REQUEST FOR PROPOSALSLIBRARY AUTOMATION SYSTEM

RFP No. 01-TECH-04

Issue Date: August 18, 2004

Response Date: September 24, 2004 Sealed proposals will be accepted until 5:00 p.m.

Sealed proposals will be received at the Samuels Public Library, will be accepted until 5:00 p.m. on September 24, 2004, to secure the services of a qualified individual and/or firm to provide, install, and implement a library automation system for the Samuels Public Library. Services will be provided on a contractual basis. Mark the outside of the envelope containing your proposal with the proposal number, time due and due date.

Samuels Public Library538 Villa Avenue

Front Royal, VA 22630Phone: (540) 635-3153

Fax: (540) 635-7229E-Mail: Becton@spl.state.va.us

QUESTIONS

Questions concerning the proposal should be directed to Barbara Ecton, Library Director.

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document.doc

Table of Contents

A. PROJECT OVERVIEW 3I. Samuels Public Library General Information 3

B. SCOPE OF SERVICES 4I. General Information About the Project 4

C. SYSTEM REQUIREMENTS 5I. General System Requirements 5

a. Operating System and Hardware Requirements 6b. Adherence to Standards 7c. Network Information Access Requirements 7

II. Required Database Features 7III. Cataloging and Authority Control Module 10

IV. Public Access Catalog Module 13V. Circulation Module 17

VI. Installation Requirements 25VII. Maintenance Requirements 26

VIII. Training and Support Requirements 27

D. CRITERIA FOR EVALUATION 28

E. SUBMISSION OF PROPOSALS 29I. Order of Proposals and Content 30

II. Method of Award 32III. Contract 32IV. General Terms and Conditions 33

F. APPENDIX A: Sample Contract 37

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A. PROJECT OVERVIEW

I. SAMUELS PUBLIC LIBRARY GENERAL INFORMATION

The Samuels Public Library is a single county library which serves the residents of Warren County. The service area is approximately 219 square miles with a population of about 32,500 of which approximately 19,597 are registered patrons of the Library. Average monthly circulation of materials is 16,500. The library’s total collection currently consists of approximately 76,910 unique titles.

Facilities are located in Front Royal, Virginia, which is the county seat. There are plans to construct a new library in the next several years.

Samuels Public Library provides Internet access via six workstations available to patrons: four in the adult reference area and two in the children’s area. Five of our public access computers run on Windows 2000. The sixth is Windows 98. The Library’s public access computers and staff computers are linked in a Local Area Network. An HP 4050 laserjet printer serves the LAN. Our staff computers are all Windows 98 and also have individual printers. The network uses CAT 5 wiring throughout. The system runs on a DSL Router. Wiring is in place for a new automation system. Internet access is provided by a high speed DSL connection (768 kb) with Shentel.

Samuels Public Library currently uses Galaxy, a fully automated integrated library system for circulation, cataloging, and public access to our collections. An Alpha Server 400 supports the system, which is comprised of seven of dumb terminals. Cataloging is done on PC’s that emulate terminals configured to the Alpha Server. Other staff PC’s also have access to the circulation system through terminal emulation.

Samuels Public Library has a website, hosted by Shentel at http://www.shentel.net./library/samuels/index.htm.

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B. SCOPE OF SERVICES

I. GENERAL INFORMATION ABOUT THE PROJECT

The Library seeks to hire a qualified individual and/or firm to provide, install, and implement library automation software. The Library intends to obtain a library automation system that consists of the following components.

1. Online Public Access Catalog2. Cataloging and Authority Control3. Circulation4. Inventory Control5. Z39.50 client

The Scope of Services shall include, but not necessarily be limited to, the following:

The vendor must include all costs for software, hardware, data conversion, installation, training, and ongoing support for the system in their proposal. The library will provide all hardware for the workstations; therefore, the proposal should not include costs for workstation hardware. The proposal shall provide specifications and costs for all other required or recommended hardware. The proposal shall include a financing package that spreads payments over 3-5 years. The vendor shall:

1. Provide library automation software meeting the requirements as specified in Item C, System Requirements of this Request For Proposals , and the following:

a. 76,910 unique titlesb. 210,386 annual circulation transactionsc. 12 Technical Services/Staff access licensesd. 4 Public Access Catalogue Terminalse. 2 Circulation Terminalsf. 7 Staff Computers

2. Provide on site installation of software and all other required or recommended hardware.

3. Provide data conversion and loading of library’s MARC database.

4. Provide software support and updates on an annual basis in following years.

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C. SYSTEM REQUIREMENTS

I. GENERAL SYSTEM REQUIREMENTS

___ 1. An integrated, Windows 2000-based library automation system that should currently support the following basic functions:

___ a. Authority Control

___ b. Cataloging/Database Management with Z39.50 client capability

___ c. Public Access Catalog with access via the World Wide Web

___ d. Circulation

___ e. Internet Sessions (with limits)

___ d. Z39.50 Server

___ 2. The system and services offered should include hardware, software, installation, database conversion, data and software loader programs, training,

hardware/software maintenance, and software enhancements.

___ 3. The library should have the option to purchase the required hardware from the vendor or directly from the manufacturer.

___ 4. All system components should operate in a real-time interactive mode, providing the ability to create, update, maintain, and access all data for library materials and patrons in real time.

___ 5. The system should include backup functions.

___ 6. The system should be expandable to accommodate the library's increasing capacity through the installation of optional components.

___ 7. The system should accept bibliographic, authority, and patron data from a variety of sources on tape or other magnetic media, or by direct computer interface.

___ 8. The system should provide for input and output of bibliographic and authority data in USMARC format.

___ 9. The system should support keyword and Boolean searching of title, author, subject, series, call number, and other fields, utilizing "see," "see also," and other authority controls.

___ 10. The system should provide for limiting search results by date, language, country, location, and material type.

___ 11. The system should provide the ability to generate statistical reports for all data relating to the use of library materials.

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___ 12. Statistics should be reportable by logged on user, with aggregate totals available.

___ 13. The system should be able to cumulate statistics at all intervals, from hourly to annually.

___ 14. Statistics should be printable at specified intervals, in various formats, and in formats easily adaptable to developing graphic reports.

___ 15. The system should easily interface with external databases such as those found on the Internet using TCP/IP and/or the Z39.50 or other standard protocols.

___ 16. The system should provide direct access to other external and local databases, including government publications indexes.

a. Operating System and Hardware Requirements___ 1. The system must integrate all major library automation functions using a single

database that contains bibliographic, patron, holdings, circulation, community information, authority, statistical and other types of information relative to a library's operations.

___ 2. The system’s modules must be aware of activities performed by other modules and of the data available to them.

___ 3. The server's operating system should be security compliant.

___ 4. The operating system should provide prioritized processing of jobs and issue operator messages.

___ 5. The operating system should include error-handling routines, allowing one task to recover or abnormally terminate while other processing continues, and keeping operator intervention to a minimum.

