volumes (Appendix 4).

Ensure that the recommended configuration will support growth of 5% in the next 3-5 years.

11.3. Changes to Desktop Environment

Outline any changes required to the current <Enter the Library Name or Network Name> desktop configuration and Standard Operating Environment (SOE) (Appendix 3).

11.4. Communication Network EnvironmentDescribe the Wide Area Network utilised by the Council or Councils to deliver library services. Your Council IT Staff should be able to assist you here or PLAIN IT Staff if you use the PLAIN Network to provide connectivity between your sites.

A high-level network topology diagram is provided in Appendix 7 <See your IT Officer or PLAIN for this diagram>.

The following table lists the Telecommunication service for each site within the <Enter the Library Name or Network Name>Network:

Host Site Library Location Type of Service eg ADSL or ISDN

Bandwidth Number of Devices



12. Hosting Services – OptionalWhilst it is proposed to host the new LMS environment at the <Enter the Host Site details>, <Enter the Library Name or Network Name> are also aware that Library Management System providers are now offering to provide hosting solutions for their LMS.

Whilst this is not a mandatory requirement, Respondents who can provide hosting services should include their hosting capabilities and associated costs for <Enter the Library Name or Network Name> to review and consider as an alternative to hosting at the <Enter the Host Site>.

As a minimum the following information should be provided:

Available Internet bandwidth capacity

Power capabilities for the site including:

o Generator / Power Redundancy

o Uninterruptible Power Supply capabilities

Environmental Capability of the site including:

o Fire Protection

o Humidity and temperature management

Security capabilities

o Network security

o Site security

Network and Server Management

o Server administration, monitoring and supporting capabilities including backup and restores

o Network administration, monitoring and supporting capabilities

Help Desk Management services

Disaster Recovery capabilities

Change Management Processes in relation to

o Hardware and software support

o Operating system support

o Planned outages

o Scheduled reboots

Service Level Agreements



Location and address for the proposed hosting site

13. ReferencesProvide details of all public libraries that are using the proposed hardware and application software solution including:

Library name;

Contact details and title;

Date installed;

Installation status;

Software Release level.

These should be segmented as follows:

South Australia;

Other States.



14. Cost Details14.1. GeneralAll prices quoted are to be in Australian dollars and include GST where applicable;

Respondents must specify the period for which prices quoted will remain fixed, and indicate the basis for re-negotiation of any cost variations.

14.2. Once Of CostIdentify all ‘one time’ costs involved in the supply and implementation of the LMS, such as:

Initial Application Software Licence fee;

Cost of modifications to meet mandatory <Enter the Library Name or Network Name> functional requirements;

Data conversion, including any third-party costs to prepare the other LMS data for transfer to the new system;

Staff training.

14.3. Recurrent CostIdentify all recurrent costs involved in maintaining the LMS, such as:

Application Software Licence Fee;

Application Software Maintenance Fee;

Application Software Version / Release Upgrades;

Third-party Software Upgrades;

Post-installation support;

Software Upgrade support;

Help desk support;

Staff Training.



Cost Component 2005/2006

$

2006/2007

$

2007/2008

$

2008/2009

$

2009/2010

$

Total

$

ONE TIME COSTS

Application Software Licence Fee

Third-party Software Licence Fees

Project Management

Modifications to meet mandatory requirements

Data Conversion / Migration

Staff Training

Other (please specify below)

RECURRENT COSTS

Application Software Maintenance Fees

Third-party Software Maintenance Fees

Application Software Upgrades

Third-party Software Upgrades

Post-installation Support

Software Upgrade Support

Help Desk Support

Staff Training

Other (please specify below)

TOTAL PROJECT COSTS $ $ $ $ $ $



APPENDIX 1 FUNCTIONAL SPECIFICATION

See separate document



APPENDIX 2 LIBRARY MANAGEMENT SYSTEM REPLACEMENT PROJECT

Indicative Timetable

Task Target Date

Evaluate supplier responses

Final system demonstrations – select library staff involved

Conduct impact analysis on current technical environment

Review evaluation results and identify “Preferred” system

Prepare report incorporating:

Project approach Recommendation[s] Cost analysis Implementation schedule Evaluation criteria Scoring summary

Presentation to LINK Committee

Committee endorsement

Endorsement by member Councils

Announce “Preferred Supplier”

Contract negotiation

Adoption of budgets by member Councils

Finalise contract

Commence project implementation



APPENDIX 3 CURRENT HARDWARE & SYSTEM SOFTWARE ENVIRONMENT

<Enter Library Name> LIBRARY SERVER CONFIGURATION

FUNCTION SERVER MAKE & MODEL

HARDWARE CONFIGURATION

MEMORY DISK OPERATING SYSTEM SOFTWARE

<Enter 2nd Library Name if Required> LIBRARY SERVER CONFIGURATION




<Enter 3rd Library Name if Required> SERVER CONFIGURATION






STANDARD DESKTOP HARDWARE CONFIGURATION

<Sample information provided>

Council Library Service Staff & OPAC Laptops Administration Total<Enter Council Name>

