REQUEST FOR PROPOSAL # FOR BIOLOGICAL SCIENCES DATABASE. Issued by. WRIGHT STATE UNIVERSITY Dayton, Ohio. In Conjunction With.

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1 REQUEST FOR PROPOSAL # FOR BIOLOGICAL SCIENCES DATABASE Issued by WRIGHT STATE UNIVERSITY Dayton, Ohio In Conjunction With OhioLINK Sealed proposals will be received until May 12, p.m. Local time Addressed to : Wright State University Purchasing Department 246 Allyn Hall Dayton, Ohio Note: 1. Responses must be sealed and designated in the lower left hand corner "RFP No due May 12, 1995" 2. This bid will not be publicly opened. 3. Submit 15 copies of the proposal.

2 TABLE of CONTENTS page Section 1 Description of OhioLINK 2 Section 2 Description of Current OhioLINK Search Environment 2 Section 3 Contractual Considerations 3.1 evaluation of Vendor Proposals.2 contract Negotiations.3 observance of laws and regulations.4 conditions.5 publicity.6 confidentiality Section 4 Technical Requirements 6.1 general requirements.2 subject coverage.3 full text Section 5 Proposal Submission- Content and Format Requirements 8.1 calendar.2 questions and inquiries.3 vendor incurred expenses.4 cancellation.5 non-appropriation of funds.6 modification or withdrawal.7 format.8 submission requirements.9 Volume 1 Inclusions Attachments appendix A-1 appendix A-2 appendix B appendix C Overview New biennium operating budgets will go into effect for OhioLINK and its member libraries on July 1, The Ohio General Assembly will approve the State budget before then, but probably not until late June. Between now and then OhioLINK will accumulate price quotes from database vendors across a wide range of disciplines identified as candidates for licensing. It is our intent to review all offers received by that time and select those databases which will be licensed under the new OhioLINK biennium budgets for access through the OhioLINK system. Secondarily, we may identify databases also to be accessed through the OhioLINK system 1

3 but cooperatively funded through member library budgets. OhioLINK seeks to provide access to the current OhioLINK member institutions (listed in Appendix A-1) and potentially to other Ohio Academic libraries, to a commerciallyproduced biological sciences database or set of databases. Such data-base or set of databases will be site-mounted under a currently existing search inter-face (either Innovative Interfaces or CD Plus). Only products capable of being tape loaded under one of these two interfaces will be considered. The database or set of databases proposed must support graduate level research in science and engineering. Section 1 - Description of OhioLINK The Ohio Library and Information Network (OhioLINK) is a consortium of fifteen public universities, two private universities, the State Library of Ohio, and twenty-three technical and community colleges in Ohio. Integrated library systems are being implemented at each of the OhioLINK member institutions to support local library services. A set of centrally located software and hardware supports a combined central catalog of statewide holdings as well as a variety of other database products. The consortium will grow to include other academic and research libraries in the state of Ohio over the course of the next few years. Appendix A-1 identifies all OhioLINK campuses and total student populations. Appendix A-2 provides populations just in the science-technology-engineering areas. These may or may not be relevant to each vendor's response. Section 2 - Description of the Current OhioLINK Search Environment The central site systems of OhioLINK support two primary search engines: Innovative Interfaces and CD Plus. Currently the Innovative software serves as the interface to the central catalog of library holdings in member libraries, to local library electronic catalogs and to a variety of index and abstract databases from UMI and H. W. Wilson. The CD Plus software provides the interface to an array of health-related databases (Medline, CINAHL, AIDSLINE, CancerLIT,Health Planning and Administration, and PsychINFO). Other databases will be added to both of these search environments within the next 12 to 24 months. The Innovative software and the CD Plus software also provide, or will provide, ANSI Z39.50 clients as well as ANSI Z39.50 servers for access to and from other ANSI Z39.50 compliant clients and servers. ANSI Z39.50, version 2, is currently supported. Migration to future versions as they become available is anticipated. Future plans include the addition of SGML-formatted full text databases, and access to World Wide Web resources. A key feature of the Innovative software is the ability to actively link library holdings information from the central catalog to the records in the citation databases. In addition, from the central catalog as well as from the citation databases, users can request delivery of books, journal articles and other types of materials from the libraries whose holdings indicate ownership. Inclusion of these functions (information on holdings and requests for delivery) is planned for the CD Plus environment as well. Section 3 - Contractual Considerations in Responding to the RFP Vendor responses to this RFP should clearly state your approach to licensing and ownership of the proposed database or set of databases. OhioLINK is willing to negotiate the nature of the license or ownership of all proposed databases.(ref. 3.2) Access to the database or set of databases will be provided to all OhioLINK member institutions. Potentially, some number of Ohio private colleges may join OhioLINK. Costs must include the incremental cost to provide access by additional Ohio colleges, on a one at a time basis, beyond the 2