___ 6. The system should provide protection for application, system, and data files through the use of passwords or other security measures so that information critical functions cannot be performed without proper authorization.

___ 7. The system should allow backup of all data files onto industry standard magnetic storage media in industry standard formats.

___ 8. Access privileges for specific terminals should be assignable locally, without vendor intervention.

___ 9. Once configured by the library, built-in security protection for software modules and sub-modules should be transparent to the user; that is, password access must not be necessary at each level of software access except when deliberately configured that way by the library.

___ 10. The library should be able to set mandatory password routines.

___ 11. The system should be configurable so that it does not even display on specific workstations the modules and submodules to which those stations do not have access.

___ 12. All equipment proposed by the vendor must be new and fully warranted.

___ 13. Equipment proposed must include all components, except telecommunications links, necessary for the system to be operational.

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b. Adherence to Standards

1. The system should be designed to comply US MARC/LC MARC andZ39.50 standards.

c. Network/Information Access Requirements

___ 1. The system must be configurable to connect to the Internet and to other libraries and services through it.

___ 2. The system should offer a built-in PAC module that allows on- or off-site searching of the PAC with any standard graphical web browser (Microsoft, Netscape, Mosaic, etc.).

___ 3. The system should have the ability to connect to high-speed dedicated library oriented services for access to data indexes.

___ 4. The system should support TCP/IP networking communications.

II. REQUIRED DATABASE FEATURES

Data Conversion___ 1. The vendor must provide complete database services available for loading of the

database, deduping, authority control, and creation of barcode labels.

___ 2. The system must be compatible with all standard barcode symbologies.

Database Files___ 1. The system should provide access to and maintenance of bibliographic,

community information, and authority MARC record formats.

___ 2. The system should be able to access multiple cataloging resource databases.

___ 3. It should provide for manual keying of new (original) bibliographic, community information, and authority records into the database in USMARC format, using user-definable templates if desired.

Bibliographic Files___ 1. The Cataloging interface for the system should be Windows based, have an

embedded Z39.50 client, and have context sensitive/hyperlink help functionality that connects directly to a locally loaded version of Library of Congress MARC technical documentation.

___ 2. The system must store MARC bibliographic records of the library's collection, providing efficient, complete access to the collection, and protecting the integrity of the database while providing the flexibility to import and/or export records from/to other databases.

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___ 3. The database must contain all necessary indexing for accessing individual items.

___ 4. Cataloging and database editing functions should be configurable so that they are available only from designated staff terminals.

___ 5. Pre-formatted screens (templates) should be provided for local MARC data entry and editing. The library must be able to create any number of templates for its own use.

___ 6. Automated error checking of local data entries for conformity to USMARC rules should be included as a feature of this module.

___ 7. The system should accept MARC records from on-line bibliographic utilities, tape files, and CD-ROM cataloging utilities, such as BiblioFile Cataloging, ITS for Windows, and OCLC.

___ 8. The system should support electronic transfer of individual bibliographic records without changing or deleting fields in the USMARC format.

___ 9. The system should detect duplicate records (bibliographic, community information, and authority records) being loaded to it and retain them in a separate file for manual review.

___ 10. The system should load full USMARC bibliographic records (virtually without limit to the record length) and create all necessary indices for later retrieval.

___ 11. The system should load brief USMARC records.

Authority File ___ 1. The system should maintain authority files in USMARC authority format.

___ 2. All fields in the USMARC authority records, including the fixed and variable fields, should be editable.

___ 3. The system should accommodate authority records either generated in-house or loaded from external sources, including bibliographic utilities, Library of Congress, and others.

___ 4. Local entry and editing should be provided through formatted screens.

___ 5. All fields in individual authority records (including the fixed fields) should be maintainable online.

___ 6. The system should allow authority files to be printed and/or downloaded in USMARC format.

___ 7. The system should be designed to accommodate changes in the USMARC authority format and new national standard formats as they are developed.

___ 8. The system should link each heading in the library's authority files to each occurrence of that heading in the bibliographic file.

___ 9. Users should be able to verify headings in a bibliographic record against existing authorized headings.

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___ 10. The system should update all occurrences of a heading in a bibliographic file with a single machine transaction.

___ 11. The system should allow authorized headings or entries to be added, changed, or deleted as part of a new bibliographic record.

___ 12. The system should allow information to be keyed in locally.

___ 13. Authorized records for headings and entries should support the source of authority, the date authorized or first used, the date of last revision, and related "see," "see also," "see from," and "see also from” references.

___ 14. The system should support the established authority format in a single database.

___ 15. The system should include "earlier/former," "later," and "broader/narrower" search term references which indicate relationships between two headings.

___ 16. The system should store and index local subject headings. These headings must be searchable from authorized workstations.

___ 17. The system should display "see" and "see also" references, scope notes, reference notes, and general information notes.

___ 18. The authority file should be browsable to view adjacent headings and entries, as well as the related entries and notes.

MARC Data File___ 1. MARC data may include monographs, government documents, serials, media

pieces, or other types of material. Item records must be linked to an item-specific barcode number, fine level, material type, notes, call number (LC, Dewey, or SuDocs), series, and loan period.

___ 2. Item records must also link to due date (if checked out), the last discharge date, number of circulations since a specified date, and holds against the item.

___ 3. The system must display information about the status and location of any item in the database on any network terminal.

___ 4. In the public access mode, item status must be automatically displayed to the user retrieving the record.

___ 5. Holdings records for series and monographic sets should include a summary format, as well as volume-specific and copy-specific data.

___ 6. The system should automatically link item records to bibliographic records in real time, if appropriate copy information has been placed in specified USMARC fields.

___ 7. The system should support "on-the-fly" entry of materials.

Patrons___ 1. Patron information should be indexed by the following:

___ a. patron ID number

___ b. patron name

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___ c. alternate ID number

___ 2. The following information should also be stored:

___ a. permanent and secondary addresses

___ b. multiple telephone numbers

___ c. e-mail address

___ d. borrowing restrictions

___ e. patron type code

___ f. date of birth

___ g. fees (or fines) owed

___ h. materials outstanding

___ i. hold requests

___ j. last action date

___ k. expiration date of registration

___ l. notes field

___ m. Personal Identification Number (PIN)

___ 3. The system must allow patron records to be created, modified, and deleted on-line.

___ 4. It should accept pseudo-patrons such as bindery, technical processing, or even another library.

___ 5. The system should support an unlimited number of patron types (such as student, faculty, reciprocal borrower, neighbor, staff, and pseudo-patron).

