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EXPRESSION OF INTEREST

EOI 2019-01

AUTOMATED SYSTEM FOR PUBLIC HEALTH RESOURCE LIBRARY

2887059
EXPRESSION OF INTEREST (EOI)

General Information

1. The Region will not review submissions which are custom builds or require
heavy customization to use. All submissions should be “off the shelf” ready.

2. Only submissions which are Saas/cloud based will be reviewed; anything that is
required to sit on Region servers or require the purchase of servers will not be
reviewed.

3. The intent of this EOI is to allow potential proponents an opportunity to present


their solution at a high level. As such, proponents are encouraged to keep their
submissions succinct and focus on the information as provided within this EOI.
Please avoid the use of extensive appendices and attachments. As a rule of
thumb, please try to keep submissions to no more than ten (10) double sided
pages

4. When responding, proponents should keep in mind that the staff reviewing these
are submissions are not necessarily IT staff; all information should refrain from
using acronyms, industry jargon or overly technical descriptions.

5. Do not include marketing information of any sort. This will be discarded without
review.

Introduction

The Public Health Resource Library is located in Waterloo, Ontario, Canada and is a
service provided by the Region of Waterloo Public Health and Emergency Services
department. It provides a lending library and related services to the general public and
Public Health and Emergency Services staff.

The Resource Library’s collection consists of teaching kits, displays, books, DVDs,
posters, and journals. Some electronic resources such as books, PDFs, websites, and
online videos are also catalogued. The library automation system currently in use is
called Liberty (Softlink). The records are non-MARC, but may be converted and
exported into MARC21 or MARCXML.

The Resource Library uses the Dewey Decimal Classification (DDC) system for books
and DVDs. Teaching kits, displays, and posters are classified using an
alphanumeric code.

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All items in the collection are barcoded.

Approximate number of records:

Bibliographic records 3020


Copies 4688

Approximately 60 percent of the collection is original cataloguing.

The Resource Library circulates approximately 1200 items per year.

The catalogue is searchable from:


https://publichealthwaterloo.softlinkliberty.net/liberty/libraryHome.do

There are 3.5 FTE staff in the Resource Library who require staff access to the
automated system.

Functions and Features Required

The following is a list of some of our unique and important features required in a new
system. This list is considered high level and not exhaustive. A significant amount of
additional functionality and requirements will be issued as part of an RFP, which may be
released at a later date in 2019.

Cataloguing

 Ability to import and/or export MARC, XML, or CSV files or records


 Allow for customized bibliographic templates
 Ability to include electronic images or digital files with catalogue records (e.g.
cover art; photos of kits; short videos)

Circulation

 Ability to circulate items by patron name or program name, with no library


card/barcode required
 Ability to override any notifications associated with a borrower’s account (past
due date, signed out to another borrower, etc.)
 Ability to place bookings as described below:

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The following unique feature is required for our system, and through this
EOI we are hoping to identify systems which can address this.

Unique requirements:

Future Bookings

An important client group includes teachers and other health


educators who require materials to be placed on hold for them for
future dates. We are looking for a system which would allow us to
place “future bookings” on materials. For example:

On October 20, 2019, a particular teacher requires teaching


kit B for one week.

We require a system which would allow us to place a booking so


that the material is available on October 20, 2019 for the teacher.
The system must also prevent us from circulating the material
during the time period October 5-October 21, 2019, for example, to
other clients; if a different teacher wants to borrow this same
teaching kit B on October 19, 2019, the system must alert us that
there is a booking placed on the material for someone else.

Suppliers should be able to demonstrate that their system is


capable of this feature.

OPAC

 Compatible, including responsive web design, with multiple browsers and


devices (please provide list)
 Compliant with W3C Web Content Accessibility Guidelines; please specify
version used.
 Ability for staff to create pre-formulated searches of lists such as new books or
popular items by topic, which can be stored as links and executed from any web
page

Other features of interest

 Software's interface, such as colour and design, can be customized for library
staff to improve accessibility (e.g. font contrast for readability)

Record Conversion
 Please provide information about the record conversion services that you offer.
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Reports
 Please provide information about the type of reports available.

Training
 Please provide information about training options for staff.

Technical Support
 Please provide information about the support options available.