4 OhioLINK membership identified in Appendix A-1. Vendors are asked to provide cost figures for providing the database(s) identified in Section 4. Based on responses and costs, contracts may be signed for some or all of the proposed databases by OhioLINK. 3.1 Evaluation of Vendor Proposals Responses to the RFP will be the primary source of information used in the initial evaluation process. Therefore, vendors are advised to be as complete as possible in their responses. However, OhioLINK reserves the right to: (1)award to the most responsive and responsible proposer, or to reject any or all proposals. OhioLINK is not necessarily bound to accept the lowest proposal submitted. If the lowest proposal is not the best proposal in WSU and OhioLINK's opinion of value received for monies expended, this Institution reserves the right to make the award in the best interest of OhioLINK. In making award, evidence of Proposer's capability to perform a contract of this size, organizational structure, and factors such as Proposer's service, integrity, reputation and past performance will be considered; (2)visit or contact any current or past users of a vendor's services; (3)solicit information from any available source concerning any aspect of a vendor's response. In evaluating the responses to the RFP, WSU in conjunction with OhioLINK reserves the right to (1) accept or reject all or any part of any response, waive minor technicalities and select a vendor that best serves the interests of the OhioLINK institutions; (2) use any or all of the ideas presented in proposals without limitation; and (3) eliminate from consideration any vendor who does not follow the instructions outlined in this document. OhioLINK does consider compliance with all specifications of the RFP important, but seeks a vendor who will supply the best price/performance proposal for the requested services. 3.2 Contract Negotiations It is the intent of WSU in conjunction with OhioLINK to award any contract resulting from this RFP to the vendor submitting the proposal that best serves the OhioLINK institutions on the basis of specification requirements, terms and conditions of the proposal, and costs. OhioLINK reserves the right to enter into negotiations with the most responsive proposer for purposes of finalizing any resulting contract. WSU and OhioLINK also reserve the right to request any desired change in the specifications after the contract. Any price changes resulting from a change in specifications shall be agreed upon in advance between OhioLINK and the Contractor. The Contractor shall be furnished a supplement upon which both parties agree to and which shall in no way invalidate or make void the terms of the original contract not modified by such change. Effective Date of Contract. The contract period shall be effective from date of contract award. OhioLINK reserves the right to negotiate an appropriate contract period based on the specific relationship to be contracted with the vendor. Contract. The award documents shall be a contract incorporating by reference the terms and conditions of the Request for Proposals and the contractor's proposal as negotiated. The contract shall be awarded by the WSU Purchasing Department in conjunction with 3

5 OhioLINK. Consent for Advertising. The selected contractor shall not use the name of any OhioLINK library or Institution in advertising without first obtaining written consent from the Institution. (Ref. 3.5) 3.3 Observance of Laws and Regulations In performing the services required under this contract, contractor and its subcontractors will be required to comply with all applicable federal, state, and local laws, statutes, ordinances, and regulations, and Wright State University policies. This includes but is not limited to obtaining at its own expense requisite permits, licenses, and certifications; observing all requirements related to fair and minimum wages including conditions of employment; not discriminating against any employee or persons, on account of race, color, sex, handicap, religious creed, ancestry, age, or national origin; and remaining at all times in compliance with all executive orders issued, or that may be issued, by any level of governmental agency with regard to equality of opportunity including those dealing with affirmative action. 3.4 Conditions Any conditions which the vendor wishes to stipulate other than those included in this RFP must be specifically stated in writing in the vendor's cover letter (see ). If the vendor cannot accept a provision of the RFP, it must state in the same letter the number and title of the unacceptable provision. 3.5 Publicity No announcement concerning OhioLINK's selection of a vendor and/or awarding of a contract as a result of this RFP may be made by the vendor without the prior written approval of OhioLINK. (Ref. 3.2) 3.6 Confidentiality of Vendor Responses All proposals will be available for review by any representative of OhioLINK or participating institutions. 4

