Integrated Library System Request for Proposals
| Bidders ID: | NBD20793508076173194 |
|---|---|
| Due Date: | Jun 5, 2026 |
| Posted Date: | May 8, 2026 |
| Level of Government: | State & Local |
| State: | Iowa |
| Agency: | Pella city |
| Category: |
|
| Source: | Members Only |
| Bid Title: |
Integrated Library System Request for Proposals
|
| Category: | City of Pella Bids |
| Status: | Open |
| Bid Recipient: | Chris Brown, Assistant Library Director |
|
Attachment Preview
Request for Proposals
for an
Integrated Library System
Date Issued: May 8, 2026
Sealed proposals must be received by noon on: June 5, 2026
In the o ice of the Assistant Director
For further information regarding this RFP
contact Chris Brown, Assistant Director,
via email: cbrown@cityofpella.com
Pella Public Library
603 Main St.
Pella, IA 50219
(641) 628-4268
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Section 1: Introduction
The Pella Public Library is seeking proposals for a modern, secure Integrated Library System (ILS)
that supports public discovery, circulation, cataloging, acquisitions, serials management,
reporting, and system administration, and that integrates with a library mobile app
(vendor-provided or third-party).
The mission of the Pella Public Library is [to]
“Enrich our community by welcoming, creating, and nurturing curious minds and supporting
lifelong learners.”
In addition to meeting the Functional Specifications, proposals will be evaluated based on how
e ectively the system supports an intuitive, accessible, and end-to-end service experience for both
patrons and sta . Across all functions of the ILS, thoughtful consideration will be given to the
opportunities the system creates for us to fulfill our mission.
Evaluation Criteria
Weight (%)
Functional Fit & Workflow Support
35%
User Experience (Sta & Patron)
15%
Implementation, Data Migration & Training
15%
Vendor Support, Stability & Product Direction
15%
Cost / Total Cost of Ownership*
15%
Future Scalability & Consortium Readiness
5%
*Cost will be evaluated in relation to demonstrated functionality, implementation quality, support
services, and long-term value to the Library.
Proposal Requirements
A complete proposal must include the following to receive full consideration:
Cover Letter
Vendor Profile
Costs
References
Functional
Specifications
Implementation Plan
Provided with the proposer’s letterhead, signed and dated by a duly authorized
representative.
Including background, product line, financial information, sta information.
All costs to deliver the proposed system must be presented in a separate,
itemized section, including one-time implementation costs and ongoing
annual costs. Vendors must also provide a five-year total cost of ownership
summary and disclose any anticipated annual increases.
Provide three references from libraries of similar size to the Pella Public Library.
Respond to each item in the “Functional Specifications,” section of this
document. Provide any necessary clarifying information in the, “Vendor
Response,” field for each item.
Provide a schedule for system installation, outlining milestones and
responsibilities of the Vendor and the Library. The Vendor will describe how the
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Training
Warranty,
Maintenance,
Support, and Updates
Certification of
Stability
proposed hardware will handle future growth of the library, including additional
collections, patrons, system features, and multiple library branches.
Describe training approach for the new ILS.
Describe the warranty and maintenance policy for hardware and software;
customer support policies, including help lines, hours of operation, and
emergency service; and policy for software updates.
The Vendor certifies that, as of the proposal submission date, it is not subject
to bankruptcy, foreclosure, or major corporate restructuring, and has no
knowledge of a pending acquisition or sale. The Vendor agrees to notify the
Library in writing of any such changes prior to contract execution. Vendor
understands and agrees that, regardless of preliminary proposal acceptance
by the Library, such an event may be grounds for proceeding with an alternate
proposal and Vendor.
Vendors are requested to provide a copy of their standard contract(s) with their proposal
submission to use as a starting point for negotiations.
The Pella Public Library will review all valid, complete proposals and evaluate the extent to which
each meets the specifications herein. Please note the following declarations:
1. The Pella Public Library is not bound to accept the lowest priced proposal.
2. The Pella Public Library reserves the right to reject any or all proposals for any reason
deemed to be in the best interest of the Library. The library may, but is not obligated to,
provide a rationale for a rejected proposal.
3. The Pella Public Library reserves the right to request clarification on any item in a proposal
or to request additional information when necessary to perform a complete evaluation.
4. The Pella Public Library reserves the right to contact any references provided.
5. The Pella Public Library reserves the right to postpone selection or the contract award for
any reason.
Tentative Timeline
Activity
RFP Issued
Proposal Deadline
Vendor Demonstrations (optional)
Proposal Review Period
Board Review
Vendor Notification
Tentative Date
May 8, 2026
June 5, 2026, 12:00 p.m.
June 8 – June 12, 2026
June 8 – June 19, 2026
June 9, 2026
June 26, 2026
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Proposals must be received no later than 12:00 p.m. (Noon) on June 5, 2026. Proposals may be
submitted in one of the following formats:
Electronically via email attachment to cbrown@cityofpella.com
Electronically via file-sharing service (e.g., Dropbox link) sent to cbrown@cityofpella.com
Physically in a sealed envelope delivered by mail or hand-delivery to:
Chris Brown, Assistant Director
Pella Public Library
603 Main St.
Pella, IA 50219
Vendors are responsible for ensuring successful delivery prior to the submission deadline.
Confirmation of receipt by reply email will be provided by the Assistant Director for electronic
submissions. If utilizing a delivery service, Vendors are strongly encouraged to select a service with
delivery confirmation or require a signature on delivery.
Proposals will not be reviewed until after the submission deadline.
All proposals submitted in response to the RFP shall become the property of the City of Pella and
shall not be returned.
Under Chapter 22 of the Iowa Code, “Examination of Public Records”, all records of a governmental
body are presumed to be public records, open to inspection by members of the public. Proposals
submitted in response to this RFP shall be considered public records.
Proposals will be considered by the Pella Public Library Board of Trustees at their scheduled June 9,
4:00 p.m. meeting. The Vendor selected by the Trustees will be notified no later than June 26, 2026.
Vendors must be able to provide a full launch of the ILS with complete functionality no later than
January 15, 2027.
Complete Functionality includes:
1) The complete ILS, and all modules, and the Discovery Layer (catalog) must be running at
full capacity, and be fully functional across the entire system.
2) Complete datasets, both historical and current, have been migrated from our previous
vendor, SirsiDynix. Any additional data work must completed to the library’s satisfaction
prior to launch to correct any and all data deficiencies, corruptions or undesired alterations.
3) A complete and stable connection to all interfacing hardware and software, such as
Envisionware’s PC Reservation and Bibliotheca SelfCheck machines owned by the library.
4) A complete and stable connection to a Library App, either Vendor- or third-party provided.
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5) Completion of any administrative configuration and setup within the ILS which allows the
ILS to be tailored to the library’s specific needs. This includes any custom reports which are
needed by the library.
Vendor Demonstrations
The Library reserves the right to invite selected Vendors to participate in demonstrations of their
proposed system as part of the evaluation process. Demonstrations may include sta workflows,
patron discovery experience, reporting functionality, acquisitions workflows, mobile functionality,
and other areas identified by the Library.
If demonstrations are requested:
Vendors may be asked to demonstrate Library-defined workflows.
Demonstrations may be conducted virtually or in person.
Demonstrations may be considered as part of the final evaluation process and overall
proposal scoring.
The Library is not obligated to conduct demonstrations with all Vendors submitting proposals.
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