___ 6. The Patron ID should be a unique identifying number to preclude duplicate records for the same patron ID.

III. CATALOGING AND AUTHORITY CONTROL MODULE

Cataloging/Database Maintenance

1. Bibliographic records must be indexed for access from a variety of points, Including:

___ a. personal names

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___ b. corporate names

___ c. conference names

___ d. titles

___ e. parallel titles

___ f. uniform titles

___ g. variant titles

___ h. series titles

___ i. subject headings (including cross-references)

___ j. barcode numbers

___ k. ISBN/ISSN numbers

___ l. LCCN numbers

___ m. item level call numbers

2. The system must provide the tools needed to catalog a record quickly and accurately. These tools include:

___ a. local access to a large copy cataloging resource pool

___ b. global, instantaneous subject authority control

___ c. immediate record availability from other system modules

___ d. full screen editing

___ e. MACRO language for programming repetitive functions

___ f. ALA/USMARC character set fonts

___ g. cataloging templates for original record entry

___ h. configurable card and label printing

___ i. full cut and paste capability in the editor

___ j. fixed field (008 and 006) and Leader edit windows ensure MARC rule compliance

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___ 3. Cataloging should import and retain all encoding levels of bibliographic records.

___ 4. The system should accommodate batch loading of bibliographic records into the library's database.

___ 5. Indexing should be done automatically as records are added to the database.

___ 6. Cataloging should offer several views of a single record, including:

___ a. Full editor: MARC display including all fields, subfields, fixed field elements, indicators, and Leader information with the ability to suppress or display field labels and lengths.

___ b. Card view: displays the full card set (one at a time) that would result from the record selected

___ c. Label view: displays how the printed label set would look for the selected record

___ d. Hex Display: Displays a record in hexadecimal or hex/ASCII combination

___ 7. The Cataloging module should provide for entry and indexing of the library's own call numbers.

___ 8. The system should accept and differentiate all material formats within MARC bibliographic record(s).

___ 9. During loading, all fields (including fixed fields) and subfields should be retained so that records can be exported later in USMARC format without additional editing and without stripping fields or tags from MARC records.

___ 10. All fields and subfields should be editable.

___ 11. Fields should be modifiable without retyping the entire line or data field.

___ 12. The system should accept all Roman alphabet characters and all non-Roman languages (if transliterated).

___ 13. Cataloging should accept, store, retrieve, print, and display diacritical marks.

___ 14. The system should not permit bibliographic records to be deleted if any other part of the system has activity related to it (e.g., there is a fine due on the item, a hold pending for the item, a copy is on order from Acquisitions, etc.). A message should alert staff to the reason the record can not be deleted.

___ 15. The system should be able to export all or part of the bibliographic database in full USMARC format without vendor intervention.

___ 16. When supported by the appropriate hardware, the library should be able to generate a magnetic tape copy of its records in USMARC format.

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IV. PUBLIC ACCESS CATALOG MODUULE

___ 1. The Public Access Catalog module must be fully integrated with all other system modules and include the following:

___ a. full cross referencing

___ b. graphical interface

___ c. various search modes, from easy to advanced

___ d. complete or partial word searches

___ e. keyword searches (with Boolean logic operators)

___ f. search delimiters ─ publication date range, language, material format, place of publication, branch, and collection.

___ g. community information searching

___ h. Internet access with ability to limit

___ i. bibliographies – save to a list, sort list

___ j. configurable pages, search forms, library name, error and help messages, buttons, etc.

___ k. hit list includes date, circulation status, branch, collection and call number and format icons.

___ l. patron/student access to circulation record to view address, phone numbers, items checked out, items on hold, fine due the library, place holds.

___ m. patron/student record is password protected accessible using ID/barcode and PIN.

___ n. bound items supported. Main title displays all items bound together. Individual titles display main title also.

___ o. status of bound items displays same as main title.

___ p. 856 MARC field links to Internet sites and audio/visual files.

___ 2. PAC module should be available on all terminals.

___ 3. All displays must include current status (except for MARC record display), all holdings, and call numbers.

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___ 4. All PAC displays should be designed to be easily understood by users.

___ 5. Display contents should be configurable by the library.

___ 6. When the system detects more than one record that matches the search criteria, it should display a count of all the matches and a screen list of abbreviated titles from which to choose. Once a record has been chosen for viewing, users can choose which display mode to use.

___ 7. Users should be able to place holds on available items through the PAC terminals in the library or when using the PAC remotely.

___ 8. Actual wording of item status display should be modifiable by the library.

___ 9. All versions of the help screens ─ multi-language, children's, large print, etc. ─ should be configurable by the library.

___ 10. Patrons should be able to select the display mode with one keystroke (or mouse click).

___ 11. The system should support browsing of materials in call number sequence.

___ 12. Configuration is available through browser interface and is password protected.

PAC Access Points___ 1. PAC access points in bibliographic data should include:

___ a. NAMES ─ all personal or corporate names

___ b. uniform titles

___ c. conference names (all x00, x10, x11, and x30 fields)

___ d. TITLES (main, alternate, translated, transliterated, and key titles ─ 20x-24x fields)

___ e. SERIES entries (4xx and 800-830 fields)

___ f. SUBJECTS (6xx fields)

___ g. ADDED ENTRIES (700-75x fields)

___ h. NOTES (5xx fields)

___ 2. PAC access points in Community Information data should include:

___ a. Organizations or Programs

___ b. Individuals

___ c. Subjects

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___ d. Notes

___ e. Addresses

___ f. Physical Information

___ g. Electronic Locations

PAC Searching___ 1. Full or partial search keys should be available.

___ 2. PAC should display the search strategy and number of hits retrieved by each search.

___ 3. The PAC should be integrated with other modules utilizing a single database so that as items are added and/or edited in the Cataloging module they are available immediately in the PAC module.

___ 4. The cataloger should be able to program a new item delay so that there will be time to shelve the item before it shows up in a PAC search.

___ 5. Users can have access to other vendors' software, the Internet, etc.

___ 6. The user should be able to initiate a new search from any screen or click on the New Search "button" on the screen.

___ 7. Users should be able to initiate new searches from a record on the screen by "lateral searching" or choosing the search terms from a record on screen.

___ 8. The system should include a list of stop words which will not be accepted as search terms.

___ 9. The list of stop words should be transparent to the user.

___ 10. PAC should permit the user to search for titles which begin with the words "a," "an," or "the."

___ 11. The system should provide an option to search words of two letters or less.

___ 12. The system should enhance searches by providing "see" and "see also” or "broader" and "narrower" references when appropriate.

___ 13. Punctuation, spacing, and diacritics should be minimized as factors in information retrieved.

___ 14. If a search retrieves no records, the system should suggest that the user modify the search argument (broadening or narrowing the scope of the search) or refer the user to contact a staff person for help.

___ 15. If no matches are found, the system should retain on the screen the term or terms used in a search until the user enters another search term (allowing or errors in input).