6 Section 4 - Requirements Definitions: (M) = A mandatory requirement (HD) = A highly desired feature (D) = A desired feature 4.0 Technical requirements: (M) The database or set of databases proposed must be site-mountable under one of th MARC format. 4.1 General requirements: (M) The database must index journal articles, conference papers, and technical reports and papers The vendor should specify what types of materials are indexed. (HD) Inclusion of government publications is highly desirable Vendor should specify types of government publications included. (M) Each citation record must include the following minimum fields where appr The vendor should specify which fields are supplied and how the fields are tagged in MARC format. (HD) A minimum coverage range of 1980 to the present is highly desired The vendor should specify the coverage range. (HD) Monthly updates to all databases is highly desired as a minimum update cycle The vendor should specify how often data is updated The vendor should specify the average turnaround time from (HD) The minimum number of titles indexed is desired to be no less than 5,000 titles Please indicate the total number of titles indexed, and what plans exist for future expansion of titles indexed. Please provide a list of Please indicate titles that are indexed cover to cover and which are indexed selectively. (D) Inclusion of foreign language journals and materials published in foreign countries is desired. (M) Proposed databases should include theoretical, practical, and experimental information. 5

7 4.2 Subject Coverage: Proposed databases must cover a broad range of disciplines in environmental and life sciences that support graduate level research, including: (M) Conservation (M) Biochemistry (M) Biology (M) Biotechnology (M) Botany (M) Cytology (M) Ecology (M) Embryology (M) Entomology (M) Environmental Science (M) Forestry (M) Genetics (M) Horticulture (M) Limnology (M) Oceanography (M) Microbiology (HD) Paleobotany (HD) Paleozoology (HD) Paleoecology (M) Physiology (M) Plant Pathology (HD) Soil Science (M) Zoology (HD) Veterinary Medicine (M) Ornithology (M) Herpetology (M) Icthyology (D) Biomedical The vendor should list other disciplines not mentioned above that are covered by the proposed database. 4.3 Full Text: (HD) Vendor supplied ASCII or page image full text for associated citations is highly desired Vendor should specify any available full text for all proposed databases. (HD) Citation records with embedded SISAC Serial Item/Contribution Identify (SICI) codes to be used for full text linkages are highly desired. Section 5 - Proposal Submission - Contents and Format Requirements Wherever the following terms appear, they shall have the meanings set forth opposite each. 6

8 WSU or Institution: The Board of Trustees of WRIGHT STATE UNIVERSITY, Dayton, Ohio as fiscally responsible for OhioLINK. OhioLINK: Ohio Library and Information Network. Contractor: The party awarded the contract, its heirs, executors, administrators, successors or assignees. Vendor or Proposer: Any firm or individual invited by the Purchasing Department, who submits a proposal to fulfill the conditions and terms of this invitation to bid. 5.1 Calendar of Events April 3, 1995 May 12, 1995 October, 1995 RFP mailed to vendors RFP responses due from vendors Estimated RFP award date 5.2 Questions and Inquiries If additional information is necessary to assist the vendor in interpreting and responding to the technical and functional aspects of this RFP, questions will be accepted and responses coordinated by: Anne Flint Assistant Director of Library Systems OhioLINK 2455 North Star Road Columbus, OH phone: (614) , ext.324 fax: (614) anne@ohiolink.edu If additional information is necessary to assist the vendor in interpreting administrative or procedural aspects of this RFP, questions will be accepted and responses coordinated by: Sharon Murray Wright State University Purchasing Department 246 Allyn Hall 3640 Colonel Glenn Highway Dayton, OH phone: (513) Certain general questions may be answered by telephone, but all substantive questions must be submitted in writing. Answers to submitted written questions will be provided to all vendors. 5.3 Vendor Incurred Expenses OhioLINK is not responsible for any expenses incurred by a vendor in preparing and 7

9 submitting a response to this RFP. 5.4 Cancellation of the RFP OhioLINK reserves the right to cancel all or part of this RFP at any time. In addition, the issuance of this RFP does not imply any commitment to purchase any products or services from any vendor. 5.5 Non-Appropriation of Funds In the event that funds for this project are not appropriated or are withdrawn, OhioLINK reserves the right to cancel, without penalty, any contract award resulting from this request. 5.6 Rules for Modification or Withdrawal of Responses No modifications may be made by vendors to responses to the RFP after they are submitted. However, any vendor may withdraw its response at any time. 5.7 Format of Vendor's Response Vendor responses must be submitted as specified below. Contents and materials must be clearly marked. Vendors are encouraged to submit additional narrative information, materials, and documents in support of a proposal. 5.8 Submission Requirements Materials are to be submitted on letter size (8 1/2 x 11) paper and must be presented in loose-leaf notebooks (or in other binders which permit easy photocopying, disassembly, and re-assembly of sections of the response, as desired). The vendor response sections required in specifications through must be included in the order specified and clearly identified in a single volume (volume number 1). Any supplemental materials (e.g. materials submitted to provide additional information) must be included in a second, separate volume (volume number 2) and must be clearly labeled and numbered to correspond to any relevant sections in the RFP. 5.9 SECTIONS TO BE INCLUDED IN VOLUME NUMBER Vendor Identification Sheet (label as A) Copy and complete this identification sheet (see Appendix B) Cover Letter (label as B) A brief cover letter on vendor stationery must be included with the RFP response. It must (1) state that the RFP has been read and agreed to; (2) include all exceptions which the vendor wishes to note (see 3.3); and be signed by an individual authorized to negotiate with OhioLINK. 8