Cost Estimate

For the purpose of this Expression of Interest, Proponents are being asked to provide
costing to Regional staff for budgetary purposes only. No award will come from this EOI
and as such, pricing will not be firm. Proponents are asked to include:

 Start up/initial set up costs, not limited to but including:


o Hardware
o Additional software
o Record conversion
o Training
o Any other items not listed above, but required to fully operate the software
 Annual cost for use of the software
o Is this subscription based?
o Annual service cost?
o Is maintenance and support included in this cost?
 Maintenance and Support (if applicable)
o If maintenance & Support is included in the above, please state
o Different levels of support with a brief description of each as applicable
 Any unique or specific hardware requirements and the associated costs.
 Any other costing items which will assist the Region in coming up with a budget
estimate.

Estimated Timeline

Q1 2019: Expression of Interest released and reviewed.


June 2019: Release RFP
Q4 2019: RFP Award
Q1 2020: Successful Proponent to begin set up of new system

Proponents are advised that while the Region is anticipating the release of a formal and
public RFP in June of 2019, that determination will not be made until after the review of
EOI submissions at its sole and absolute discretion.

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Proponents are also advised that no further contact from the Region will come upon the
close of the EOI. It is the responsibility of the Proponent to ensure they check the
Region’s bids & tenders site for any RFP that may be issued.

Current Installs

Proponents should include examples of current installations, with a focus on locations in


Canada and Ontario that are of a similar size and with a similar use to the Region.

Requests for Clarification/Rectification

During the review of submissions, the Region may require clarification or rectification
from a proponent regarding clarity of information or information that may have been
omitted. Proponents will have two (2) business days from the time of request for
clarification/rectification to provide the information to the Region. If the information is not
received within the allotted time, the review will continue without said information.
Proponents will not have another opportunity to provide the information as part of this
EOI process.

Current Information Technology Environment

It is expected that all submissions to this EOI offer a cloud/web-based solution.


Submissions which require the software to sit on Region servers will not be reviewed.
Bidders should explain and provide high level information on how they keep client
information secure and safe, provide redundancy (and how) and any other backend
information which it feels will assist the Region.

Terms and Conditions

1. No payment will be made for work related to, and materials supplied in, the
preparation and presentation of the Supplier’s response to this Request for
Information.

2. The submissions and accompanying documentation submitted by the Suppliers are


the property of the Region of Waterloo and will not be returned.

3. The Region of Waterloo shall not be bound by this EOI and no contract may be
awarded based upon the results of this EOI.

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Closing Date and Time

Submissions for EOI2019-01 Automated System for Public Health Resource


Library must be received until 2:00:59 pm local time, February 7, 2019.

The time of 2:00:59 p.m. will be determined based on the wall clock located at
The Region of Waterloo, Procurement & Supply Services Office, Reception
Desk, 4th Floor, 150 Frederick Street, Kitchener, Ontario N2G 4J3. Bids /
proposals received at 2:01:00 p.m. or later will be deemed to be late and
non-compliant.

One (1) original and three (3) copies of the Request for Prequalification shall be
enclosed in a sealed envelope with the envelope template provided affixed
securely to the front of the envelope. One (1) electronic copy is to be submitted
on USB and included in the envelope. Bidders must use the attached
envelope template.

Designated Official

Questions, clarifications, or interpretations regarding this bid shall be requested


in writing and shall only be directed to:

Aaron Dooling, Buyer


via email: ADooling@regionofwaterloo.ca.

Ensure that EOI2019-01 is referenced in the e-mail subject line.

The deadline for questions is January 31, 2019 at 4:00 p.m. Any questions
received after this time will not be addressed.

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SUBMITTED BY

Company Name:

Address:

REGION OF WATERLOO
PROCUREMENT
150 FREDERICK STREET, 4TH FLOOR
KITCHENER, ONTARIO
N2G 4J3

IMPORTANT:
Bids are to be dropped off at the
Procurement Counter,
150 Frederick Street, 4th Floor, Kitchener, ON.
Submissions received in Procurement after the
closing time will NOT be accepted. The onus is
on the bidder to ensure that the bid is received
in the proper location and before the closing
time.

CONTRACT NUMBER: EOI 2019-01


CONTRACT NAME: Automated System for Public Health Resource Library
CLOSING DATE: Thursday, February 7, 2019
CLOSING TIME: 2:00:59 p.m._______________________________

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