___ 16. Users should be able to record comments and suggestions to the library from any terminal or dial-up.

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___ 17. Phrases should be entered by enclosing them in quotes.

___ 18. Users should be able to search for items that “sounds like,” “nearly match,” and are “root words” of their search criteria.

___ 19. Search words should be highlighted on the results page.

21. Users should be able to do Boolean Searching.

22. Users should be able to search by acronym.

Online Help___ 1. When a user begins a session at a PAC terminal, the system should

present a brief opening message describing the system and provide a menu of beginning search options and further help options and information about using the PAC.

___ 2. The PAC module should include on-line help with sample searches.

___ 3. Help should be available at any time and cover topics such as: how to use the terminal; how to search for author, title, subject, key word, call number; how to broaden or limit the scope of a search, or "browse the shelves;” how to use boolean searching strategies; how the PAC treats stop words; use of qualifiers.

___ 4. The wording of prompts and instructions should be editable by the library (without vendor intervention).

___ 5. Menus should be structured to allow the user to proceed with the search or go to a different search without rekeying the current search if the searcher continues promptly.

Search Limits___ 1. Users should be able to limit a search by year of publication (range of

dates), publication format, and language of publication.

___ 2. Users should be able to limit a search by collection.

Printing/downloading___ 1. The PAC should permit printing from the screen.

___ 2. Various print formats should be available to the user.

___ 3. Printing should be available either to a printer attached to the station or to a shared printer on the network.

___ 4. Users should be able to print a bibliography.

___ 5. When accessing a printer from remote terminals, users should be able to select their own printer attached to the remote computer.

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___ 6. The system should support saving of records to a file (usually on floppy disk).

______ 7. PAC should allow records to be downloaded in USMARC format.

Remote Access___ 1. The PAC should be fully accessible from any network computer running

a graphical user interface web browser.

___ 2. The PAC should accommodate remote PCs via a web browser over the Internet.

___ 3. The PAC should permit remote users to output search results to a disk or printer.

___ 4. The PAC should permit remote users to save to a bibliography and output the results to a disk or printer.

5. The PAC should permit remote users to have access to their library account and place holds.

Other In-house Data___ 1. The system should display library information on a "bulletin board."

___ 2. It should support searching of community information (USMARC format) records containing information about local events, services, and other items of interest.

___ 3. The PAC should support searching and displaying of locally cataloged serial publications (maintained through the optional Serials Control module).

V. CIRCULATION MODULE

___ 1. The Circulation module should be fully integrated with other system modules and features, including:

___ a. library-defined circulation rules

___ b. full access to all circulation desk activities from a single screen

___ c. access security controlled by password(s)

___ d. online updating of all fields for each transaction

___ e. pre-programmed set of reports and notices

___ f. optional reports generator

___ g. server-down operations

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General Features___ 1. Circulation must keep track of all materials in the collection.

___ 2. It must use the database maintained by the Cataloging module, so whenever a record is added or edited in Cataloging, it is immediately available to the Circulation module.

___ 3. Patron information and "on-the-fly" item entries should be entered directly through the Circulation module.

___ 4. There should be no limit to the number of items it will handle.

___ 5. Unique ID numbers (which may be in the form of barcode labels attached to the items) should be entered in each record in the database and are the primary means of accessing these records in Circulation.

___ 6. Every patron's (or staff's) record should have a unique ID number. This can be in the form of a barcode label (or some other scannable medium if appropriate equipment is available to scan them) on the patron's library card.

___ 7. There should be no limit to the number of patron records the system can handle – the only limiting factor for any file(s) within the system must be the available hard disk storage capacity.

___ 8. Circulation should handle all basic circulation desk operations of the library – checkout, check-in, renewal, fine/fee processing, maintaining queues of requests for popular items, and recording usage of items read in the library (not checked out) before the item is re-shelved.

___ 9. It should also keep full statistical records of all transactions.

___ 10. In addition to the basic operations, Circulation should provide for checking inventory status of items which are supposed to be on the shelf, quick access to title/item information for editing the record, and support for managing course reserve materials with special handling rules.

11. The system should allow text editing and correction of a fines/fees transaction.

Library-definable Circulation Rules___ 1. All code setups and definitions should be controllable by the library -- no

intervention is required by vendor to change or add codes.

___ 2. An unlimited number of patron types, item types, fine/fee types, collection groups, and other codes should be supported without vendor intervention.

___ 3. The library should be able to specify which kinds of materials (and how many of each) may be borrowed by which kind of patron.

___ 4. Loan periods should be configurable for all combinations of item and patron types.

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___ 5. Fines and fees should be definable by the library and can be changed at any time.

___ 6. The module should calculate loan periods and due dates according to the type of borrower, type of material, and library service hours (allowing for holidays).

___ 7. Circulation should not allow a book to be charged out beyond the expiration date of the borrower's library card.

___ 8. The system should calculate and display the new due date when items are renewed.

___ 9. Circulation should provide for loan periods ranging from hours to years.

___ 10. An unlimited number of loan period codes (each with separate rules) should be supported.

___ 11. Library fines and fees should be modifiable by the library staff and must include charges for photocopies, database searches, interlibrary loan fees, etc.

___ 12. The system should calculate fines at the time of discharge or renewal according to loan period, date of discharge, and specified rules for material type and patron type.

___ 13. Circulation should calculate fines and notify the operator before the renewal or discharging transaction terminates.

___ 14. There should be a batch check-in mode that does not stop for each fine transaction during check in.

___ 15. Circulation should allow modification, deletion, and waiving of fine records by authorized staff members without modification of the software.

___ 16. The fine schedule should be adjustable so that fines are levied only for particular types of materials and/or particular classes of borrowers.

___ 17. There should be a provision for exporting data that can be submitted to a collection agency for recovering lost and overdue materials.

___ 18. Calendars should be available for previous, current, and ensuing years.

___ 19. Regular hours of operation should be modifiable by the library.

___ 20. Circulation should display the calendars and hours of operation to calculate due dates and times, and fine amounts for overdue items.

___ 21. Circulation should have a reserve room component which provides for identification and control of materials placed on reserve for specific courses (or for other reasons) with temporary changes to their normal borrowing rules.

___ 22. Circulation of reserve materials should be performed using the normal check out/in operations.

___ 23. Separate circulation statistics should be maintained for reserve materials.

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Circulation Desk Activities___ 1. The system should retrieve and display borrower records both by

borrower identification number and borrower name, or alternate ID number (Social Security number, etc.).

___ 2. Access to patron records must be restricted to authorized persons and/or designated terminals.

___ 3. The system must display and print for a given patron any current or delinquent items on loan.

___ 4. Staff must be able to determine quickly what notices have been sent to patrons with materials charged out and what action is to be taken next.