10 5.9.3 Vendor Response Forms (label as C) (see Appendix C) Cost Information (label as D) Provide detailed prices for your proposal including all ongoing licensing fees Titles Indexed Provide four copies of an ASCII file on 3 1/2" diskettes of all journal titles indexed on the proposed databases as of March 1, Minimally the file should include full titles, ISSN's, subject listings, the beginning month/year of coverage (MMYY), and an indication for each title whether the title is fully indexed or only partially indexed (e.g. are all parts of the journal indexed or are only the feature articles indexed?). Please provide the necessary documentation to access and view the file. Describe in the documentation any plans for the expansion of the title coverage Submission Information In order to facilitate the review process, one original response and fifteen (15) copies of the proposal must be submitted as stipulated below. Sealed responses must be received by May 12, 1995, 3 p.m. local time. The original proposal package should be addressed to: Wright State University Purchasing Department ATTN: Sharon Murray 246 Allyn Hall 3640 Colonel Glenn Highway Dayton, OH NOTE: Copies should be sent with the original response. No telefacsimilies will be accepted. Deadline. To be considered for selection, proposals must be received in the WSU Purchasing Office by the designated date and hour. The official time used in the receipt of proposals is that time on the automatic time stamp machine in the Issuing Office. Proposals received in the Purchasing Office after the date and hour designated are automatically disqualified and will not be considered. WSU is not responsible for delays in the delivery of mail by the U.P.S., postal service, private couriers, or the intra-university mail system. It is the sole responsibility of the proposer to insure that its proposal reaches the Purchasing Office by the designated date and hour. 9

11 APPENDIX B VENDOR IDENTIFICATION SHEET VENDOR NAME: VENDOR ADDRESS: The complete RFP response must have the following sections clearly labeled and organized according to the instructions in Section 5 and on this sheet. Please indicate that the following have been included and sign the bottom of this form. A. Vendor Identification Sheet This sheet, labeled A. B. Cover Letter Signed letter, labeled B (See Section 5.9.2) C. Vendor Response Forms Labeled C (See Section & Appendix C) D. COST Information COST sheets, labeled D (See Section 5.9.4) E. Titles Indexed File (See Section 5.9.5) I certify that all of the above items have been submitted with this RFP response. Signed: Date:

12 APPENDIX C VENDOR RESPONSE FORMS INSTRUCTIONS FOR COMPLETING THE VENDOR RESPONSE FORMS Answers are required for specifications listed in section 4. Vendor will complete the following response form for each item and provide corresponding commentary as noted below. 1. STATUS RESPONSES These require the use of the following codes: A = AVAILABLE Definition: Vendor can currently meet this requirement. PA = PARTIALLY AVAILABLE Definition: The Vendor can meet the requirement partially or with a slight variation or has plans to implement in the near future. Please specify any variance from the requirement. NA = NOT AVAILABLE Definition: The Vendor can not meet this requirement. 2. COMMENTARY Comments or explanations to any responses must be numbered to correspond to the specification or section to which it refers and presented in numerical order. Comments are required for Sections: , , , , , , , , 4.2.2, and , and for any responses coded as PA.

13 APPENDIX C VENDOR RESPONSE FORMS This form must be completed indicating for those RFP sections listed the vendor's status (A = Available, PA = Partially Available, and NA = Not Available ). In all cases, the vendor should include comments to provide maximum clarification of function, delivery, cost or timing. Requirements in each section are noted as must (M), a mandatory requirement; or as highly desired (HD); or desired (D). OhioLINK's Section Required Status Status Response (M HD D) (A PA NA) 4.0 Technical M 4.1 General M HD M HD HD HD D M 4.2 Subject Coverage M M OhioLINK's Section Required Status Status Response (M HD D) (A AP NA) 4.2 Subject Coverage (cont.) M M M M M M M M

14 M M M M M M HD HD HD M M HD M OhioLINK's Section Required Status Status Response (M HD D) (A AP NA) 4.2 Subject Coverage (cont.) HD M M M D 4.3 Full Text HD HD