RFP for an eBook Content Platform Charge 1

Respondent Form for Charge 1 Provide an eBook Content Platform

Use a separate form for Charge 2 proposals. Include a complete separate form that can stand on its own for each proposal if you are responding to both models or making multiple proposals for any single model.

_________________________ Response to:

Request for Proposal (RFP) for eBook Content Platform and eBook Content RFP issued March 18, 2013 by the Massachusetts Library System, Inc. (MLS) 225 Cedar Hill St. Suite 229, Marlborough, MA 01752 508-357-2121 MLS Document: RFP/2013-03-18 Responses Must Be Received by MLS by 4:00 pm EDT, April 29, 2013
Send RFP Responses to: [email protected] (email preferred) if you are sending hard copy, ship to the address above. Please note that this document will be distributed to Task Force members and other stakeholders. We prefer a format that is easy to duplicate and distribute electronically. Questions Regarding this RFP: Any questions regarding this RFP should be submitted in writing by April 1, 2013 at 4:00pm EDT to: [email protected]. We will only respond to inquiries that include full contact information of the questioner. The identity and contact information will not be shared with other potential respondents, however, questions and answers will be shared to ensure that all potential respondents have access to the same information. These answers will be posted at www.masslibsystem.org on April 8, 2013. Or, potential vendors may pose questions during a conference call on March 27, 2013. See schedule on page 1 of the RFP to participate.

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Vendor Information Form:
Name of Bidder: _____________________________________________________________ Address: ____________________________________________________________________ City/State/Zip Code: __________________________________________________________ Phone/Fax/Email: ____________________________________________________________

The respondent has read the request for proposal Name/Title of Authorized Representative: _________________________________________ (Please Type or Print) ____________________________________________________________________________ (Signature of Authorized Representative) (Date)

Federal Identification or Social Security Number of the respondent: _____________________

The bidder is a (an) ____________________________________________________________ (1) Individual (2) Partnership (3) Corporation

If bidder is a Corporation, state the following:

Corporation is incorporated in the State of: __________________________________________

President is: __________________________________________________________________

Treasurer is: __________________________________________________________________

Place of Business is: ____________________________________________________________

If bidder is a Partnership, state the name and the residential address and contact information of all general and limited partners on a separate page. Page 2 of 24

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Contact for RFP Communications
All respondents to this RFP shall designate a single contact for receipt of any subsequent information or requests for information regarding this RFP and/or your response.

Contact Name and Title: _______________________________________________________ Address: ____________________________________________________________________ City/State/Zip Code: __________________________________________________________ Phone/Fax/Email: ____________________________________________________________

What must be included in proposal and proposal evaluation

Each of the questions in the following sections will be included in our numerical evaluation of your proposal. You must include a copy of this section in your proposal using the same numbering system used below. Your response should start after the question (including the question number). Mark the beginning of your response with RESPONSE. You may include your response inline or provide reference to a section or appendix included in your proposal. Highlight and underline the evaluation criteria that you believe is appropriate for your response. A sample is provided below: Sample:
7.4.1 List names, contact information and relevant experience for all personnel involved with managing the operations and the key contact for the contract. RESPONSE: Please see Appendix D for resumes of all key personnel related to this project. A. Respondent has experienced and adequate staff in management positions B. Respondent does not yet have adequate or experienced people in management positions but has a plan in place to fill positions in time. C. Respondent does not seem to recognize the level of experience needed to manage a project of this size.

End of Sample

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Evaluation of Proposals
MLS will review proposals based on responses provided based on the needs of MLS and the effectiveness of the proposals. Some questions will be weighted more heavily than others. General information will receive up to 5 points; Responses to description on meeting goals of project will receive up to 20 points; Specifications will receive up to 50 points; proposal description up to 15 points; and Description of implementation will receive up to 10 points. These scores will receive up to 100 total points.

1. Please provide a high-level description of your proposal:

A. Respondent has an exhaustive plan for providing an eBook Platform (meeting all specifications). B. Respondent has a comprehensive plan for providing an eBook Platform (meeting most of the specifications). C. Respondent has a limited plan for providing an eBook Platform, or has not provided one at all.

2. Please describe how your proposal addresses Critical Success Factors (see page 7 of the RFP):
A. Respondents proposal addresses all the critical success factors stated in the RFP. B. Respondents proposal addresses some of the critical success factors stated in the RFP. C. Respondents proposal fails to address the critical success factors stated in the RFP.