___ 5. It must permit discharge of materials from terminals other than the one originating the charge.

___ 6. The system should alert staff when checking in materials which do not belong to the library.

___ 7. Staff must be able to retrieve and display (on demand) the fines and fees owed by a borrower, using either the borrower identification number or name as a search key.

___ 8. Circulation should be able to charge materials to patrons of other institutions who are entitled to reciprocal borrowing privileges.

___ 9. New patrons should be able to charge materials immediately upon receipt of their library cards.

___ 10. The system should be able to block or trap borrowers for a number of reasons such as: overdue material; excessive fines; manual block with explanation note ("need address update," etc.); and expired card.

___ 11. During check in operations, the system should accommodate transactions such as "claims returned" or "claims never had," and a variety of other missing status codes, and provide reports of items so identified.

___ 12. Authorized staff must be able to create borrower records on-line at terminals.

___ 13. The system should enable staff to associate a unique material identifier with a unique borrower identifier and store the information for each loan.

___ 14. Staff must be able to charge and discharge library materials quickly, and keep accurate and current records of all transactions.

___ 15. Circulation should provide for renewal of items with the same controls as exist for the original charge-out, or with different controls if desired.

___ 16. The system must include clear visual signals that barcode labels have been read and the information accepted.

___ 17. The system should accept partially cataloged (or even uncataloged materials entered "on-the-fly").

___ 18. The system must allow for renewal of all items (or individual items) charged to a borrower with a single command.

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___ 19. The system must be able to block item renewal if the patron is delinquent, the title has a hold registered against it, the renewal limit has been reached, or an item is restricted in some other way.

___ 20. Both automatic and staff-set blocks should be accommodated.

___ 21. The system must check borrower and item records for any exceptions during renewal.

___ 22. Circulation must notify the terminal operator if a borrower is not registered or if a card’s privileges have been revoked.

___ 23. The system should alert the operator if borrower's card will expire before the due date of the material being charged or renewed.

___ 24. Circulation files must be updated on-line in real time.

___ 25. In the event of a server or network failure, it should be possible to record charge and discharge materials off-line on a circulation workstation or on a portable terminal and to load these transactions into the on-line circulation system at a later time.

___ 26. It should allow simultaneous loading of downtime batch files when thesystem, or access to the system, becomes available without degradation of response time.

___ 27. The system should be available for other on-line transactions during the time that downtime batch files are being loaded.

___ 28. Staff must be able to quickly determine whether any title or copy is currently in circulation and when it is, or was, due back.

___ 29. The system should maintain links to user records with ineligible status such as borrower's card reported lost, expired card, etc.

___ 30. During a charging operation, borrower status must be automatically checked, and clear visual signals must be presented to the operator when any exception condition is present.

___ 31. Override of the exception should be permitted with appropriate password access.

___ 32. Circulation must automatically block charging of materials to borrowers whose registration has expired, who have a library-specified number of items overdue, who have a library-specified number of items already checked out, or who have unpaid fines/fees over a library-specified amount.

___ 33. It should automatically verify that an item is not on hold for another borrower and that the item is allowed to circulate before it is charged to a borrower.

___ 34. Due dates should be calculated based on library defined rules.

___ 35. Authorized staff should be able to override loan periods for individual items.

___ 36. Materials designated as non-circulating must not be able to be checked out except when the restriction overridden by staff with appropriate password clearance.

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___ 37. Circulation should allow rapid checking and updating of patron information on an expired or expiring card without significant delay in the charging process.

___ 38. The system should allow the operator to execute changes to a borrower's record without interruption of the current transaction.

___ 39. Staff (or patrons at the PAC station, if so configured) should be able to place a hold request for a title.

___ 40. Borrowers should not be permitted to place a hold if their registration has expired. The system should inform the borrower of their status.

___ 41. A hold placed from any terminal must be immediately reflected in all system modules.

___ 42. An unlimited number of hold requests should be maintained for a single title (or item).

___ 43. The holds queue should be displayable for an item upon request from staff at circulation terminals.

___ 44. The system should provide on demand a printed list of all titles on hold, with the number of holds for each.

___ 45. At the time of charge, Circulation should check the hold queue and block a charge to a borrower not at the head of the queue.

___ 46. If a title is lost or withdrawn, Circulation should prompt the operator if there are holds pending.

___ 47. The operator should be able to decide if all holds should be canceled.

___ 48. Circulation should print "held item" available and "recall" notices and lists at library specified intervals for mailing and telephone notification.

___ 49. The library should be able to set and change the automatic expiration date calculation for holds without vendor intervention.

___ 50. The system should not accept duplicate hold requests by the same patron for the same item.

___ 51. The system should allow holds to be placed for titles which are on order or in process, with the requester being treated as "first hold" if desired and authorized. Such items must be automatically flagged when they are through processing, alerting operators to place the material on the arrived holds shelf.

___ 52. The system should provide statistical records of holds placed and filled.

___ 53. The module should check the circulation file for holds on items to be renewed, blocking renewal if holds are found, and prompts for special handling when items with pending holds are checked in.

___ 54. The system should allow recalls to be initiated for materials in circulation (individually from the circulation desk screen) and sent via regular mail.

___ 55. The system should allow listings to be printed for telephonic notification.

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Pre-formatted Reports and Notices___ 1. Circulation should provide reports of the number and type of transactions

by logged in operator.

___ 2. It should provide statistical analysis of patrons by type and by other coded categories.

___ 3. The system should print a list of items which have not circulated since a specified date, sorted by call number.

___ 4. Statistical reports should be available describing utilization of the collection (or parts of it) to aid in staff scheduling, new item selection, weeding, storage decisions, etc.

___ 5. The system should retain circulation history records of individual items' use but not keep a history of individual patron borrowing information to protect the privacy of patrons.

___ 6. Circulation should print a list of lost items for searching shelves and making replacement and processing fee decisions.

___ 7. The system should allow reports to be generated and printed at a central site or remotely.

___ 8. Circulation should allow for library-defined data on borrower demographics to be collected and used for reports on library use.

___ 9. The system should allow data to be collected and reports created for different time blocks (hours, days, months, years), logged in users, and locations.

___ 10. The system should allow overdue item verification by generating a list of all overdue items in shelf list sequence by library location so that the shelves may be checked before overdue notices are sent. The system must provide for limiting this list to include only newer overdue items.

___ 11. Library should be able to specify the number of overdue notices and reminders prepared and printed for each overdue item.

___ 12. Overdue notices should show the date due, author, title, item-specific number, and call number of each overdue item.

___ 13. The system should provide for printing of overdue, recall, and billing notices.

___ 14. Overdue notice generation should be controlled automatically by library specified intervals between notices.

___ 15. The system should be able to print all of the overdue notices on demand.

___ 16. The system should refer to the stored calendar of days of operation to modify or vary the number of days between preparing overdue notices (making allowances for holidays).