Library Name IBM Pentium 4 processor

512 Mb memory 10/100 Ethernet

card 52x CD-ROM 3.5” 1.44 Mb

diskette drive 15” flat panel

monitor

IBM Pentium 3 Processor

256 Mb memory

IBM Pentium 4 processor




monitor

4 Staff 2 OPACs





monitor

IBM Pentium 4 processor




monitor

2 staff 4 OPAC’s



card 52x CD-ROM



Council Library Service Staff & OPAC Laptops Administration Total 3.5” 1.44 Mb

diskette drive15” flat panel monitor



STANDARD DESKTOP SOFTWARE ENVIRONMENT (SOE)


Council Library Service Staff & Administration Desktop Non-Standard SoftwareCouncil Name

Library Name Microsoft Windows 2000(Laptop Windows XP Professional SP1) Microsoft Office XP Professional

Word ExcelAccessPowerPointPublisher

Lotus Notes Version 5.5 Winzip 8.0 Adobe Acrobat Reader Innoculate Anti-Virus scanner Internet Explorer Version 5.5 Netscape Communicator Version 4.7 Symantec Ghost IBM Rapid Restore Citrix ICA Client CISA Infosearch

TrafficPro (door count software)

Library Name Microsoft Windows 2000 Microsoft Office XP Professional


Nil



Council Library Service Staff & Administration Desktop Non-Standard Software Lotus Notes Version 5.5

Library Name Microsoft Windows 2000 Microsoft Office XP Professional


Lotus Notes Version 5.5 Winzip 8.0 Adobe Acrobat Reader Innoculate Anti-Virus scanner Internet Explorer Version 5.5 Netscape Communicator Version 4.7 Symantec Ghost IBM Rapid Restore Citrix ICA Client

Nil

Library Name NilLibrary Name Nil

Council NameLibrary Name Nil

Library Name Nil

Library Name



PRINTERS


Council Library Service PrinterCouncil Name*NOTE – Citizen slip printer used to print out due date slips

Library Name Clever TTP 242 Label Printer Dymo Labelwriter 310 Canon i6500 Inkjet HP Laserjet 2100TN Kyocera KMC2630D 2 x Citizen slip iDP3540

Library Name HP Laserjet 4L 2 x Citizen slip iDP3540

Library Name HP Laserjet 4L 1 x Citizen slip iDP3540

Council NameLibrary Name 1 x Kyocera FS-1000

1 x Samsung ML-1710P 1 x Brother HL-1040 1 x Canon Bubblejet

Library Name 3 x Canon Bubblejets

Library Name 3 x Canon BubblejetsLibrary Name 3 x Canon BubblejetsLibrary Name 3 x Canon Bubblejets



APPENDIX 4 VOLUMES – TRANSACTION DATA

LIBRARY ACTIVITY 2004/05 2005/06 Projected

2006/07 (+5%)

Library Name (all branches)

Loans

Returns

Public Reservations (Opac & Web Opac)

All Reservations

Loan Extensions - Staff

Loan Extensions - Public

Overdue Notices Printed

In Transit to other libraries (items transferred)


Loans

Returns


All Reservations




In Transit to other libraries



VOLUMES – TRANSACTION DATA


2006/07 (+5%)


Loans

Returns


All Reservations







VOLUMES – TRANSACTION DATA


2006/07 (+5%)

ALL LIBRARIES Loans

Returns


All Reservations







VOLUMES - COLLECTION DATA

Note: The loading of Bibliographic records and Order records from external sources (i.e. PLAIN) is managed by the main branch libraries

LIBRARY STOCK 2005/06 Projected

2006/07


Items

Bibliographic Records

Orders


Items


Orders


Items


Orders

ALL LIBRARIES Items


Orders



VOLUMES – BORROWERS REGISTERED

LIBRARY BORROWERS REGISTERED 2005/06 Projected

2006/07 (+5%)

Library Name (all branches) Adult

Child

Other

Housebound

Total Library NameLibrary Name (all branches) Adult

Child

Other

Housebound

Total Library Name

Library Name (all branches) Adult

Child

Other

Housebound

Total Library Name



VOLUMES – BORROWERS REGISTERED

LIBRARY BORROWERS REGISTERED 2005/06 Projected

2006/07 (+5%)

ALL LIBRARIES Adult

Child

Other

Housebound

TOTAL



APPENDIX 5 LIBRARY HOURS

LIBRARY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY

Library Name

Library Name

Library Name

Library Name

Library Name

Library Name

Library Name

Library Name

Library Name

Library Name

Library Name



APPENDIX 6 NETWORK LAN & WAN TOPOLOGIESProvide Network Diagrams (usually available from Council IT Section or PLAIN)


Documents

Wattle Range Council · Web viewAppendix 2 contains the intended timetable for this project. Relevant dates are: Tenders Close Anticipated Commencement