3. Please provide a list with contact information of up to three prior or current clients in a library, education, consortia or similar non-profit industry.
A. Respondent has extensive experience with clients from industries similar to MLS. B. Respondent has sufficient experience with clients from industries similar to MLS. C. Respondent has little or no experience with clients from industries similar to MLS.

4. Please provide names, biographies, and qualifications for personnel who will be involved with this project. Include all staff, e.g. technical team, training consultants, lead project coordinator, etc.
A. Respondent plans to use highly qualified personnel. B. Respondent plans to use qualified personnel. C. Respondent plans to use unqualified personnel.

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5. Provide a detailed plan and schedule for providing an eBook Content Platform for the pilot project, and future statewide access. Implementation of this platform is scheduled to begin by June, 2013.
A. Respondent has provided a detailed plan and schedule for implementing an eBook Content Platform by June 2013. B. Respondent has provided a detailed plan and schedule for beginning the implementation of an eBook Content Platform by June 2013. C. Respondent has provided a plan that is not realistic, complete, or does not account for contingencies that are likely to occur or has not provided a plan at all.

6. Provide the following information on the company.

A. Describe your experience in providing eBook Content Platforms to library consortia and/or individual libraries B. Describe the length of time you have been actively engaged in providing eBooks to libraries. C. Provide full disclosure of financial statements for at least the last three (3) business years.

7. Policy and Processes for Confidentiality

A. Describe the policies and processes that are in place to protect the confidential and personal information of libraries and users of this product. B. Does vendor maintain personal information of any library users? C. How does vendor protect and destroy this information. D. Vendors may not use or share statistical information about the libraries, the consortia , or MLS outside of the libraries and consortia involved and with MLS itself, without written permission.

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8. Billing & Pricing (Vendor should provide pricing in Excel format)
A. Bidders must provide a pricing model(s) that include the initial pilot project of 50 libraries. The pilot project will end December 31, 2013. Bidders must also provide a pricing model(s) for statewide access and licensing to all libraries in the Commonwealth over a roll-out period of 1-2 years after the pilot project ends. B. Estimated prices are not acceptable. Rates quoted must remain firm for the pilot project May 31, 2013 December 31, 2013 and first year of services, January 1, 2014 December 31, 2014. Pricing for additional years (up to a total of five years) is desirable. If any portion of billing is determined by time and materials, vendors should include entire fringe, overhead and other indirect costs as well as type of expenses (travel, copying postage/delivery, etc.) that will be reimbursed as actual out-of-pocket cost. A guide to the basis of reimbursable costs must be provided (mileage reimbursement at IRS- approved rate for use of a motor vehicle, cost per copy, etc.) A total cap on costs should be provided. If billing is determined as a fixed price, vendors should detail the services/deliverables and related costs to be paid. A payment schedule with milestones should be provided. C. Vendor should provide the pricing in Excel format for each product covered in its proposal, describing in detail the basis for pricing, all one-time charges, and all recurring charges. The Vendor shall clearly state whether the license is a one-time purchase or whether the license is an annual lease. D. Describe in detail the basis for pricing, all one-time charges and all recurring charges.E. Clearly state whether the license is a one-time purchase in perpetuity and access fees, if any, after the one-time purchase or whether the license is an annual lease. For owned content, describe the process required to transfer content to a new platform. E. The Vendor shall: Itemize the price offered and what it includes (e.g. platform, content, etc.) Current list price of each e-book title Indicate in the price proposal what discounts are being offered to MLS by subscribing as a consortium rather than individual institutions. Indicate discounts for prepayments. Include information on possible options for MLS to purchase additional content or services. Provide information on any added fees for training costs, including, but not limited to travel costs, etc. Provide any information on any fees associated with end user documentation, including potential discounts based on volumes of copies purchased. Provide information on any added fees associated with MARC records or other metadata records. Outline pricing for service upgrades, enhancements, simultaneous users that may benefit libraries involved in this project or those brought in on a rolling basis.

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F. Rates quoted must remain firm for the pilot project May 31, 2013 December 31, 2013 and first year of services, January 1, 2014 December 31, 2014. Pricing for additional years (up to a total of five years) is desirable. G. All billing should detail any markups through third-party vendors. H. If vendors respond to both Charge 1 and Charge 2 any discounts for contracting both services should be indicated. I. J. Outline terms for discounts for prepayments. Provide a calendar showing payment schedules.

9. Trial Access
A. Vendor must provide all members of the review team the opportunity to test and use the platform and content bid in the proposal during the review period (April 29 June 2013). B. Vendor must provide user name and password access or IP-authenticated access. Provide instructions for this trial access with this submission. C. Specify if the trial access is being provided on any server other than the normal production server.