___ 17. Circulation should store information about outstanding patron delinquencies until a staff decision is made to close out the transaction.

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___ 18. There should be a listing available of "old" overdue items to identify which charges should be reviewed.

___ 19. The operator should be able to discharge long overdue items by declaring them to be lost and billing the borrower accordingly.

___ 20. Authorized personnel should be able to generate printed lists of all of their delinquent borrowers, delinquent borrowers in certain categories (such as over a specified number of books), or debts over a specified amount.

___ 21. The system should be able to generate the same statistics for reciprocal borrowers as for non-reciprocal borrowers.

Special Functions___ 1. Circulation should be able to monitor the inventory status of any portion

of a library's collection.

___ 2. The system should allow barcode numbers of items on the shelves to be recorded using a portable scanner. The stored barcode numbers file should then be loaded into the system and compared against the item database and transaction files.

___ 3. The inventory process should identify items accounted for in inventory checks, items found on shelf with a "non-shelf" status, incorrectly shelved items, and items which the system database indicated were on the shelf but were not found by the inventory scanning process.

___ 4. Circulation should be able to produce a listing of all items on the shelf and/or all items missing from the shelf by examining the circulation records and the dates of inventory scanning and last check in.

___ 5. The inventory date should be added to the item record for each item inventoried.

___ 6. The system should be able to perform inventory and normal circulation activities simultaneously without affecting accuracy of the inventory or degrading response times for regular circulation transactions.

___ 7. Inventory should also identify barcoded items found on the shelves for which there are no item records in the database (presumably items which belong to other libraries).

___ 8. Staff should be able to use the portable scanner to record items used in the library but not checked out by scanning barcode labels on the materials before they are re-shelved and batch load those transactions to the database.

___ 9. The system should have a "server-down" module which provides for storing charge and discharge operations by scanning patron and item ID numbers at the regular circulation desk stations.

___ 10. Due dates for items charged this way should be assigned at the time of check out so the patron may know when materials are due.

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VII. INSTALLATION REQUIREMENTS

Installation

___ 1. The library has the option of purchasing hardware from the vendor or from another hardware source.

___ 2. For vendor supplied hardware, installation by a vendor technician must include installation of all software and hardware.

___ 3. For hardware supplied by the library, the library will have its dataserver and all workstations installed and operational prior to the arrival of vendor's installation crew. “Installed and operational” means that every workstation can map and access the hard drive of every other workstation on the network; users should be able to copy a file from the mapped drive to the local drive on each workstation.

4. Wiring is in place to support a new automation system.

Computer Environment

___ 1. All computers recommended for the system should be designed to operate within a temperature range of 45-95 degrees Fahrenheit.

___ 2. The library will ensure that adequate heating and cooling conditions are met.

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VIII. MAINTENANCE REQUIREMENTS

Software

___ 1. The vendor should offer full maintenance for software provided by the vendor.

___ 2. Software maintenance should include all software enhancements offered as part of the standard system to future prospective customers.

___ 3. A toll-free telephone number and an electronic mail technical support number should be available 24 hours a day for priority problems concerning software.

___ 4. The vendor should be able to perform software problem diagnosis and maintenance by a dial-in, Internet, or network access.

___ 5. An Electronic Customer Bulletin Board should be established for communications between vendor's customer base.

Hardware

___ 1. The vendor should offer full maintenance for hardware provided by the vendor.

___ 2. System parts should be made available on-site within 24 hours.

___ 3. The vendor should maintain an adequate supply of repair parts.

___ 4. Only new parts are to be used in repairs.

___ 5. Remedial hardware maintenance for the equipment should be provided Monday through Friday, 8 a.m. through midnight (EST).

___ 6. A toll-free telephone number and an electronic mail technical support number should be available 24 hours a day for priority problems concerning hardware.

___ 7. The vendor should be able to perform hardware problem diagnosis and maintenance by a dial-in, Internet, or network access.

___ 8. Records of each remedial or preventive maintenance activity performed should be maintained on vendor’s network for reference.

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IX. TRAINING AND SUPPORT

___ 1. The vendor must provide basic training in all functioning subsystems for the independent operation of the system, including regular maintenance and troubleshooting.

___ 2. The vendor will provide training for personnel who will manage the system.

___ 3. Training will be planned in accordance with a mutually agreeable schedule between the library and the vendor.

___ 4. Library staff will be trained to manage and operate the system on a daily basis.

___ 5. Training will include, but not be limited to, the following:

___ a. start up and shut down of the system

___ b. monitoring and operating the system basis del “basis”

___ c, handling emergencies which might arise before vendor’s maintenance staff can intervene

___ d. troubleshooting and solving simple problems with the system

___ e. loading software enhancements received from vendor

___ f. loading records from magnetic tape and handling associated problems

___ g. running file backup operations

___ h. operating printers and handling print jobs generated by the system

___ i. handling vendor's supplied software utilities

___ 6. Complete system and applications documentation will be available at the time the system is installed.

___ 7. Software documentation must be available in both hard copy and machine readable format.

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D. CRITERIA FOR EVALUATION

Criteria to be utilized in screening and ranking of the proposals and selection of firms for further discussion are as follows:

1. Overall Qualifications and Experience of the Firm Point Value = 20

a. Overall qualifications and experience of the firm and any subcontractors.b. Quality and specificity of proposal response.c. Previous experience and/or references relative to scope of services.d. Contract and agreements required.

2. Staffing and Service Point Value = 25

a. Depth and variety of staff disciplines available, relative to scope of service.

b. Qualifications, experience, and certifications of proposed staff.c. The level of quality of customer service and support for the system (i.e.

staff training, system and module documentation, technical support.) including proposed response times

3. System Capabilities Point Value = 30

a. Functionality and suitability of proposed system.b. Quality of proposed System to meet the needs of the library

4. Price Point Value = 25

a. Proposed cost of system and support.b. Other costs, including expenses, travel rates, etc.

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E. SUBMISSION OF PROPOSALS

1. All submittals shall be delivered

BY MAIL or EXPRESS MAIL TO:

Barbara Ecton, Library DirectorSamuels Public Library538 Villa AvenueFront Royal, VA 22630

2. An original and five (total of six) copies of your proposal document are required. Telegraphic or facsimile submission of proposals is not acceptable and any such proposals shall not be considered.

3. Proposals received after the set time for receipt shall not be considered.

4. Samuels Public Library reserves the right to accept or reject any or all proposals, to waive informalities, and to reissue any request for proposals. The Library also reserves the right to award the contract as it deems will best serve its interest.

5. PROPOSAL ACCEPTANCE PERIOD: Any response to this solicitation shall bevalid for 180 days. At the end of the 180 days the offer may be withdrawn at thewritten request of the offeror. If the offer is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. If the successful offeror is a corporation, the corporation must be registered to do business in the State of Virginia.

6. By submitting its proposal response, the Offeror certifies that it has not combined, conspired or agreed to intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or otherwise manipulated its proposal response for the purpose of allocating purchases or sales to or among persons, raising or otherwise fixing the prices of the goods or services, or excluding other persons from dealing with Samuels Public Library.

7. By submitting its proposal response, the Offeror certifies that its proposal is made without collusion or fraud and that is has not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with its proposal; and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised.

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I. ORDER OF PROPOSAL AND CONTENT

The proposal response should address the items included in the SCOPE OF SERVICES, the items listed below and the CRITERIA FOR PROPOSAL EVALUATION. The vendor’s response should be capable of being understood without reference to other documents, and must include, at a minimum, the following sections:

1. Cover Sheet

a. State the complete legal name of the Offeror, the location of the office which will have responsibility for the services to be provided and the name, address, and phone number of a contact person who is knowledgeable about the proposal.

b. All proposals should be signed, in ink, by an officer or employee having the authority to bind the company by their signature. Signatures by anyone other than the president, vice president or a general partner should have accompanying documentation that the individual is empowered to bind the company or partnership. Proposals having any erasures or corrections must be initialized by the Offeror in ink.

c. The Offeror shall state in the cover letter its federal employer identification number, if a proprietorship, partnership or corporation.

2. Proposer Profile. A brief description of the proposer’s background, organization, staff, experience, and product line should be included in this section. Vendor is to include audited financials for the last two years.

3. Client List. Proposer must submit a reference list of libraries currently installed and operating with the system proposed. Reference must include library name and address, name and phone number of contact person, and size of system installed.

5. Implementation Schedule. Vendor is to provide a schedule for system installation outlining what will take place and the responsibilities of the contractor and the Library.The vendor will describe how the proposed hardware will handle future growth of the Library, including additional volumes, patrons, and system features.

6. Training. Vendor is to describe the training approach. When and where will training occur? How many persons can be trained at each session? Will specially trained staff be required to handle the system?

7. Warranty, Maintenance and Support, Updates. In this section the proposer is to describe the warranty and maintenance policy for both hardware and software. Vendor shall describe customer support policies including any free help lines, hours of operation, and emergency service. Describe your policy for system updates. Are there additional charges?

8. Configurations and costs. This section must include a complete breakdown of all costs associated with the proposed configuration and any available supplies, including hardware, software, data conversion, installation, training, and maintenance. Unit costs and three years of support are also required. Information should be included on financing over a 3-5 year period should be included.

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9. Response to Specifications. In this section the vendor is to complete Item C, System Requirements and respond to each of the requirements in the following manner: A, AD, D, P, and N.

A = Available: feature is currently available in at least one installed system

AD = Available with deviation: feature is currently available but differs slightly.D = In Development: feature is currently being developed for release. State expected date of release.

P = Planned: feature will be implemented but is not yet in development. Indicate expected date of release.

N = Not Planned: feature is not currently planned and is not expected to be added to the system.

10. Additional Information

a. If specific contract forms are required for any services, include copies of the contract forms with your response.

b. State any services which are to be provided through subcontracting or through third parties.

11. Insurance

The Contractor shall be required to maintain in force such insurance as will protect himself and the Library from claims which may arise out of or result from the execution of the work, whether such execution be by himself, his employees, agents, subcontractors or by anyone for whose acts any of them may be liable. This coverage should include, at a minimum, Worker’s Compensation & Employer’s Liability, General Liability (including premises/ operations, independent contractors, products and completed operations, contractual liability and personal injury liability), and Automobile Liability. All insurance shall be provided by companies authorized to conduct business in the Commonwealth. The Contractor shall furnish the Library with an original Certificate of Insurance and should name the Library as additional insured. The Contractor shall notify the Library at least 30 days prior to policy cancellation, non-renewal or reduction of coverage.

12. Other Information

Include relevant information the Offeror deems necessary to provide the services needed to successfully complete the Scope of Services or which the Offeror feels are relevant to its selection.

13. Offerors shall specify the section(s) containing trade secrets or proprietary information. Trade secrets or proprietary information submitted by an offeror in connection with this

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procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protection of this section prior to or upon submission of the data or the materials, and must identify the data or other materials to be protected and state the reason why protection is necessary. (Section 11.52 D of the Code of Virginia). Offerors shall submit under separate cover any information considered proprietary and any copyrighted material. Separate cover means that proprietary information must be placed in a separate area of the proposal and be clearly identified as containing proprietary and/or copyrighted information. References may be made within the body of the proposal to proprietary information; however, all information contained within the body of the proposal not under separate cover and labeled proprietary shall be Public Information in accordance with State statutes.

II. METHOD OF AWARD

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the factors involved in the Request for Proposals, including price. Negotiations shall then be conducted with each of the Offerors so selected. Price shall be considered, but will not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the Library shall select the Offeror which, in its opinion, has made the best proposal, and shall award the contract to that Offeror. Should the Library determine in writing and in their sole discretion that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror.

III. CONTRACT

The Contractor will be required to execute the contract in APPENDIX A or one with substantially similar terms. The selected Offeror shall be required to execute the contract and furnish the required Certificate of Insurance and all other required documents within fifteen (15) days after receipt of notification that the contract is ready for signature. Otherwise, the Library may award the work to another offeror.

The term of this contract will be for 5 years with renewal.

Unless specified otherwise, any resultant contract may be terminated by the Library, in whole or in part, whenever the library determines that such termination is in its best interests. Any such termination shall become effective on the date states in a written notice of termination mailed to the vendor. The notice of termination shall state the extent to which the performance shall be terminated. The vendor shall be paid for all goods delivered or services successfully completed prior to the termination date.

The Contractor agrees that any resulting contract shall be subject to annual appropriations of the Samuels Public Library Board of Trustees and that non-appropriation of sufficient funding to continue the contract will result in its automatic termination once existing funding is exhausted.

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IV. GENERAL TERMS AND CONDITIONS

1. Subcontracting of Work

The Contractor shall not subcontract portions of the Work defined in the contract without the express written consent of the Library. All work performed by any subcontractor shall be coordinated by the Contractor and the Contractor will be responsible to the Library for all work performed by any subcontractor or special consultant.

Where it is practicable for any portion of the awarded contract to be subcontractd to other suppliers, the contractor is encouraged to offer such business to minority and/or women-owned businesses. Names of firms may be available from the buyer and/or from the Division of Purchases and Supply. When such business has been subcontracted to these firms and upon completion of the contract, the contractor agrees to furnish the purchasing office the following information: name of firm, phone number, total dollar amount subcontracted and type of product/service provided.”