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10. Specifications for Discovery; ILS Integration & Interoperability; Publishing/Repository; Rights, Permissions &Licensing; Accessibility; Reports; and Training & Implementation Please check if your product or service meets the specification or statement by putting a check in either the Available or Not Available box, where applicable. Please use the comments section to describe or further explain. If a specification does not apply, please indicate N/A where appropriate. Discovery:
# D-1 Specification System provides a single, Google-like search input box simple search The default discovery has the following capabilities: 1)keyword search 2)authority search with see/see also refs 3)shelf browsing 4)enumerate facets The default discovery displays non-Roman characters and diacritics The search engine works with non-Roman characters and diacritics The default discovery provides book jacket images, enhanced tables of content, reviews, or integrates with free and commercial external content enrichment services such as Syndetics, Google Books, Amazon, Chilifresh
Available Not Available

Vendor Comments

D-2

D-3

D-4

D-5

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D-6 Discovery (cont) The default discovery offers search limiters and/or facets by: 1) media format: audio/video/eBook/hybrid 2) delivery method: streaming/downloadable 3) device compatibility: Android, iOS, Windows, etc. The default discovery only offers / prioritizes items in formats that are downloadable/readable on the specific mobile device being used by the patron The default discovery hides material for which the authenticated patron has no rights The default discovery identifies which material can be downloaded immediately vs. material for which the patron must place a reserve request The search results can be sorted based on relevancy, publication date, format, language, title, author and other limiters System supplies Did you mean? indexing to the user interface application for misspelled words/phrased System provides auto-search for synonyms/related terms to the user interface application

D-7

D-8

D-9

D-10

D-11

D-12

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D-13 Discovery (cont.) The default discovery allows institutions or consortia to set up default collection scopes, such as a scope for schools. Scoping is based on BISAC subject headings and age ranges provided by publishers or similar Widgets are available for Library staff to create displays for users, such as new materials, best sellers, topical collections, and reserve bookshelves, including only materials which their users have rights The default discovery has a process for recovering forgotten account names and passwords and resetting passwords The default discovery has a basic My Account functionality to allow patrons to save searches; request a title be put on hold, and to manage their holds/reserves queue for material currently in use. The default discovery works with COPPA (Children's Online Protection Act) when someone under age 13 uses the repository. Please explain. The default discovery has an opt-in for patrons to remember their reading history The default discovery has other personalization tools and features available to users. Please describe or enumerate

D-14

D-15

D-16

D-17

D-18

D-19

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D-20 Discovery (cont.) System allows for the customization or branding of the public interface. (e.g. logo, contact information, access to instant chat with librarian or other reference support service) Member Libraries and users are notified of Interface changes The default discovery supports personal readers and other mobile devices. Please briefly describe The default discovery supports printing capability and functionality, including screen design, directions and any necessary third party software requirements

D-21

D-22

D-23

Additional Comments (Discovery)

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ILS Integration and Interoperability:
# ILS-1 Specification The publishing/repository platform allows for the import/export of MARC/structured metadata to load to and from external ILS systems The holdings statements will also be exported. Describe how this will occur The publishing/repository platform can perform patron authentication and authorization using SIP2. Other standard APIs may include NCIP, Shibboleth, and Oauth The platform authentication mechanism provides a "Where are you From" (WAYF) service so that the patron record source database can be identified. Alternatively, the platform provides a way to establish statewide union patron database The platform provides two-way APIs (e.g., OpenURL) for the metadata and/or queries to and from ILS and the platform The repository, requesting and lending system can interoperate with other popular discovery layers, such as VuFIND, Project Blacklight, SOPAC, Encore, Bibliocommons, Summon Available Not Available Vendor Comments

ILS-2

ILS-3

ILS-4

ILS-5

ILS-6

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Additional Comments (ILS Integration & Interoperability)

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Publishing/Repository:
# P/R-1 Specification The repository solution stores both item metadata and eContent (i.e., the eBook itself) in standard data formats. (Please enumerate the supported formats.) The repository supports DRM where publishers and authors require it. (Please enumerate the supported DRM system(s)) The DRM mechanism support flexible loan periods The DRM mechanism support the ability for users to "return" material early The DRM mechanism support renewals The DRM mechanism supports limitations on ripping or burning content, when such limitations are required by the publisher/author The repository includes a check-out process. Please describe The repository includes the return or release process of holdings. Please describe The repository supports ingest of content and metadata into a digital preservation solution Available Not Available Vendor Comments