2. Payments to Contractors

In accordance with Virginia Code Section 11-62.11, the Contractor agrees that:

a. Should any subcontractor be employed by the Contractor for the provision of any goods or services under this Contract, the Contractor agrees to the following:

I. The Contractor shall, within seven days after receipt of any payments from the Library pursuant to this Contract, either:

(1) Pay the subcontractor for the proportionate share of the total payment received from the Library attributable to the goods or services provided by the subcontractor; or

(2) Notify the Library and the subcontractor, in writing, of the intention to withhold all or a part of the subcontractor’s payment with the reason for nonpayment. Written notice shall be given to: Library Director, Samuels Public Library, 538 Villa Avenue, Front Royal, VA 22630

II. The Contractor shall pay interest to the subcontractor, at the rate of one percent per month on all amounts owed to the subcontractor that

remain unpaid after seven days following receipt of payment from the Library for goods and services provided under this Contract, except for amounts withheld under subparagraph I (2) above.

III. The Contractor shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor.

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IV. The Contractor’s obligation to pay an interest charge to a subcontractor shall not be an obligation of the Library.

V. No contract modification shall be allowed for the purpose of providing reimbursement for these interest charges. No cost reimbursement claim shall include any amount for reimbursement of these interest charges.

3. Non-Discrimination

If this contract exceeds $10,000, during the performance of this contract, the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. The Contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or Contractor.

4. Independent Contractor

The Contractor is an independent contractor and nothing contained in the CONTRACT shall constitute or designate the Contractor or any of its agents or employees as agents or employees of the Samuels Public Library. If the successful Contractor is a corporation, the corporation must be registered to do business in the State of Virginia.

5. Indemnification

To the fullest extent permitted by law, the Contractor, for itself, heirs, representatives, successors and assignees agrees to save, defend, keep

harmless and indemnify the Samuels Public Library, and all of its officials, agents and employees (collectively, the “Library”) from and against any and all claims, loss, damage, injury, costs (including court costs and attorney’s fees), charges, liability or exposure, however caused, resulting from, arising out

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of or in any way connected with the Contractor’s performance (or nonperformance) of the agreement terms or its obligations under this agreement.

6. Contractual Claims

Contractual claims, whether for money or other relief, shall be submitted in writing no later than sixty (60) days after final payment; however, written notice of the Contractor’s intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. Any notice or claim shall be delivered to the Library Director, Samuels Public Library, 538 Villa Avenue, Front Royal, VA 22630 and shall include a description of the factual basis for the claim and a statement of the amounts claimed or other relief requested. The Library Director shall render a decision on the claim and shall notify the Contractor within thirty (30) days of receipt of the claim. The Contractor may appeal the decision of the Library Director to the Library Board of Trustees by providing written notice to the Library Director, within fifteen (15) days of the date of the decision. The Board of Trustees shall render a decision on the claim within sixty (60) days of the date of receipt of the appeal notice and such decision shall be final unless the Contractor appeals the decision in accordance with the Virginia Public Procurement Act. Invoices for all services or goods provided by the Contractor shall be delivered to the Library no later than thirty (30) days following the conclusion of the work or delivery of the goods.

7. Laws/Regulations and Legal Proceedings

The successful Contractor shall abide by all Federal, State and local laws and regulations governing the provision of the services called for in the contract. Any legal proceedings arising out of or related to this contract shall be filed by the parties in the WarrenCounty General District Court or the Warren County Circuit Court.

8. Taxes

The Library is exempt from Federal Excise and State Sales and Use Tax on all tangible personal property purchased or leased by it for its use or consumption. The Contractor shall pay all County, City, State and Federal taxes required by law enacted at the time proposals are received and resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not be in addition to the contract price between the Library and the Contractor, as the taxes shall be an obligation of the Contractor and not of the Library, and the Library shall be held harmless for same by the Contractor. Exemption certification will be supplied upon request.

9. Contract Assignment

The resultant contract may not be assigned, in whole or part, without the written consent of the Library.

10. Royalty and License Fees and Copyright, Trademark and Patent Protection

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The Contractor shall pay all royalty and license fees relating to the items covered by the contract. In the event any third party shall claim that the manufacture, use and sales of these goods offered hereby constitutes an infringement of any copyright, trademark, or patent, the Offendor shall indemnify and hold harmless the Library from any cost, expense, damage or loss incurred in any manner by the Library on account of such alleged infringement.

11. Licenses and Permits

The Contractor shall secure and pay for all permits, governmental fees and licenses necessary for the proper execution and completion of the work which are legally required prior to and during the work.

12. Insurance

The Contractor shall be required to maintain in force such insurance, in amounts acceptable to the Library, as will protect himself and the Library from claims which may arise out of or result from the execution of the work, whether such execution be by himself, his employees, agents, subcontractors or by anyone for whose acts any of them may be liable. This coverage shall include, at a minimum, Worker’s Compensation & Employer’s Liability (if required by Statute), General Liability and Automobile Liability. All insurance shall be provided by companies authorized to conduct business in Virginia. The Contractor shall, upon request, furnish the Library with an original Certificate of Insurance.

13. Payments and Invoicing

Payments to the Contractor shall be made within thirty (30) days after receipt of an approved invoice.

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APPENDIX ASAMPLE CONTRACT

LIBRARY AUTOMATION SOFTWARE SYSTEM RFP No. 01-TECH-01

CONTRACT

THIS CONTRACT is entered into _____________, 2004/5 by SAMUELS PUBLIC LIBRARY, (“the Library”), and __________________________, (“the Contractor”).

The parties agree that in consideration of the attached fee schedule, the Contractor will perform all services and deliver all goods in accordance with the requirements described in Request for Proposals No. 01-TECH-04 dated August 9, 2004.

Contract documents, in addition to this CONTRACT and the above referenced Request for Proposals No. 01-TECH-04, are the Certificate of Insurance and the proposal documents of the Contractor dated _____________.

Services shall be provided in accordance with the contract documents. This CONTRACT is the complete agreement between the parties and may not be altered except by written memorandum signed by the parties.

The Library agrees to make payment to the Contractor for goods and services provided, as follows: Payments shall be made within thirty (60) days of receipt of an approved invoice following completion and acceptance of the work by the Library.

The signatures and seals of the parties are set out below in acknowledgment of this agreement.

Samuels Public Library

_________________ By: ______________________________Date Barbara D. Ecton

Library Director

FIRM NAME

_________________ By: ______________________________Date Signature

Typed or Printed Name: ______________________________

CORPORATE SEAL Title: ______________________________

COMMONWEALTH OF VIRGINIA,

CITY/COUNTY OF _____________, to-wit:

The foregoing instrument was acknowledged before me this ______ day of _________,

by _______________________ on behalf of _____________________________.

My commission expires: ________________________ Notary Public

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