P/R-2

P/R-3 P/R-4

P/R-5 P/R-6

P/R-7

P/R-8

P/R-9

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Publishing/Repository (cont.) P/R-10 The repository can be provided as: 1) a cloud-based service 2) software as a service/hosted by the vendor 3) software hosted locally on a Massachusetts system P/R-11 The repository includes automated acquisition functionality to facilitate purchase, download of content and metadata, and/or payment options P/R-12 The repository includes additional features that might be of use in a statewide e-book/e-content platform. Please describe P/R-13 The repository allows ownership of content. Describe how this works in your system P/R-14 The repository allows owned content to be transferred to another platform and how content from another platform can be moved to this one. Describe how this works in your system P/R-15 The system has the capability to ingest and host locally created content. Describe how this works in your system P/R-16 The system allows different types of content to be supported, e.g. file formats and media types. Please describe how this works in your system

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Publishing/Repository (cont.) P/R-17 The system allows content to be integrated into other discovery platforms, e.g., an ILS. Please describe how this works in your system. P/R-18 The system also has the features of acquisitions functionality or modules. P/R-19 The system can be expanded to allow for more titles from each publisher/provider to be hosted. Include the estimated number of titles the system is able to hold Additional Comments (Publishing/Repository)

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Rights, Permissions, Licensing:
# RPL-1 Specification The system will support single user and multiuser licensing The system allows content to be printed by a user during a single session. Please describe the maximum amount of content that a user may print in a single session The system allows an item to display even if the user doesnt have the right to download it. Please describe how this works in your system The system allows the format of downloaded content at each level (e.g. HTML, PDF, EPUB, etc.). Please describe The system allows transferring of content to personal-readers/mobile devices. Please describe The system allows user's access to the content ( e.g. page, chapter, entire book). Please describe how this works in your system The system allows the format(s) of the transferred content at each level (HTML, EPUB, Adobe PFD, etc.). Please specify how this transfer is accomplished Available Not Available Vendor Comments

RPL-2

RPL-3

RPL-4

RPL-5

RPL-6

RPL-7

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RPL-8 Rights, Permissions, Licensing (cont.) The system allows download to personal e-readers or mobile devices that the product. Please describe which products are not currently compatible and what plans are in place to correct this incompatibility. The system allows the capability to share content via Interlibrary Loan, including fulfillment methods and format of content. Please describe how this works in your system

RPL-9

RPL-10 The system allows the creating of multiple copies of content in print or digital from for classroom instruction. If there are any restrictions, please describe RPL-11 The system allows archival and perpetual access terms for all content. If there are any restrictions, please describe

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Additional Comments (Rights, Permissions & Licensing)

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Accessibility:
# A-1 Specification The default discovery interface meets web accessibility requirements for persons with disabilities (WCAG 2.0 or Section 508 requirements) The default Discovery lets a user control and use the technology by non-visual means The default discovery Incorporates Universal Design Principles http://www.ncsu.edu/www/ncsu/design/sod5/cud/ about_ud/udprinciplestext.htm Accessibility (cont.) Content complies with the DAISY standard http://www.daisy.org/publishers Available Not Available Vendor Comments

A-2

A-3

A-4

Additional Comments (Accessibility)

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Reports:
# R-1 Specification Describe the types of measurement and management reports that can be generated at the system and individual library level Describe the ability to report weekly, monthly usage by library, by date, by title, by patron status, by subject, by views and download Describe the quality control measures in place to guarantee the accuracy and standardization of usage data. Describe the involvement of the library or MLS in the executing of these reports and process by which these reports are generated. Describe who has the ability to create these reports, e.g. each library, Network, MLS, Vendor Provide information on the status of current compliance with Project Counter (http://www.projectcounter.org) Describe the variety of formats available for management reports Provide sample Consortium level reports and sample Library reports Reports (cont.) Describe the option for customized reports Vendor Comments

R-2

R-3

R-4

R-5

R-6

R-7

R-8

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Additional Comments (Reports)

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Training and Implementation
# T-1 Specification Describe available documentation for user support and system administration Describe on-site training sessions available to pilot libraries and system staff Describe online training sessions available to pilot libraries and system staff Describe any training available to library patrons Describe on-going training available as libraries are brought in on an on-going basis Describe all online and print marketing materials available to pilot libraries Vendor Comments

T-2

T-3

T-4 T-5

T-6

Additional Comments (Training and Implementation)

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Additional Comments & Addendum Page:

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